Accounts Payable Presentation BOSTON COLLEGE 1 PeopleSoft Voucher Workshop.
State of Connecticut Accounts Payable Ongoing Voucher Interface.
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State of Connecticut Accounts Payable Ongoing Voucher Interface Jiasoj sl Jdfljsdoi
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AP Ongoing Voucher Interface What is the Accounts Payable (AP) Ongoing Voucher Interface? A series of processes which begins with accepting XML formatted data from a legacy or a third party system to generate vouchers for State Vendors, Towns, etc. into the Core-CT AP Module This process should be used with for vouchers to vendors that will be ongoing versus a one time payment This process is usually used with other systems that will interface the information automatically on an ongoing basis Page 3 Accounts Payable Ongoing Voucher Interface
Transcript of State of Connecticut Accounts Payable Ongoing Voucher Interface.
State of Connecticut Accounts Payable Ongoing Voucher Interface
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AP Ongoing Voucher Interface
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Accounts Payable (AP) Ongoing Voucher Interface – What is it? Core-CT Configuration Prerequisites Accounts Payable (AP) Ongoing Voucher Interface Process Voucher Build (AP_VCHRBLD) Common Interface Errors Accounts Payable (AP) Ongoing Process Flow Next Step - To Begin Processing
Accounts Payable Ongoing Voucher Interface Agenda
AP Ongoing Voucher Interface
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What is the Accounts Payable (AP) Ongoing Voucher Interface? A series of processes which begins with accepting XML formatted
data from a legacy or a third party system to generate vouchers for State Vendors, Towns, etc. into the Core-CT AP Module
This process should be used with for vouchers to vendors that will be ongoing versus a one time payment
This process is usually used with other systems that will interface the information automatically on an ongoing basis
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Accounts Payable Ongoing Voucher Interface
AP Ongoing Voucher Interface
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Business Unit Definitions/Options Agency’s Business Unit must be established in Core-CT for the AP
Module
Vendor ID’s Vendors must be established in Core-CT and effective prior to the XML
file being uploaded. The vendor file SETID will be determined by Core-CT Production Support and OSC Accounts Payable Division
ChartField Values Chartfield values must be set up by the OSC Chart of Accounts unit
Security Roles CT VOUCHER PROCESSOR Voucher Approver
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Core-CT Configuration Prerequisites
AP Ongoing Voucher Interface
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How does the AP Ongoing Voucher Interface process work? Core-CT receives an XML file from an agency through a File Transfer
Protocol (FTP) process The XML file must be received by 5PM to be processed the next day The Inbound File Mover Process runs and validates the file against the
schema A file that does not pass schema validation will be sent back to the Agency for
correction and resubmission. After schema validation, the AP Ongoing Voucher Interface Process
(CTAPI006), loads voucher data into the Voucher Interface staging tables.
Once the data is in the staging tables, the Voucher Build Process (AP_VCHRBLD) creates vouchers in AP and assigns voucher IDs
If the voucher fails voucher build, it will go into ‘Recycle Status’ or ‘Pre-Edit’ Error. These errors will need to be corrected by users.
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Accounts Payable Ongoing Voucher Interface Process
AP Ongoing Voucher Interface
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What does the CTAPI006 process validate?The vendor data is active and approved The chartfield values are active Core-CT chartfield valuesThe following fields are validated for accuracy:
ORIGIN INVOICE_DTACCOUNTING_DTCT_RECEIPT_DTUNIT_OF_MEASURECOUNTRY, STATEOPRIDMESSAGE_CD
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Accounts Payable Ongoing Voucher Interface Process
AP Ongoing Voucher Interface
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Voucher Build Process (AP_VCHRBLD)
XML FILE XML FILE (sample)(sample)
AP_VCHRBLD
VOUCHERVOUCHER
AP Ongoing Voucher Interface
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How to Correct Interface Errors? The Agency’s Accounts Payable Processor is responsible for
correcting any errors with the voucher during the Voucher Build Process (AP_VCHRBLD)
Common Errors‘Recycled’– corrected in Voucher Add/Update
Duplicate Invoice Detected Withholding Checked, and should be Non-Withholding
‘Pre-Edit’ – corrected in Quick Invoice Could be an inactive vendor location or address
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Common Interface Errors
AP Ongoing Voucher Interface
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Agency Responsibility
File Transfer Protocol
(FTP)Inbound File
Mover
File Does NOT Pass Schema ValidationAgency Must Correct and Resubmit
Process AP OnGoing Interface
CTAPI006
Errors Exist Corrected Errors are
Re-processed
Core-CT BATCH Processes
Correct Online Interface Errors
Data Loaded into Core-CT Accounts Payable Tables as
VouchersExternal System
External ExtractProcess
ExtractFile
Accounts Payable Processor’s Responsibility
Vouchers Ready for Approval and
Payment
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Accounts Payable Ongoing Voucher Interface Process Flow
AP Ongoing Voucher Interface
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If interested in using the AP Ongoing Voucher Interface process
Please log a Footprints ticket http://footprints.ct.gov/footprints
-OR-
Contact the Core-CT Help Desk at 860-622-2300
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Next Step – To Begin Processing
