ENCOMPASS High Volume Process Instructor: –Gerri Williams 8/17/2011

ENCOMPASS High Volume Process

Instructor:– Gerri Williams

8/17/2011

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Agenda:

Overview of High Volume Process and File Layout How to…

– Setup folder for High Volume

– Upload a High Volume File into PeopleSoft

– High Volume Upload & Build processes do

– High Volume Upload & Build Tables

– Review Batch for Approval

– Print Payment Transmittal Form

– Release Budget & Delete Batch

– International Payments & address formats

High Volume Process / File Layout

Overview of High Volume Business Process

EditBatch

Transactions

CheckBudget

Run Pay Cycle

AOS Approval

Collate Support

Agency Approval

Print Warrants

Flag Payments

for Distribution

Distribute Payments & Advice

Update Source

Systems

Generate GL

Journals

File Support

Edit COA Combination

Load Batch File into Temp

Tables

AOSAgency

Color Legend

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Overview of High Volume Process – File Layout

To use the High Volume Payment file layout, the file structure should include at a minimum the following :

– One file control record

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

– One Payment Record per payment

– A minimum of one Payment Distribution record per payment record.

• The Distribution record will define the chartfields that are used for each payment transaction. If more than one distribution record is submitted for a payment, the distributed amount must sum to equal the total payment amount for the payment.

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File Layout Field Format Key

Format Definition Comments

Char CharacterLeft Aligned.

Space filled for fixed length fields.

Num NumericRight Aligned.

Explicit decimal placement.

SNum Signed Numeric

Right Aligned.Explicit decimal placement.

Assumed positive unless minus sign is provided.

SNum 3.2 Example: -999.99

YYYY-MM-DD Date Date Example: 2008-01-01

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What are the important features/fields of the layout?

– On the File Control Record• Batch Type

– There are only four valid values:> MISC> FSSAWAR> FSSAACH> DORWAR

– Payment Record• Transaction Number (Document ID)• Payment Method

– Only valid method is CHK, except for Child Support• Payment Due Date

High VolumeHow to…

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Setup folder for High Volume– 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 – Agency decides if read or read/write

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Upload a High Volume File into PeopleSoft– Setup a Folder with Access to the PeopleSoft Service Account

(previous slide)

– Navigation - Accounts Payable > High Volume Payments > High Volume Payments Interface

• Setup a Run Control– Add a New Value

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

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Upload a High Volume File into PeopleSoft

– Enter the UNC (Universal/Uniform Naming Convention) into the File Directory Text Box

• The format for a UNC path is \\server\volume\directory\file and is not case-sensitive.

• For example:– \\Shared1_svr\Shared1\WGroups\Network\Orders.xls

– Enter the File Name in that directory

– Save the Page before clicking Run.

– Click Run.

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– Options for this job

• Setup as an Ad-hoc job.

• Setup as a recurring job.

– Use the drop down box under Recurrence

> If you need additional choices for scheduling a job, submit a GMIS Ticket

• Setup email distributions

– Allows you to email the output of the job to a set of individuals or make the job details available to other PS users.

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High Volume Upload & Build processes do ….

Read the file

Edit the data as it is uploaded

Write to file information to the SOI_HV_XXXXX tables

Email results of upload & edits

Trigger Approval workflow list & email

High Volume Upload & Build processes Tables

SOI_HV_BATCH – Contains File Control Records

SOI_HV_PAY – Contains Payment Records

SOI_HV_DISTRIB – Contains Payment Distribution Records

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Review HV Batch for Approval

– If you are the approver, the High Volume Batch should show up in your worklist.

– Accounts Payable > High Volume Payments > Review Batch for Approval

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Print HV Payment Transmittal Form

– Accounts Payable > High Volume Payments > Print Payment Transmittal Form

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Print HV Payment Transmittal Form

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Sample HV Payment Transmittal Form

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Release Budget & Delete Batch

– Accounts Payable > High Volume Payments > Release Budget & Delete Batch

– Find/Create

– Save

– Run

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International Payments & address formats

– Encompass Website>Encompass Documents>File Layouts

• Countries_States_Postal.XLS

– Contains for PeopleSoft addresses

• Address fields available

• 239 Country Codes & which address fields are used & labeled

• State Codes, if applicable

• Postal Formatting

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