University of Wisconsin System SFS Business Process AP.2.04 Mass Voucher Load (XML/CSV)
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1 Contents Mass Voucher Load Process Overview... 1 Process Detail... 1 I. Request Required Security Roles... 1 II. Creating the Mass Voucher Load File in Excel... 2 III. Import the Voucher File... 2 IV. Run Voucher Build... 7 V. Check and Fix Pre-Edit Errors in Quick Invoice Entry VI. Re-Run Voucher Build VII. Verify That All Pre-Edit Errors Have Been Resolved VIII. Check and Fix Vouchers in Recycle Status Mass Voucher Load Process Overview The Mass Voucher Load functionality allows for vouchers to be created from an Excel template and loaded into SFS. Once the file is loaded the Voucher Build process creates postable Vouchers. Process Frequency Dependencies Assumptions Responsible Parties Alternate Scenarios This process is done on demand per the requirements of the user. This process is a predecessor to Voucher Budget Check, Post, and Pay Cycle processing. It is assumed that the user is proficient in using the Excel template. Accounts Payable users are responsible for the Excel template population and load process. N/A Process Detail I. Request Required Security Roles The SFS User Request Authorization Form is on the UWSA website at: click the link for Security Request Form. Role UW_UNV_AP_MULTILINE_VCHR_XML needs to be added to the user in order to upload XML files (for regular vouchers with descriptions). SFS_AP.2.04_Mass_Voucher_Load.docx Page 1 of 19
2 Role UW_UNV_AP_SINGLE_LINE_VCHR_CSV must be added to the user in order to upload CSV files (for single payment vouchers). II. Creating the Mass Voucher Load File in Excel 1. The Mass Voucher Load - XML Template.xlsm file contains a macro that will format the data and create the XML file, and save the file to your desktop. Your template file may have a different name. This file will be used to create regular vouchers and will allow for control of the description field value. To obtain this file contact uwsaproblemsolvers@uwsa.edu. Follow the instructions contained in the Excel template to create the XML file and continue with the import section below. 2. The Mass Voucher Load - CSV Template.xlsm file contains a macro that will format the data and create the CSV file, and save the file to your desktop. Your template file may have a different name. Note: This format is intended for Single Payment Vouchers. To obtain this file contact uwsaproblemsolvers@uwsa.edu. Follow the instructions contained in the Excel template to create the CSV file and continue with the import section below. Note: Payment Handling Code and Origin are campus specific. If you do not know the values for your campus uwsaproblemsolvers@uwsa.edu. III. Import the Voucher File Navigation: Accounts Payable > Vouchers > Import Vouchers > UW Import Vouchers 1. Click tab 2. Enter a Run Control ID: Example UWImportVouchers Note: This can be any alphanumeric string up to 30 in length with no spaces or special characters. SFS_AP.2.04_Mass_Voucher_Load.docx Page 2 of 19
3 3. Click 4. Click 5. Click SFS_AP.2.04_Mass_Voucher_Load.docx Page 3 of 19
4 6. Find the CSV or XML file you just created. By default, it was saved by the macros on the Desktop as Mass Voucher Load-IMPORT FILE.csv or Mass Voucher Load-IMPORT FILE.xml. 7. Click 8. Click 9. Click SFS_AP.2.04_Mass_Voucher_Load.docx Page 4 of 19
5 10. The,, and buttons will become display only. 11. Click the Process Monitor link. Note: If it is an XML file, the Process Name will be EOP_PUBLISHF; if CSV, it will be UW_LOAD_VCHR. 12. Click until the Run and Distribution Status change to Success and Posted. If XML, skip to Step IV - Voucher Build. 13. If loading a CSV, click the Details hyperlink to view load results. SFS_AP.2.04_Mass_Voucher_Load.docx Page 5 of 19
