VOUCHER INTERFACE

Project EncoreLisa McKeithan – Deputy Business Segment DirectorPatricia Garcia – Statewide Accounts Payable ManagerMarch 9, 2015

Upcoming Town Halls

• Tentatively Scheduled 2 Town Halls

– Late March• Subject: TBD

– Early April• Subject: Position Budgeting / Fiscal Year Funding

PROGRAM CODE - INTERFACES

• 2/18/15 Town Hall – Interfaces will be updated 7/1/15– Accounts Payable (Funding) Alltrans– Accounts Receivable Alltrans– General Ledger Alltrans– Outstanding Orders

PROGRAM CODE - INTERFACES

• Revised Layouts have been posted at:– Cio.ok.gov > Enterprise Business Services (CORE): Financials > Financial

Interface Layouts

OR

– http://www.ok.gov/cio/Customer_Portal/Business_Application_Services_Essentials/Technical/

PROGRAM CODEPROGRAM_CODE DESCR

A0000 MATERNAL & INFANT HEALTHA0001 OBESITYA0002 TOBACCO USEA0003 PRESCRIPTION DRUG & SUBSTANCEA0100 IMMUNIZATIONS & INFECTIOUS DISA0101 ABUSE & INJURYA0102 FOOD & WATER SAFETYA0200 HEALTH SERVICESA0201 BEHAVIORAL HEALTHA0300 CHILD WELFARE SERVICESA0301 AGING SERVICESB0000 CORRECTIONSB0001 INFRASTRUCTUREB0002 EMERGENCY MANAGEMENTB0100 CRIMEB0101 NARCOTICSB0102 TRAFFIC SAFETY & IMPAIRED DRIVB0200 AIRB0201 WATERB0202 LANDC0000 EARLY CHILDHOOD DEVELOPMENTC0001 NEED-BASED AIDC0002 SPECIAL EDUCATIONC0003 ADVANCED OFFERINGS

PROGRAM_CODE DESCRC0100 HIGH SCHOOL COMPLETIONC0101 COLLEGE PREPAREDNESSC0102 WORKFORCE TRAININGC0103 HIGHER EDUCATIONC0200 SCHOOL EXCELLENCEC0201 STUDENT PERFORMANCED0000 OPEN GOVERNMENTD0001 PERFORMANCE RESULTSD0100 ONLINE SERVICESD0101 ENERGY USAGED0102 GOVERNMENT-WIDE SOLUTIONSD0103 STATE PERSONNELD0200 REVENUES & EXPENDITURESD0201 DEBTS & OBLIGATIONSD0202 AUDITS & CONTROLSE0000 ENTREPRENEURSHIPE0001 BUSINESS VITALITYE0002 INNOVATIONE0100 WEALTH GENERATIONE0101 EMPLOYMENT GROWTHE0102 WORKFORCE PARTICIPATIONE0200 AEROSPACE AND DEFENSEE0201 ENERGY PROGRAME0202 AGRICULTURE AND BIOSCIENCESE0203 INFORMATION AND FINANCIAL SERVE0204 TRANSPORTATION AND DISTRIBUTIONP000 No_Program

OUT WITH THE OLD VFRAIN WITH THE NEW UPLOAD

• Program Code• Flexibility– Upgrades– Legislation– Business Practices

• Does not replace the Grant’s Provisioning voucher upload

COMPARISON

Revised Voucher Interface• Delivered/Developed Code• Excel Format• CSV File• 46 Fields – Streamlined• Edit and Load• Voucher Build• PeopleSoft Defaults

Existing Voucher Interface• Developed Code• Very Technical• Data File• 71 Fields – 3 Record Layouts• Edit and Load• No Voucher Build• No PeopleSoft Defaults

Column Column Field Name Field Type Field Length

Required/ Optional

Field Description Example Comments Cross-walk

A 1 BUSINESS_UNITCharacter 5 Required Business Unit 09000 9000 = 09000

ALL RECORDS.AGENCY NUMBER (column 3)

