Sunflower Project AP Interfaces April 21, 2009. 2 Copyright © 2009 Accenture All Rights Reserved....

Sunflower Project AP Interfaces

April 21, 2009

2Copyright © 2009 Accenture All Rights Reserved.

Welcome & Introductions

• Dean Arzoian – SMART Technical Team Manager

• Bruce Myers – SMART Technical Team Manager, Accenture

• Ed Payne – SMART Interface and Data Conversion Coordinator

• Kurt Meisner – Interfaces Lead, Accenture

• Nate Hill – Data Conversion Coordinator, Accenture

• Jo Ann Remp – Accounts Payable, State

• Shawn Miller -- Accounts Payable, Accenture


Interfacing with SMART System and Interfaces Overview

Accounts Payable – State Agency and Regent Interfaces

Vendor Download (INF01)Daily outbound extract of vendor information used for voucher processing.Voucher Load(INF02)Daily inbound voucher load to generate payment vouchers.Payment Information (INF03)Daily outbound payment information for warrants generated in SMART


Interfacing with SMART

INF01 – Vendor Download• Daily outbound vendor file for loading data into external

systems• Agencies interfacing vouchers will need to provide valid

SMART vendor information on their payment vouchers



SMART Vendors• Regular Vendor – Interfaces with the SMART system

on a regular basis and has their information maintained in the SMART vendor tables

• One Time Vendor – Interfaces with the SMART system only once. Their information is maintained in the SMART system but their effective status is set to “I”, Inactive, after one voucher has been interfaced

• Single Payment Vendor – Interfaces with the SMART system but does not have their information maintained in the SMART system



INF01 Vendor Header Record LayoutSMART Field

NameDescription Processing Information Sample

ValueROWID Used to specify the row type This is a method to separate the multiple

row types within the interface file.“001” = (Fixed header value)

SETID Used to group vendors, all vendors will belong to one global SETID

This is an identifier used for configuration of the vendors in SMART.

“SOKID” = (State of Kansas ID)

VENDOR_ID The PeopleSoft Vendor number This will be the identifier used to track vendors in SMART.

“0000000001”

VENDOR_NAME_SHORT Vendor Short Name A short vendor name that can be used to sort on the add update page in SMART. First ten characters of the vendor name plus +001.

“Corporate -001”

NAME1 Vendor Name This is the name of the vendor that will be maintained in SMART and referenced on payment vouchers.

“Corporate Express”

NAME2 Additional Vendor Name This provides additional name information for the vendor if the Name1 field is not sufficient Medicaid provider number will be listed here.

“100497860B”



INF01 Vendor Header Record Layout (cont)SMART Field


ValueVENDOR_STATUS Status of the vendor in the SMART system This is the vendor status in the SMART

system. All vendors entering the SMART system will be unapproved.

“A” = (Approved)

VNDR_STATUS_PO Determines whether a vendor can be used for purchasing

Payment vouchers in SMART can reference a previously established encumbrance. If a vendor can perform this action, it will be noted here.

“Y” = (Yes)

ENTERED_BY The OPRID that modified the vendor information

This will track which individual has made the most recent updates to a vendor.

“bjones”

CREATED_DTTM Created Date This shows when the vendor was created in SMART. Payment vouchers can not reference a vendor who was created after the voucher.

“2009-04-20 14:30:00:000”

CREATED_BY_USER The OPRID that created the vendor record Vendors will go through a central approval process and this will allow identification of who created this vendor.

“rsmith”



INF01 Vendor Header Record Layout (cont)SMART Field


ValueLAST_MODIFIED_DATE Last Modified Date This is the last time a vendor has been

updated. It is important to know if and when your vendor was updated so that you can analyze changes to the vendor.

“2009-04-20”

OLD_VENDOR_ID Old Vendor ID This is the STARS vendor ID field and will serve as a crosswalk for you to identify the new SMART vendor ID’s for your vendor.

“123456789”

DEFAULT_LOC Default location for Payable and Procurement options. Vendors can only have one default location, but many locations to conduct business.

The default location will serve as the primary location in which payment will be sent.

“0000000001”



INF01 Vendor ID Numbers Record LayoutSMART Field


ValueROWID Used to specify the row type This is a method to separate the multiple row

types within the interface file.“002” = (Fixed value for the Vendor ID Numbers record)

SETID SETID This is an identifier used for configuration of the vendors in SMART.


VENDOR_ID Vendor Number This will be the identifier used to track vendors in SMART.

“0000000001”

STD_ID_NUM_QUAL Standard ID Qualifier Indicates whether a vendor has transmitted a W9 form to the agency.

“W9”

STD_ID_NUM ID Number Date the W9 form was transmitted. “2009-04-20”



INF01 Vendor Government Certificate Record LayoutSMART Field



types within the interface file.“003” = (Fixed value for Government Certificate Record)



VENDOR_ID Vendor This will be the identifier used to track vendors in SMART.

“0000000001”

CERTIF_SOURCE Certification Source Source of certification being bestowed upon a vendor.

“Federal”

GOV_CLASS Government Classification This field will be used for classifying vendors. This field is not being used in SMART.

“ “

EFFDT Effective Date The date the certification is effective in the system.

“2009-04-20”



INF01 Vendor Government Certificate Record Layout (cont)

SMART Field Name

Description Processing Information Sample Value

GOV_CERTIF_NBR Certification Number The identifying number for the certification. “0000000001”

CERTIFICATE_EXP_DT Certification Expiration The date when the certification expires and is no longer valid.

“2009-04-20”

CERTIFICATE_BEG_DT Certification Begin Date The date when the certification is in effect. “2009-04-20”



INF01 Vendor Report Element Record LayoutSMART Field



row types within the interface file.004” = (Fixed value for the Vendor Report Element record)




“0000000001”

VNDR_TYPE Type of Vendor Classification used to identify which type a vendor is.

“F” = (Hospital)



INF01 Vendor Address Record LayoutSMART Field



row types within the interface file.“005” = (Fixed value for the Vendor Address record)




“0000000001”

ADDRESS_SEQ_NUM Address Sequence Number Address that you want placed on a procurement document. A vendor can have multiple address sequence numbers.

“001”

EFFDT Effective Date The date in which the address was activated or inactivated.

“2009-04-20”

EFF_STATUS Effective StatusA-ActiveI-Inactive

The status for the vendor address to identify if a payment can be sent to that address.

“A” = (Active)



INF01 Vendor Address Record Layout (cont)SMART Field


ValueNAME1 Vendor name that prints on payments

generated in SMART.This is the name for which the warrant will be printed. 1099 will still go to the name listed on the header record.


EMAILID Email ID The email ID for the vendor. “[email protected]”

COUNTRY Country The country in which the vendor is located. “USA”

ADDRESS1 Address 1 The address for the vendor where the payment will be sent.

“1234 Topeka Blvd”

ADDRESS2 Address 2 This is an overflow field if the vendor address exceeds the field length of Address 1.

“ “

ADDRESS3 Address 3 This is an overflow field if the vendor address exceeds the field length of Address 2.

“ “



INF01 Vendor Address Record Layout (cont)SMART Field


ValueADDRESS4 Address 4 Address field used for foreign addresses. Dependent on

Country.

CITY City The vendor city. “Topeka”

STATE State The state for the vendors address. “KS”

POSTAL Postal The postal code. “66612”



INF01 Vendor Address Phone Record LayoutSMART Field



types within the interface file.“006” = (Fixed value for the Vendor Address Phone record)




“0000000001”


“001”

EFFDT Effective Date The date in which the address was activated or inactivated.

“2009-04-20”

PHONE_TYPE Phone Type What type of phone number is associated with this address.

“FAX”



INF01 Vendor Address Phone Record Layout (cont)

SMART Field Name


COUNTRY_CODE International Dialing Prefix The country in which the phone number is located in if outside of the US.

“031”

PHONE Telephone The main phone number for the vendor. “123-456-7890”

EXTENSION Phone Extension The phone number extension for the vendor. “25”



INF01 Vendor Location Record LayoutSMART Field



types within the interface file.“007” = (Fixed value for the Vendor Location record)




“0000000001”

VNDR_LOC Vendor Location Grouping of vendor addresses under a single location. One default location must be provided for all vendors.

“0000000001”

EFFDT Effective Date The date that the location was active or inactive.

“2009-04-20”

EFF_STATUS Effective StatusA-ActiveI-Inactive

The status of the vendor location. A address can still be referenced even if a location has been inactivated.

“A” = (Active)



INF01 Vendor Location Record Layout (cont)SMART Field


ValuePYMNT_TERMS_CD Payment Terms ID The time frame in which the vendor wants to

be paid. This field will default if not specified on the vendor.

“Net 30” = Due in 30 days

REMIT_ADDR_SEQ_NUM Remitting Address determines where payments will be sent.

Warrants issued for the vendor will be sent to this address.

“001”

DESCR Location Description - from the VNDR_LOC_SCROL record.

This is a description of the location of vendor.

“San Francisco delivery plant ”



INF01 Vendor Pay Record LayoutSMART Field



row types within the interface file.“008” = (Fixed value for the Vendor Pay record)




“0000000001”

VNDR_LOC Vendor Location Grouping of vendor addresses under a single location. One default location must be provided for all vendors.

“0000000001”

EFFDT Effective Date The effective date of the location the payment will be transmitted to.

“2009-04-20”

SEQ_NUM Sequence The address sequence number of the location the payment will be sent to.

“001”



INF01 Vendor Pay Record Layout (cont)SMART Field


ValueEFF_STATUS Effective Status

A-ActiveI-Inactive

The effective status of the payment location “A” = (Active)

PYMNT_METHOD Pay Method This indicates how the payment will be issued

“CHK”

PYMNT_HOLD Hold Payment This indicates whether a vendor has been placed on hold and can not process payment voucher

“Y” = (Yes)



INF02 – Voucher Load• Agencies will transmit their payment vouchers to

SMART• Payment vouchers will be approved, budget checked,

posted and paid• The setoff process will analyze vouchers to determine if

they are eligible for setoff• Payment vouchers can be placed On Hold



INF02 Voucher Header Record LayoutSMART Field


ValueROW_ID This identifies the voucher header within the

file.This is a method to separate the multiple row types within the interface file

“001” = (Fixed value for the Voucher Header record)

BUSINESS_UNIT Each agency will have their own valid business unit.

This is the identifier used to differentiate from which agency the payment voucher originated from.

“00000”

VOUCHER_ID_RELATED This field stores an 8 digit related voucher number

This field will allow agencies to relate the voucher to another voucher. This would be used in the case of making an adjustment to a voucher or in the case of setoff, relating the credit memo to the original voucher.

“00000001”

INVOICE_ID This field will contain a unique Vendor Invoice Number.

This is to identify the invoice the payment voucher was created for.

“Invoice 1234”

INVOICE_DT This field will contain the Vendor Invoice date.

This will help determine when your payment voucher is selected for payment. It will be used in conjunction with the payment terms, it is the basis for calculating the Scheduled Pay Date, which is the date the voucher will get picked up for payment.

“2009-04-20”

VENDOR_SETID Agencies will use the SetID for the centrally maintained vendor database.

This is an identifier used for configuration of the vendors in SMART




INF02 Voucher Header Record Layout (cont)SMART Field


ValueVENDOR_ID This field will contain a valid PeopleSoft

Vendor ID for the Vendor SetID provided above.

This will be the identifier used to track vendors in SMART.

“0000000001”

VNDR_LOC This field will contain a valid PeopleSoft Vendor Location for the Vendor ID provided above.

Grouping of vendor addresses under a single location. One default location must be provided for all vendors.

“0000000001”

ADDRESS_SEQ_NUM This field will contain a valid PeopleSoft Invoicing Vendor Address Sequence Number for the Vendor ID provided above.

Address that you want placed on a procurement document. A vendor can have multiple address sequence numbers.

“001”

ORIGIN This specifies the approval process that a payment voucher must go through.

This value will be specific to each agency and can be hard coded.

“001”

OPRID PeopleSoft Operator ID This will be the PeopleSoft ID of the user entering the voucher. If interfacing a voucher, you will populate with a specified value.

“Batch” = (Voucher entered through batch process)

ACCOUNTING_DT This field will contain the current date. This is the current date that payment voucher is created on.

“2009-04-20”





ValueGROSS_AMT This field will contain the Gross Amount of the

Voucher/Vendor invoice.This is the total amount for which the payment voucher is being created.

“$221.010”

PYMNT_TERMS_CD These are used to schedule payments for invoices and to calculate amounts remitted to vendors.

The time frame in which the vendor wants to be paid. In conjunction with the Invoice Date, it is used to calculate the Scheduled Pay Date, which is the date the voucher will get picked up for payment. This field will default if not specified.

“Net 30” = (Due in 30 days)

DESCR254_MIXED Description of voucher. This is a free form field where you can include descriptive information about the voucher.

“This is a payment voucher to Corporate Express on April 20th”

REMIT_ADDR_SEQ_NUM This field will contain a valid PeopleSoft Vendor Remitting Address Sequence Number for the Vendor ID provided above.

This will establish which address the payment voucher will be sent to.

“001”

VCHR_BLD_CODE This field will indicate whether a payment voucher is associated with a previously created encumbrance.

