1. ENCOMPASS Voucher Build Process
Instructor:
Gerri Williams
06/25/2015

2. Agenda Overview of Voucher Build Process and File Layout How To…
Setup folder for Voucher Build Process
Upload a Voucher Build File into PeopleSoft
Voucher Upload & Build processes do
Voucher Upload & Build processes Tables
Review Voucher Build for Problems
Review Batch for Approval
Print Payment Transmittal Form
Turn Around File Process
Vendor Extract Process
Mention that we will have time for questions and answers at the end of the presentation 2 2

3. Voucher Build

4. Overview of Voucher Build Business Process
Load Batch File
Edit
Batch Transactions
Build Vouchers
Check
Budget
Agency Approval
Collate Support
AOS
Approval
Post Vouchers
Run Pay Cycle
Post Payments
Generate GL Journals
Distribute
Payments & Advice
File Support
Update Source Systems
Color Legend
Agency
AOS 4

5. Overview of Voucher Build Process – File Layout
To use the claims file layout the file structure should include at a minimum the following:
One file control record
The file control record defines the number of vouchers and the total amount of the vouchers. This record will ensure the entire file is processed by matching the number of vouchers expected with the number loaded into the staging tables.
One voucher Header Record per voucher
Each voucher requires a Voucher Header record (Columns A-L)
Populating Column A signifies new voucher to be built
Column D automatically calculates based on distribution & voucher lines entered for that voucher header.
A minimum of one Voucher Line record per Voucher Header record
Each voucher consists of one or many voucher lines
A minimum of one Voucher Distribution record per Voucher Line record
Each Voucher consists of at least one Distribution Record for each Voucher Line Record. The Distribution record will define the chartfields that are used for each line transaction. The Distribution record also contains the Reference field which is used to store the source system transaction id for reference in Encompass.
The Voucher Payment Record is optional
The Voucher build process will generate a Payment record for each Voucher if none are included with the voucher (Column L).
Voucher Line
If a new voucher line within the voucher is needed, column M must be populated with a description.
Column N will automatically calculate based on Column O (the distribution information).
Column O –AG are considered the distribution line 5 5

6. Overview of Voucher Build Process – File Layout
What are the important features of the layout?
On the File Control Record
Group Vouchers
On Error
A - