University of Wisconsin System SFS Business Process AP.2.10 EDI Load (Student Refunds)
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1 Contents EDI Load (Student Refunds) Business Process Overview... 1 Process Detail... 1 I. Load Student Vendors... 1 II. Load the Voucher File Using the EDI Process... 6 III. View the Audit Trail to Ensure the EDI File Loaded Properly... 9 IV. Run the Voucher Build Process V. Correct Pre-Edit Errors VI. Re-run the Voucher Build Process VII. Verify There Are No Remaining Pre-Edit Errors VIII. Check and Fix Vouchers in Recycle Status EDI Load (Student Refunds) Business Process Overview The Voucher EDI load process at UW consists of loading a file with Student Vendors, followed by the load of EDI Vouchers and subsequent Voucher Build. This process allows Campus Student systems to utilize the PeopleSoft Accounts Payables functionality for payment purposes. Process Frequency Dependencies Assumptions Responsible Parties This process is run as needed by Campuses This process is dependent upon the Campus subsystem creating the Student Vendor file and EDI Voucher file. It is assumed that the users processing the load have the proper roles and permission lists to run the process. The campuses Bursar s Office is typically responsible for this process. Alternate Scenarios N/A Process Detail I. Load Student Vendors Navigation: Vendors > Vendor Information > Uploads > Student Vendor Load SFS_AP.2.10_EDI_Load.docx Page 1 of 23
2 1. Click tab. 2. Enter a Run Control ID: Note: This can be any alphanumeric string up to 30 in length with no spaces or special characters. 3. Click SFS_AP.2.10_EDI_Load.docx Page 2 of 23
3 4. Enter Business Unit: BR*** 5. Click 6. Click to search for the Vendor file to load. By linking the file to this run control it will be copied to the PSUNX server so the Vendor upload process can read the data in the file. 7. Select file. 8. Click and you should get a message indicating Add Attachment succeeded. 9. Click SFS_AP.2.10_EDI_Load.docx Page 3 of 23
4 10. Select Server Name: PSUNX 11. Click 12. Click until the Distribution Status changes to Posted 13. Click the Details link SFS_AP.2.10_EDI_Load.docx Page 4 of 23
5 14. Click the Message Log hyperlink SFS_AP.2.10_EDI_Load.docx Page 5 of 23
6 15. Review the Message Log. Note the number of new Vendors created. II. Load the Voucher File Using the EDI Process Navigation: PeopleTools > EDI Manager > Monitor EDI Processing > Schedule Inbound EC Agent SFS_AP.2.10_EDI_Load.docx Page 6 of 23
7 1. Click tab. 2. Enter a Run Control ID: Note: This can be any alphanumeric string up to 30 in length with no spaces or special characters. 3. Click 4. Under Run Option section, select Single File. 5. Leave Single File Path blank. 6. Click SFS_AP.2.10_EDI_Load.docx Page 7 of 23
8 7. Click to search for the file to upload. By linking the file to this run control it will be copied to the PSUNX server so the EDI SQR can read the data in it. 8. Select file. 9. Click and you should get a message indicating Add Attachment succeeded. 10. Click 11. Select Server Name: PSUNX 12. Click 13. Click the Process Monitor link SFS_AP.2.10_EDI_Load.docx Page 8 of 23
9 14. Click until the Distribution Status changes to Posted and the Run Status to Success. III. View the Audit Trail to Ensure the EDI File Loaded Properly Navigation: PeopleTools > EDI Manager > View EDI Audit Trail > Business Document Summary SFS_AP.2.10_EDI_Load.docx Page 9 of 23
10 1. Click 2. Open the most recent process. 3. Ensure that the Status is Loaded and the Load Total is correct. If any errors are shown, contact IV. Run the Voucher Build Process This process loads the Vouchers from the EDI records to the Voucher records and performs various edits. Navigation: Accounts Payable > Batch Processes > Vouchers > Voucher Build SFS_AP.2.10_EDI_Load.docx Page 10 of 23
11 1. Click tab. 2. Enter a Run Control ID: Note: This can be any alphanumeric string up to 30 in length with no spaces or special characters. 3. Click 4. Enter a Request ID: This can be any string up to 10 in length with no special characters. 5. Enter a Description: for your reference 6. Leave both Assign Invoice ID and Assign Invoice Date boxes checked. 7. Select Process Option: Business Unit 8. Select Voucher Sources: New Voucher Data 9. Enter Business Unit: BR*** SFS_AP.2.10_EDI_Load.docx Page 11 of 23