This field will be left blank if there is no Purchase Order associated with the Voucher to be created.

“P” = (Purchase Order)





ValuePYMNT_MESSAGE This field may contain a free-form payment

message. This field will appear on the check stub.The field will be displayed on the ACH and Check Remittance files

This will contain information on what purpose the payment voucher was created for.

“Office Chairs”

PYMNT_HANDLING_CD Criteria to sort payments This will indicate how the payment voucher should be sorted.

“CM” = Central Mail

PYMNT_HOLD Flag used to see if payment is on hold. This indicates whether a vendor has been placed on hold and can not process payment voucher. If the payment needs to be placed on a Hold Status, then populate the field with 'Y'.

“Y” = (Yes)

PYMNT_HOLD_REASON Reason for payment hold This will specify why a payment will be placed on.

“ACC” = (Accounting in Dispute”

USER_VCHR_DATE This field will contain the Last Receipt Date that will be sent by the agencies

This will contain a date less than or equal to the current date.

“2009-04-20”

MESSAGE_CD This field may contain a valid Payment Message Code

Agencies will provide their own message codes to help identify the payment vouchers in SMART.

“ABC123”





ValueSCHEDULED_PAY_DT Scheduled to Pay Date-This field may contain

a valid Scheduled Due DateThis is the date that a payment voucher is selected for payment. However, this field can be blank and the payment Scheduled Due Date will be calculated by the Voucher Build Process based on vendor payment terms.

“2009-04-20”

VOUCHER_STYLE This is used to indicate the voucher style of the payment voucher.

All regular vouchers the field should be populated with 'REG'. If a voucher is identified as 'SGLP' (Single Pay), a '003' Row Is REQUIRED.

“REG” = (Regular)

DSCNT_AMT Discount Amount This field allows for tracking of a discount associated with a payment voucher.

Not currently used

FREIGHT_AMT Freight Amount This field allows for tracking of freight charges associated with a payment voucher.

Not currently used

MISC_AMT Miscellaneous Charge Amount This field allows for tracking of miscellaneous charges associated with a payment voucher.

Not currently used

VOUCHER_ID Voucher ID This will indicate the number assigned to the payment voucher to track it in SMART.

“00000001”



INF02 Voucher Line Record LayoutSMART Field


ValueROW_ID This is the voucher line identifier within the

fileThis is a method to separate the multiple row types within the interface file.

“002” = (Fixed value for the Voucher Line record)

BUSINESS_UNIT This field will have the same value as the Voucher Header business unit.The field will be displayed on the ACH and Check Remittance files


“00001”

VOUCHER_ID_RELATED A unique Record ID for each voucher in the input file. This will be the same number as the one found in the Voucher header that the single payment line depends on


“00000001”

VOUCHER_LINE_NUM This field will be provided by the agencies. It will contain a unique, sequential number that will be provided for each voucher line to be created for the voucher/vendor invoice

This will indicate the individual lines associated with a payment voucher.

“00001”

BUSINESS_UNIT_PO This is the business unit associated with the purchase order.

This field will be left blank if there is no Purchase Order associated with the Voucher to be created. It will be the same PO Business Unit that is found in the Voucher header that the voucher line depends on.

“00001”



INF02 Voucher Line Record Layout (cont)SMART Field


ValuePO_ID This is the purchase order ID number This field will be left blank if there is no

Purchase Order associated with the voucher to be created.

“ 0000000001”

LINE_NBR This is the purchase order line number This field will be left blank if there is no Purchase Order associated with the Voucher to be created. The field will contain a valid Purchase Order Line Number for the Purchase Order ID entered above.

“ 00001”

SCHED_NBR This is the purchase order schedule number This field will be left blank if there is no Purchase Order associated with the Voucher to be created. This field will contain a valid Purchase Order Schedule Number for the Purchase Order ID and Purchase Order Line Number entered above.

“0001”

DESCR This field will contain a description of the good or service provided

This is a free form field where you can include descriptive information about the goods or service.

“This is for office chairs”

MERCHANDISE_AMT This field will contain the amount of the voucher/ vendor invoice line

If the voucher line contains a Line Quantity, Unit of Measure, and Unit Price then the Line Amount must be equal to the product of the Line Quantity and Unit Price.

“123.000”





ValueITM_SETID This field will contain the SetID of the

State is an item is selected from the state item file

This is an identifier used for configuration of the vendors in SMART.

These values are currently being determined.

INV_ITEM_ID The field will contain a valid Item ID This will be the identifying number for items listed on the voucher line record.

