1. APfeed: ALEPH to PeopleSoft Interface

2. The ALEPH to PS Interface Basics  The interface utilizes the Service, Invoice Report (acq-10), in the Acquisitions Module.  Data needed for PeopleSoft is input in the General Invoice form so it will display in the XML output of the Report File from acq-10.  The APfeed program reads a tab delimited text file that is based on PS chartfields with default data and XML data from acq-10 output to create a flat.dat file for transmission.  The file is picked up from FCLA’s server by the library system’s office via FTP, encrypted and transmitted via FTP to the universities’ Accounts Payable office.

3. Coordination Among Agencies  University Accounts Payable Department that runs PeopleSoft  Library Acquisitions staff  Satellite Library Acquisitions’ Paying Departments (e.g., Main, Health, Law)  Library Systems Department  FCLA

4. ALEPH to PeopleSoft AP File Definition  Initially we received the University’s Accounts Payable File Definition

5. Describe XML Fields  From the PS File Definition we created a spreadsheet:

6. Describe XML Fields  From the File Definition spreadsheet, we saved it as a tab delimited.txt file that the program reads

7. General Invoice and Vendor Record Data is taken from Z70 and Z77 fields: The PS vendor ID is the Aleph vendor code, z70- vendor-code. The vendor address file is taken from PS and maintained in PS. The Invoice ID is the z77-invoice-number. The Invoice Date is the z77-i-date. The Total Invoice amount is from z77-i-total- amount. PS Fund Code is from z77-vat-receiver. PS codes, such as Department, Program Code, Funds Source, Budget Reference, are taken from z77-i-note which are separated by semi-colons.

8. Library Acq Staff Input PS Data In the General Invoice Form: The PS Fund Code is selected. We’ve reused the Vat Recipient field populated in pc_tab_exp_field.eng. The Note field is used for additional PS Codes which are semicolon separated. If a specific code isn’t needed then a space is used:  Department; Program Code; Funds Source; Budget Reference

9. Library Acquisitions Staff In the General Invoice Form tab 2.Payment: Change the Status to A - Preliminary Approval for first acq-10 report. Change Approval Department to Acquisitions Paying Department.

10. Run Invoice Report (acq-10) The first run of acq-10 for checking invoice accuracy: Change the Status A to B – Approved and Printed. Compare Summary Report File to hardcopy of invoices to correct and make changes to Aleph invoice and line items if needed.

11. Final Run of acq-10 for PS Interface Must have “apfeed” in Report File name. Allows for all Paying Units to be combined into one flat.dat file:  mainapfeed20080714, healthapfeed20080714, lawapfeed20080714 Change the Status B to P – Paid.

12. XML Output from Final Invoice Report

13. APfeed Program  The C++ program runs on the ALEPH server.  The program reads DescribeXMLFields.txt file that resides on the server and the XML output from the Invoice Report File acq-10 to create the flat.dat file.  After reading the Report File output from acq-10, mainapfeedyyyymmdd, the program moves the file to a Save directory on the server.  The program then moves the.dat file to FCLA’s ftp server for pickup by the library.  The PS managers at the university AP requested an empty file be sent if no invoices were processed. The script that calls APfeed handles the empty file requirement.

14. Workflow Coordination  Library Acq Paying Depts have the final acq-10 run on the server by 4:00 PM using the naming convention, mainapfeedyyyymmdd, healthapfeedyyyymmdd, lawapfeedyyyymmdd.  FCLA’s APfeed program is set up on job_list to pick up the files, combine them and run at 4:20 PM.  The flat.dat file that is produced from the program is put on our FTP server for pickup by the Library Systems’ Department at 5:00 PM.  Library Systems’ Department runs a script to encrypt the data using PGP encryption specification and transmits the data file electronically via FTP to Accounts Payable.  The following morning Library Acq staff verifies payment accuracy in PS by checking the latest vouched payment list against the acq-10 summary report and records voucher number on the original invoice hardcopy to complete the audit trail.

15. Contact Information  Ellen Bishop Systems Librarian, Acquisitions and Serials Florida Center for Library Automation ecbishop@ufl.edu  Ned Stewart Senior Computer Programmer Analyst Florida Center for Library Automation fclned@ufl.edu