ENCOMPASS Voucher Build Process Instructor: –Gerri Williams 06/25/2015.

ENCOMPASSVoucher Build Process

Instructor:– Gerri Williams

06/25/2015

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Agenda

Overview of Voucher Build Process and File Layout How To…

– Setup folder for Voucher Build Process

– Upload a Voucher Build File into PeopleSoft

– Voucher Upload & Build processes do

– Voucher Upload & Build processes Tables

– Review Voucher Build for Problems

– Review Batch for Approval

– Print Payment Transmittal Form

Turn Around File Process Vendor Extract Process

Voucher Build

Overview of Voucher Build Business Process

EditBatch

Transactions

CheckBudget

Post Vouchers

AOS Approval

Collate Support

Agency Approval

Run Pay Cycle

Post Payments

Distribute Payments & Advice

Update Source

Systems

Generate GL

Journals

File Support

Load Batch File

Build Vouchers

AOSAgency

Color Legend

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Overview of Voucher Build Process – File Layout To use the claims file layout the file structure should include at a minimum the

following:– One file control record

• The file control record defines the number of vouchers and the total amount of the vouchers. This record will ensure the entire file is processed by matching the number of vouchers expected with the number loaded into the staging tables.

– One voucher Header Record per voucher• Each voucher requires a Voucher Header record (Columns A-L)• Populating Column A signifies new voucher to be built• Column D automatically calculates based on distribution & voucher lines entered

for that voucher header.– A minimum of one Voucher Line record per Voucher Header record

• Each voucher consists of one or many voucher lines – A minimum of one Voucher Distribution record per Voucher Line record

• Each Voucher consists of at least one Distribution Record for each Voucher Line Record. The Distribution record will define the chartfields that are used for each line transaction. The Distribution record also contains the Reference field which is used to store the source system transaction id for reference in Encompass.

– The Voucher Payment Record is optional • The Voucher build process will generate a Payment record for each Voucher if

none are included with the voucher (Column L).– Voucher Line

• If a new voucher line within the voucher is needed, column M must be populated with a description.

• Column N will automatically calculate based on Column O (the distribution information).

• Column O –AG are considered the distribution line

Overview of Voucher Build Process – File Layout

What are the important features of the layout?

– On the File Control Record• Group Vouchers• On Error

– A - Abort (stop processing and delete any staged voucher data for this file)

– C - Continue (delete the data for the voucher with an error and continue to stage vouchers from this file)

– V - Validate (continue to stage vouchers from this file to detect any additional errors then delete all stage vouchers from this file)

• Email ID

– Voucher Header Record• Origin

– Make sure Origin/Business Unit are a valid combination. • Goods/Services Received Date• Invoice Receipt Date

Voucher BuildHow to…

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Setup folder for Voucher Build– Requires at least read access to the PeopleSoft Service Account

• Service Account = ISD-SHARED\1-tuxadm

– If you have your own Server / IT staff and are using Active Directory for security,• Right click the folder on the server you wish to grant PeopleSoft rights to, and left

click Properties• Click the Security Tab• Click the Add button• Enter 1-tuxadm, Click OK• Assign the appropriate

rights

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Upload a Voucher Build File into PeopleSoft– Setup a Folder with Access to the PeopleSoft Service Account (previous slide)

– Navigation - Accounts Payable> Batch Processes > Extracts and Loads > Voucher Build Upload

• Setup a Run Control– Add a New Value

> Suggestion: Create a meaningful Run Control ID– Click Add

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Upload a Voucher Build File into PeopleSoft– Use the Attach file for processing option

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Upload a Voucher Build File into PeopleSoft

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Voucher Upload & Build processes do ….

Read the file and check for pre-edit errors

Write to file information to the VCHRxxxxSTG tables

Edit the VCHRxxxxSTG tables

Copy the information to the VCHRxxxxQV tables

Fill in PO/Receiver information and default information

Edit the VCHRxxxxQV tables (some problems stop here)

Copy the information to the VCHRxxxx tables (some vouchers problems stop here)

Voucher Upload & Build processes Tables The Custom Edit process populates custom temp tables. These tables are deleted each time the

process is run successful or not.

Once the SOI_VCHR_BLD process is complete the Voucher Staging Tables are populated. They are:– PS_VCHR_HDR_STG

PS_VCHR_LINE_STGPS_VCHR_DIST_STGPS_VCHR_PYMT_STG

Once you start the Voucher Build process the staging tables will be deleted and the Vouchers will be put in "process". Certain edit errors will place the vouchers into the Quick Invoice tables once the Voucher Build process is completed. The quick invoice tables are the same ones that you can access via the Quick Invoice Entry page. These tables are:– PS_VCHR_HDR_QV

PS_VCHR_LINE_QVPS_VCHR_DIST_QVPS_VCHR_PYMT_QV

The Voucher tables are populated if no major edit errors occur although the Voucher could be in a Recycle status. These tables are:– PS_VOUCHER– PS_VOUCHER_LINE– PS_DISTRIB_LINE– PS_PYMNT_VCHR_XREF

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Review Voucher Build for Problems

Accounts Payable > Vouchers > Maintain > Voucher Build Error Detail … Search

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Accounts Payable > Vouchers > Maintain > Voucher Build Error Detail … List

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Accounts Payable > Vouchers > Maintain > Voucher Build Error Detail .. correct QV

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Accounts Payable > Vouchers > Maintain > Voucher Build Error Detail .. correct

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Review Voucher Batch for Approval

Two different ways to Approve Vouchers

– Control Groups (Grouped Vouchers)

• Accounts Payable > Control Groups > Approve Control Group

– Individual Vouchers

• Accounts Payable > Voucher > Approve Voucher

Two different ways to Review Vouchers

– Control Groups (Grouped Vouchers)

• Accounts Payable > Control Groups > Group Information

– Individual Vouchers (Many other methods as well)

• Accounts Payable > Voucher > Add/Update > Regular Entry > Find an Existing Value

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Print Voucher Group Payment Transmittal Form

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Sample Voucher Group Payment Transmittal Form

Turn Around File Process

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Accounts Payable > Batch Processes > Interface > AP Turnaround File

Payment Reference = Auditor of State’s Warrant Number

– Going to a 9 digit warrant number.

Source Transaction

– HV01 = High Volume Transactions

– VHCR = Accounts Payable Voucher

Legacy Transaction ID

– Number Provided in a High Volume Batch

Invoice ID

– Number provided in a Voucher Build File / Online Voucher

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Vendor Extract File Process

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Vendor Extract File Process

Vendors >Vendor Export(Vin-Q) > Vendor Export(Vin-Q)

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Contact Information

ENCOMPASS Website

– http://myshare.in.gov/sba/encompass

If you are having technical issues, submit them to GMIS

– http://extranet.in.gov/gmis/issue_entry/base/issue_entry.asp

ENCOMPASS Voucher Build Process Instructor: –Gerri Williams 06/25/2015.

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