“000000000000000001”

QTY_VCHR This field may contain a quantity of the goods or services provided by the Vendor

This field will be used to indicate the quantity of items being referenced on the payment voucher line.

“1.000”

UNIT_OF_MEASURE This will indicate the unit of measurement that is associated with the items on the voucher line.

If the line contains a Quantity, then it must contain a valid PeopleSoft Unit of Measure Code.

“PER” = (Percentage)

UNIT_PRICE This will indicate the unit price for each of the items on the payment voucher line.

If the Line contains a Quantity and Unit of Measure, then it must contain a Unit Price.

“123.00000”





ValueBUSINESS_UNIT_RECV This is the business unit associated with the

receiver.This field will be left blank if there is no receiver associated with the voucher to be created.

“00001”

RECEIVER_ID Receiver ID This field will be left blank if there is no receiver associated with the voucher to be created.

“0000000001 “

RECV_LN_NBR Receiver Line Number This field will be left blank if there is no receiver associated with the Voucher to be created. The field will contain a valid Purchase Order Line Number for the Purchase Order ID entered above.

“ 00001“

RECV_SHIP_SEQ_NBR Receiver Shipping Sequence This field will be left blank if there is no receiver associated with the Voucher to be created. This field will contain a valid receiver shipping sequence number for the Purchase Order ID and Purchase Order Line Number entered above.

“ 001“

BUS_UNIT_RELATED Business Unit Related This field is being reserved for future use and is not currently being used,

“00001 “





ValueWTHD_SW Withholding Application Indicates that a voucher is 1099 applicable. “Y”

SPEEDCHART_KEY Speedchart Key This field will be used to distribute the amounts of a payment voucher to different account strings.

“Supplies”

WTHD_TYPE Withholding Type The type of 1099 that the voucher is. “1099M” = (Miscellaneous)

WTHD_CLASS Withholding Class This is the box on the 1099 which indicates the type of withholding.

''07” = (Non employee compensation)



INF02 Voucher Distribution Record LayoutSMART Field


Value ROW_ID This is the voucher distribution line identifier

within the fileThis is a method to separate the multiple row types within the interface file.


BUSINESS_UNIT This field will have the same value as the Voucher Header business unit.

The field will be displayed on the ACH and Check Remittance files


“00001”

VOUCHER_ID_RELATED A unique Record ID for each voucher in the input file


“00000001”

VOUCHER_LINE_NUM


This field will be provided by the agencies. It will contain a unique, sequential number that will be provided for each voucher line to be created for the voucher/vendor invoice. This will be the same number found in the Voucher Line that the distribution line depends on.

“00001”



INF02 Voucher Distribution Record Layout (cont)

SMART Field Name


DISTRIB_LINE_NUM

This is used to indicate the distribution records contained in a single voucher line. The distribution lines will contain the accounting information for the voucher line

This field will be provided by the agencies. If the agencies want to send multiple distribution lines for a single voucher line then this number needs to be incremented for each distribution line.

“00001”

BUSINESS_UNIT_GL

This field will contain the valid PeopleSoft General Ledger Business Unit value

This filed will be used to indicate which General Ledger business unit the payment voucher is associated with,

“00001”

ACCOUNT This will be the account value for the payment vouchers being entered into the system

Account is used to define the purpose of the transaction and specify the balance sheet account or operating account (i.e. expenditure or revenue object codes) on financial transactions.

Values are currently being determined.

DEPTID This will be the department ID value that will be referenced on the payment voucher

This chartfield identifies the financial management organizational entity associated with a financial transaction. The State will use this chartField to capture the State and agency organization chart.


QTY_VCHR This field may contain a quantity of the goods or services provided by the Vendor that is attributable to the Voucher Distribution Line

This field will be used to indicate the quantity of items being referenced on the payment voucher line.

“1.000”




SMART Field Name


DESCR This field may contain a description about the voucher distribution line

This is a free form field where you can include descriptive information about the voucher distribution line.

“Accounting information”

OPERATING_UNIT

N/A This field is not currently used in SMART. “ “

PRODUCT N/A This field is not currently used in SMART. “ “

FUND_CODE This will be the accounting entity that will be referenced on the payment vouchers being entered into the system

The Fund ChartField defines a fiscal and accounting entity with a self-balancing set of accounts. It records cash and other financial resources, together with related liabilities and residual equities or balances, and any corresponding changes.