12 10. Select Voucher Build Interfaces: EDI 11. Click 12. Click 13. Select Server Name: PSUNX 14. Click 15. Click the Process Monitor hyperlink to view the status of the job. 16. Click until the Run Status and the Distribution Status change to Success and Posted. SFS_AP.2.10_EDI_Load.docx Page 12 of 23
13 17. Click the Go back to Voucher Build Request link. 18. Click tab 19. Click 20. Review the messages and note the number of Vouchers processed and the status Postable vs. Recycle. 21. Click tab. 22. Review the errors listing on this page and continue with the next section to fix them. SFS_AP.2.10_EDI_Load.docx Page 13 of 23
14 V. Correct Pre-Edit Errors. Navigation: Accounts Payable > Vouchers > Add/Update > Quick Invoice Entry 1. Click tab 2. Enter Business Unit: BR*** 3. Select Build Status Pre-Edit Error 4. Click 5. Work through the list of Vouchers returned by following the below steps. SFS_AP.2.10_EDI_Load.docx Page 14 of 23
15 6. Click the Review Errors link 7. Note the errors and click the Correct Errors link SFS_AP.2.10_EDI_Load.docx Page 15 of 23
16 8. Based on the errors on the Review Errors page, update the erroneous fields and Click. VI. Re-run the Voucher Build Process Navigation: Accounts Payable > Batch Processes > Vouchers > Voucher Build 1. Click tab. 2. Enter a Run Control ID: Note: This can be any alphanumeric string up to 30 in length with no spaces or special characters. 3. Click SFS_AP.2.10_EDI_Load.docx Page 16 of 23
17 4. Enter Request ID: This can be any string up to 10 in length with no special characters. 5. Enter Description: for your reference 6. Ensure both, Assign Invoice ID and Assign Invoice Date, are checked. 7. Select Process Option: Business Unit 8. Select Voucher Sources: Errors/Staged Voucher 9. Enter Business Unit: BR*** 10. Select Voucher Build Interfaces: EDI 11. Click 12. Click SFS_AP.2.10_EDI_Load.docx Page 17 of 23
18 13. Select Server Name: PSUNX 14. Click 15. Click the Process Monitor hyperlink 16. Click until Run Status and Distribution Status change to Success and Posted. 17. Click Go back to Voucher Build Request. SFS_AP.2.10_EDI_Load.docx Page 18 of 23
19 18. Click tab 19. Review the Messages and note the number of Vouchers processed and the resulting status. SFS_AP.2.10_EDI_Load.docx Page 19 of 23
20 20. Click tab and review any errors. If errors still exist, continue with the next step. Otherwise, continue with the Budget Check and Post processes. VII. Verify There Are No Remaining Pre-Edit Errors Navigation: Accounts Payable > Vouchers > Add/Update > Quick Invoice Entry SFS_AP.2.10_EDI_Load.docx Page 20 of 23
21 1. Click tab 2. Enter Business Unit: BR*** 3. Select Build Status Pre-Edit Error 4. Click Note: If no rows are returned all Pre-Edit Errors have been resolved. Continue on to the next section. VIII. Check and Fix Vouchers in Recycle Status Navigation: Accounts Payable > Vouchers > Maintain > Voucher Build Error Detail SFS_AP.2.10_EDI_Load.docx Page 21 of 23
22 1. Enter Business Unit: BR*** 2. Select Voucher Source: EDI 3. Click 4. Click result line. SFS_AP.2.10_EDI_Load.docx Page 22 of 23
23 5. Click Correct Errors link. Note: For the remaining errors the Correct Errors link should take you to the Voucher Add/Update page where you can make the necessary change and save. The Voucher Entry Status will then change from Recycle to Postable. After the Voucher Entry Status is Postable, the Voucher can be Budget Checked and Posted. See the Voucher Creation business process document for information about Budget Checking and Posting Vouchers both online and in batch. Revision History Author Version Date Description of Change Martha Mendoza /20/2012 Initial Draft Spencer Kelsay /16/2013 Updated Screenshots and Content Mark Flemington /25/2013 Final Updates and Additions Susan Kincanon /27/2013 Final review and publish to website SFS_AP.2.10_EDI_Load.docx Page 23 of 23
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