B 2 VENDOR_ID Character 10 Required Vendor ID 0000001101 1101 = 0000001101

HEADER.VENDOR ID (column 156)

C 3 VENDOR_LOC Character 4 Required Vendor Location 0001 1 = 0001 HEADER.VENDOR LOC (column 166)

D 4 INVOICE_ID Character 30 Required Invoice Number XFKNW68R5 Alpha/Numeric/Spaces/Characters

One voucher per invoice ID

FUNDING.INVOICE NUMBER (column 61)

E 5 INVOICE_DT Character 10 Required Invoice Date 03/01/2012 MMDDYYYY FUNDING.INVOICE DATE (column 91)

F 6 GROSS_AMT Number 28 Required Total 13557.28 Positive or Negative

HEADER.TOTAL AMOUNT OF CLAIM (column 35)

G 7 PO_ID Character 10 Optional PO ID 0909014955 PeopleSoftPO ID

HEADER.ORDER NUMBER (column 13)

H 8 LINE_NBR Number 3 Required for PO ID

PO Line Number 001 1=001 FUNDING.PO LINE NBR (column 99)

Column Column Field Name Field Type Field Length

Required/ Optional

Field Description Example Comments Cross-walk

I 9 SCHED_NBR Number 3 Required for PO ID

PO Schedule 001 2 = 002 FUNDING.PO SCHEDULE NBR (column 104)

J 10 PO_DIST_LINE_NUM

Number 3 Required for PO ID

PO Distribution Line

001 3 = 003 N/A

K 11 MONETARY_AMOUNT

Number 26,3 Required Item Total 2688.83 -26.3 If multiple funded claim: FUNDING.AMOUNT FUNDED (column 46)If multiple payee claim: PAYEE.AMOUNT PAID TO PAYEE (column 188)

L 12 ACCOUNT Character 10 Required Account 531350 Begins with 5 or 633

FUNDING.ACCOUNT (column 27)

M 13 SUB_ACCOUNT Character 23

Optional SUB_ACCOUNT maps to PRODUCT

SUB_ACCOUNT = 2

01 - 99 FUNDING.PRODUCT (column 33)

N 14 FUND_CODE Character 4 Required Fund Code 1000 1000 = 1000

FUNDING

O 15 CLASS_FIELD Character 5 Required Class Field 23500 7REG/7EFT if only one 7% class fund is used; vendor file default

FUNDING.CLASS_FLD (column 13)

P 16 DEPTID Character 7 Required Department 1000001 FUNDING. DEPT (column 20)

Column Column Field Name Field Type Field Length

Required/ Optional

Field Description Example Comments Cross-walk

Q 17 BUDGET_REF Character 2 Required Identifies Fiscal Yr 12 Do not default if blank.

FUNDING.BUDGET REF (column 18)

R 18 CFDA Character 10 Optional CFDA# 1720700000 May be less than 10 chars long.

FUNDING.CFDA / Chartfield1 (column 35)

S 19 CHARTFIELD2 Character 10 Optional Reserved Usage N/A

T 20 PROGRAM_CODE Character 5 Required Statewide Program Code

NP000A0000

Statewide Program Code

N/A

U 21 PROJECT_ID Character 15 Optional Project 29000000202FY11290000000000000

All existing entries are 15 chars in length

N/A

V 22 ACTIVITY Character 15 Optional Activity 0000000600 All existing entries are 10 chars in length

N/A

W 23 RESOURCE_TYPE Character 5 Optional Source Type SUB_1 N/A

X 24 RESOURCE_CATEGORY

Character 5 Optional Category 0015, INHR N/A

Y 25 RESOURCE_SUB_CAT

Character 5 Optional Subcategory DIRCT N/A

Z 26 OPERATING_UNIT Character 8 Optional Oper Unit 2600 Up to 8 chars but could be less