CLASS_FLD This is the service location value referenced on the payment voucher

The Service Location ChartField will be used to capture the concept of location (state, county, city, district, building, etc.). This will allow the State to track spending in relation to a geographic designation.





SMART Field Name


PROGRAM_CODE

This is the program value referenced on the payment voucher

Used to capture the enterprise program concept. The Program Chartfield will enable the State to capture activity within an agency's organization that is intended to provide a specific good or service in response to an identified social or individual need or problem.


BUDGET_REF The Budget Unit ChartField identifies the appropriation and financial control structure

This is the budget reference value referenced on the payment voucher.


CHARTFIELD1 This is the agency use value referenced on the payment voucher

The Agency Use ChartField will be used to fulfill agency-specific reporting requirements, as they relate to cost centers, activities and tasks not captured in another ChartField.


CHARTFIELD2 N/A This field is not currently used in SMART. “ “

CHARTFIELD3 N/A This field is not currently used in SMART. “ “




SMART Field Name


MERCHANDISE_AMT

This will contain the amount for the payment voucher distribution line

This field will contain the Amount of the Voucher/Vendor Invoice that is attributable to the Voucher Distribution Line. If the Voucher Distribution Line contains a Distribution Line Quantity, then the Distribution Amount must be equal to the product of the Distribution Quantity and Unit Price (from the Voucher Line).

“123.000”

BUSINESS_UNIT_PO

This filed will be used to indicate which Purchase Order business unit the payment voucher is associated with, if it references an existing encumbrance

This field will be left blank if there is no Purchase Order associated with the Voucher to be created. It will be the same PO Business Unit that is found in the Voucher line that the voucher distribution line depends on.

“00001”

PO_ID This is the purchase order ID number This field will be left blank if there is no Purchase Order associated with the voucher to be created.

“ ”




SMART Field Name


LINE_NBR This is the purchase order line number This field will be left blank if there is no Purchase Order associated with the Voucher to be created. The field will contain a valid Purchase Order Line Number for the Purchase Order ID entered above.

“ ”

SCHED_NBR This is the purchase order schedule number This field will be left blank if there is no Purchase Order associated with the Voucher to be created. This field will contain a valid Purchase Order Schedule Number for the Purchase Order ID and Purchase Order Line Number entered above.

“ ”

PO_DIST_LINE_NUM

This is the purchase order distribution line number

This field will be left blank if there is no Purchase Order associated with the voucher to be created. If there is a Purchase Order the this field will contain a valid Purchase Order Distribution Line for the PO ID, Line Number, and Schedule Number entered above.

“ ”




SMART Field Name


PROJECT_ID This is the project ID value referenced on the payment voucher

The Project ID ChartField will be used to capture grant and project transactions. All grant and project transactions will be tracked in this ChartField to facilitate enterprise-wide reporting. This ChartField is designed to track grant and project financial activity, which can cross budget years, funds and departments. It is the gateway to the project costing module functionality.


ASSET_FLG Assets Applicable This indicates if a payment voucher is tied to an asset.

“Y” = (Yes)

BUSINESS_UNIT_AM AM Business Unit This is the identifier used to differentiate from which agency the payment voucher originated from. This will match the accounts payable business unit.

“00001”

ASSET_ID Asset ID This is an identifier to relate the payment voucher to the asset the system will create.

“Next”

PROFILE_ID Profile This field stores the identifier for the applicable asset books and associated depreciation information.

“AUTO”



INF02 Voucher Single Pay Record LayoutSMART Field


ValueROW_ID Row ID. This identifies the single payment

line within the fileThis is a method to separate the multiple row types within the interface file.


BUSINESS_UNIT AP Business Unit. Each agency will have their own valid business unit.

The field will be displayed on the ACH and Check Remittance files


“00001”

VOUCHER_ID_RELATED A unique Record ID for each voucher in the input file. This will be the same number as the one found in the Voucher header that the single payment line depends on


“00000001”

NAME1 Vendor Name as it will appear on the printed Warrant

This is the name for which the warrant will be printed. 1099 will still go to the name listed on the header record.


COUNTRY Country Code as it will appear on the printed Warrant

The country in which the vendor is located. “USA”



INF02 Voucher Single Pay Record Layout (cont)

SMART Field Name


ADDRESS1 Address as it will appear on the printed Warrant

The address for the vendor where the payment will be sent.


ADDRESS2 Address as it will appear on the printed Warrant. This is an overflow from Address 1

This is an overflow field if the vendor address exceeds the field length of Address 1.