6 14. If loading a CSV, click the Message Log hyperlink to verify the count of Vouchers loaded. SFS_AP.2.04_Mass_Voucher_Load.docx Page 6 of 19
7 IV. Run Voucher Build Navigation: Accounts Payable > Batch Processes > Vouchers > Voucher Build SFS_AP.2.04_Mass_Voucher_Load.docx Page 7 of 19
8 1. Enter a Request ID: Any string up to 10 in length with no special characters. 2. Select Process Option Business Unit 3. Select Voucher Source New Voucher Data 4. Enter Business Unit UW*** 5. Select Voucher Build Interfaces XML Invoice 6. Click SFS_AP.2.04_Mass_Voucher_Load.docx Page 8 of 19
9 7. Click until the Distribution Status is Posted. 8. Click the Go back to Voucher Build Request link 9. Click tab 10. Click 11. Verify that the number of Vouchers processed equals the number you were attempting to load. 12. Note the number of Vouchers that are in Postable status or Recycle status. SFS_AP.2.04_Mass_Voucher_Load.docx Page 9 of 19
10 13. Click tab 14. Review any Errors V. Check and Fix Pre-Edit Errors in Quick Invoice Entry Note: If you had no Pre-Edit Errors, skip this step. Navigation: Accounts Payable > Vouchers > Add/Update > Quick Invoice Entry SFS_AP.2.04_Mass_Voucher_Load.docx Page 10 of 19
11 15. Select tab. 16. Enter Business Unit: UW*** 17. Select Build Status: Pre-Edit Error 18. Click SFS_AP.2.04_Mass_Voucher_Load.docx Page 11 of 19
12 19. Click the Review Errors link 20. Note the issue, Click the Correct Errors link. SFS_AP.2.04_Mass_Voucher_Load.docx Page 12 of 19
13 21. Address the issue by updating the corresponding field with the correct value. 22. Click VI. Re-Run Voucher Build Navigation: Accounts Payable > Batch Processes > Vouchers > Voucher Build 1. Click tab SFS_AP.2.04_Mass_Voucher_Load.docx Page 13 of 19
14 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: Any 10 digit string up to 10 in length with no special characters. 5. Select Process Option Business Unit 6. Select Voucher Source Errors/Staged Vouchers 7. Enter Business Unit UW*** 8. Select Voucher Build Interfaces XML Invoice 9. Click SFS_AP.2.04_Mass_Voucher_Load.docx Page 14 of 19
15 10. Click until the Distribution Status is Posted. 11. Click the Go back to Voucher Build Request link 12. Click tab SFS_AP.2.04_Mass_Voucher_Load.docx Page 15 of 19
16 13. Click 14. Verify that the number of Vouchers processed equals the number you were attempting to correct. 15. Note the number of Vouchers that are in Postable status or Recycle status. 16. Click tab 17. Review any Errors VII. Verify That All Pre-Edit Errors Have Been Resolved Navigation: Accounts Payable > Vouchers > Add/Update > Quick Invoice Entry SFS_AP.2.04_Mass_Voucher_Load.docx Page 16 of 19
17 18. Select tab. 19. Enter Business Unit: UW*** 20. Select Build Status: Pre-Edit Error 21. Click Note: At this point there should be no search results returned if you addressed all pre-edit errors in the previous steps. If you do encounter additional pre-edit errors return to section V. Check and Fix Pre-Edit Errors in Quick Invoice Entry VIII. Check and Fix Vouchers in Recycle Status Navigation: Accounts Payable > Vouchers > Maintain > Voucher Build Error Detail SFS_AP.2.04_Mass_Voucher_Load.docx Page 17 of 19
18 1. Enter Business Unit: UW*** 2. Select Voucher Source: XML Invoices 3. Click 4. Click result line hyperlink. SFS_AP.2.04_Mass_Voucher_Load.docx Page 18 of 19
19 5. Note the Error and Click the 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 /19/12 Initial Draft Spencer Kelsay /17/13 Updated Screenshots and Content Mark Flemington 3.0 6/24/2013 Final Updates and Changes Susan Kincanon /27/2013 Final review, formatting and publish Susan Kincanon /16/2013 Updated hyperlink to SFS website, republish Laura Parman Updated Security Roles needed SFS_AP.2.04_Mass_Voucher_Load.docx Page 19 of 19
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