N/A

AA 27 KK_CLOSE_PRIOR Character 1 Optional Finalize N N/A

Column Column Field Name Field Type Field Length

Required/ Optional

Field Description Example Comments Cross-walk

AB 28 VOUCHER_STYLE Character 4 Default to REG

Voucher Style REG Column for JVs in 9.2

N/A

AC 29 VOUCHER_ID_RELATED

Number 8 Required if JV

Related Voucher 00085124 Column for JVs in 9.2

N/A

AD 30 REMIT_VENDOR Character 10 Required if different from Vendor

Remit to 0000300518 PAYEE.VENDOR ID (column 281)

AE 31 REMIT_VNDR_LOC Character 4 Required if different from Vendor Loc or if Remit_Vendor different from Vendor

Location 0001 1 = 0001 PAYEE.VENDOR LOC (column 291)

AF 32 BANK_ACCT_KEY Character 4 Optional Account 7REG Required for manualwarrants.

N/A

AG 33 PYMNT_METHOD Character 3 Optional Method MAN Required for manualwarrants

N/A

AH 34 PYMNT_MESSAGE Character 70 Optional Message Policy #A1114222

Included on remittance advice and checks

PAYEE.MESSAGE 1 & MESSAGE 2 (columns 301 & 340)

Column Column Field Name Field Type Field Length

Required/ Optional

Field Description Example Comments Cross-walk

AI 35 PYMNT_GROUP_CD

Character 2 Optional Pay Group - To be populated with the next business day.

MO 7F can only be used with class 7REG or 7EFT

N/A

AJ 36 PYMNT_SEPARATE

Character 1 Optional Separate Payment Y Default to N

FUNDING.SEPARATE CHECK FLAG (column 141)

AK 37 PYMNT_ID_REF Character 9 Optional Reference 024180128 To be used with 7REG bank and MAN method

PAYEE.WARRANT NUMBER (column 209)

AL 38 NAME 1 Character 40 Required for specific 11XX vendors

Payee Name John Doe Only used for payees not maintained in the vendor file

PAYEE.NAME

AM 39 RECEIVER_ID Number 10 Optional Receiver ID 0000002384 0000002384

N/A

AN 40 RECV_LN_NBR Number 3 Optional Receiver Line Number

001 1=001 N/A

AO 41 RECV_SHIP_SEQ_NBR

Number 3 Optional Receiver Schedule 001 1=001 N/A

AP 42 RECV_DIST_LINE_NUM

Number 3 Optional Receiver Distrib Ln001 1=001 N/A

Column Column Field Name Field Type Field Length

Required/ Optional

Field Description Example Comments Cross-walk

AQ 43 Bank_ID_Num Character 9 Optional Bank Routing Number

123456789 Higher Ed only

PAYEE.BANK ROUTING INFORMATION (Column 222)

AR 44 Bank_Account_Number

Character 17 Optional Bank Account Number

65265613 Higher Ed only

PAYEE.BANK ACCOUNT NUMBER (Column 231)

AS 45 Bank_Account_Type

Character 2 Optional Checking/Savings 02 - Savings 03 - Checking

Higher Ed only

PAYEE.BANK ACCOUNT TYPE (Column 221)

AT 46 CROSS_REFERENCE

Character 254 Claim # Required

Claim Number and Non PS PO Number

Record in the voucher, voucher line, and payment xref tables

ALL RECORDS.CLAIM NUMBER (column 6)

AU 47 OCP_FIELD3 Character 20 Optional Extra Field Used for validation of length

N/A

NECESSARY ACTIONS TO IMPLEMENT

• OMES to complete code development and testing

• Agencies to complete interface mapping• Target date 07/01/2015– Training– Exemptions

QUESTIONS

• Accounts Payable InquiriesPatricia Garciapatricia.garcia@omes.ok.gov

• Other Program Code InquiriesLisa McKeithanlisa.mckeithan@omes.ok.gov

• OMES Service Desk(405)521-2444helpdesk@omes.ok.gov