“ “

ADDRESS3 Address as it will appear on the printed Warrant. This is an overflow from Address 2

This is an overflow field if the vendor address exceeds the field length of Address 2.

“ “

CITY City as it will appear on the printed Warrant. The city for the vendor . “Topeka”

STATE State as it will appear on the printed Warrant. This will be the two character state ID

The state for the vendor. “KS”

POSTAL Postal Code as it will appear on the printed Warrant

The postal code for the vendor. “66612”



INF02 Voucher Single Pay Record Layout (cont)

SMART Field Name


BANK_ID_QUAL Bank ID qualifier for location of the bank This field is required for ACH processing. This value is currently being determined.

BANK_ACCT_TYPE Bank Account Type This field is required for ACH processing. “10” = (Business Account)

BANK_ACCOUNT_NUM Bank Account Number where payment will be electronically deposited

This is the account number for the vendor at the bank.

This value is currently being determined.

DFI_ID_QUAL A banking industry convention identifier utilized to drive data validation for a given bank/counterparty

This field will be used for data validation. This value is currently being determined.

DFI_ID_NUM Bank Routing Number-Vendor's Bank Routing number

This is the bank routing number. Federal reserve assigned.



INF03 – Outbound Payment• Agencies will receive a file containing paid warrants• Agencies may receive updated payment information as

a payment status or reconciliation status changes



INF03 Outbound Payment Header Record Layout

SMART Field Name


ROW_ID Payment Header Record This is a method to separate the multiple row types within the interface file.

“001” = (Fixed value for the Payment Header record)

PYMNT_DT The date the payment was created This will be the date on the payment for when the payment is created.

“2009-04-20”

BUSINESS_UNIT AP Business Unit. Each agency will have their own valid business unit. The field will be displayed on the ACH and Check Remittance files


“00001”

PYMNT_ID_REF The check or ACH number This will indicate the reference number used to track a payment in SMART.

“1234”

PYMNT_AMT The amount of the payment. This field will contain the amount of the payments generated in SMART.

“123.000”

PYMNT_METHOD The method of paymentCHK - Check/WarrantACH - Electronic Payment MAN - Manual check

This will indicate the form in which the payment was generated.

“CHK” = (Check/Warrant)



INF03 Outbound Payment Header Record Layout (cont)

SMART Field Name


RECON_STATUS The reconcilation status of the Payment This is the reconciliation status to indicate is a check has been reconciled or redeemed.

“REC” = (Reconciled)

PYMNT_RECONCILE_DT The date the payment was reconciled This will indicate the date that the payment was reconciled.

“2009-04-20”

PYMNT_STATUS The status of the Payment This indicates the status of the payment generated in SMART.

“V” = (Void)

CANCEL_DATE Date Canceled This will indicate the date that the payment was cancelled.

“2009-04-20”

PYMNT_ID Payment ID This is an internal PeopleSoft number for tracking payments in the system.

“0000000001”

BANK_SETID Bank SETID This is an identifier used for configuration of the banks that will be interacting with SMART.

This value is currently




SMART Field Name


BANK_CD Bank Code This is an identifier used for tracking the bank in the SMART.


BANK_ACCT_KEY Bank Account Key The bank account. Values are currently being determined.

REMIT_VENDOR Remit Vendor This will indicate the vendor to whom the payment will be issued.


NAME1 Vendor Name This is the name of the vendor that will be maintained in SMART and referenced on payment vouchers.


NAME2 Vendor Name2 This provides additional name information for the vendor if the Name1 field is not sufficient Medicaid provider number will be listed here.

“100497860B” = (Medicaid Provider)


“001”




SMART Field Name


ADDRESS1 Vendor Address1 The address for the vendor where the payment will be sent.


ADDRESS2 Vendor Address2 This is an overflow field if the vendor address exceeds the field length of Address 1.

“ “

ADDRESS3 Vendor Address3 This is an overflow field if the vendor address exceeds the field length of Address 2.

“ “

CITY Vendor City The city in which the vendor payment will be sent.

“Topeka”

STATE Vendor State The state in which the vendor payment will be sent.

“KS”

POSTAL Vendor Postal Code The postal code for which the payment voucher will be sent.

“66612”



INF03 Outbound Payment Detail Record Layout SMART Field


ValueROW_ID Type of Record. This information mainly

consist of Distribution line information therefore it's record type is 001

This is a method to separate the multiple row types within the interface file.

“002” = (Fixed value for the Payment Detail record)

BUSINESS_UNIT This is the identifier used to differentiate from which agency the payment voucher originated from

Each agency will have their own valid business unit. The field will be displayed on the ACH and Check Remittance files.

“00001”

PYMNT_ID_REF Check or ACH number This will indicate the reference number used to track a payment in SMART.

“1234”

VENDOR_ID The PeopleSoft Vendor number This will be the identifier used to track vendors in SMART.

“0000000001”

INVOICE_ID This is the invoice number to identify the invoice the payment voucher was created for

Associated to the voucher of the payment. One payment may reference multiple invoices. The field will be displayed on the ACH and Check Remittance files.

“Invoice 1234”

INVOICE_DT The Invoice Date This will help determine when your payment voucher is selected for payment.

“2009-04-20”



INF03 Outbound Payment Detail Record Layout (cont)

SMART Field Name


PYMNT_MESSAGE The Payment Message field will be displayed on the ACH and Check Remittance files

This will contain information on what purpose the payment voucher was created for.

“Office Chairs”

PYMNT_MESSAGE_CD Message Code Agencies will provide their own message codes to help identify the payment vouchers in SMART.

“ABC123”

VOUCHER_ID Voucher ID. This will indicate the number assigned to the payment voucher to track it in SMART.

“00000001”

VOUCHER_ID_RELATED The related Voucher Number This field will allow agencies to relate the voucher to another voucher. This would be used in the case of making an adjustment to a voucher or in the case of setoff, relating the credit memo to the original voucher.

“00000001”

VOUCHER_LINE_NUM The line number of the voucher. A voucher can have multiple lines associated to it


“00001”

DISTRIB_LINE_NUM The distribution line number of the voucher. A voucher can have multiple distribution lines associated to it

This is used to indicate the distribution records contained in a single voucher line. The distribution lines will contain the accounting information for the voucher line.

“00001”




SMART Field Name


MERCHANDISE_AMT This is the amount of each distribution line item

This is the total amount for each of the distribution lines.

“123.000”

ACCOUNT This will be the account value for the payment vouchers being entered into the system

The Account ChartField is used to define the purpose of the transaction and specify the balance sheet account or operating account (i.e. expenditure or revenue object codes) on financial transactions.


FUND_CODE This will be the accounting entity that will be referenced on the payment vouchers being entered into the system

The Fund ChartField defines a fiscal and accounting entity with a self-balancing set of accounts. It records cash and other financial resources, together with related liabilities and residual equities or balances, and any corresponding changes.


DEPTID This will be the department ID value that will be referenced on the payment voucher

This Department ChartField identifies the financial management organizational entity associated with a particular financial transaction. The State will use this ChartField to capture the State and agency organization chart.





SMART Field Name


PROGRAM_CODE This is the program value referenced on the payment voucher

The Program ChartField is used to capture the enterprise program concept. The Program ChartField will enable the State to capture the cost of providing a specific good or service in response to an identified social or individual need or problem.


PROJECT_ID This is the project ID value referenced on the payment voucher

The Project ID ChartField will be used to capture grant and project transactions. All grant and project transactions will be tracked in this ChartField to facilitate enterprise-wide reporting. This ChartField is designed to track grant and project financial activity, which can cross budget years, funds and departments. It is the gateway to the project costing module functionality.


CLASS_FLD This is the service location value referenced on the payment voucher.

The Service Location ChartField will be used to capture the concept of location (state, county, city, district, building, etc.). This will allow the State to track spending in relation to a geographic designation.





SMART Field Name


CHARTFIELD1 This is the agency use value referenced on the payment voucher

The Agency Use ChartField will be used to fulfill agency-specific reporting requirements, as they relate to cost centers, activities and tasks not captured in another ChartField.


BUDGET_REF This is the budget reference value referenced on the payment voucher

The Budget Unit ChartField identifies the appropriation and financial control structure.


OPERATING_UNIT This field is not currently used in SMART This field is not currently used in SMART. “ “

ACTIVITY_ID Activity This field identifies the activity in PeopleSoft Payables that generated the asset transaction.


RESOURCE_TYPE Resource Type This field identifies the resource type in PeopleSoft Payables that generated the asset transaction.


CHARTFIELD2 Chartfield2 This field is not currently used in SMART. “ “

CHARTFIELD3 Chartfield3 This field is not currently used in SMART. “ “

Sunflower Project AP Interfaces April 21, 2009. 2 Copyright © 2009 Accenture All Rights Reserved....

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Transcript of Sunflower Project AP Interfaces April 21, 2009. 2 Copyright © 2009 Accenture All Rights Reserved....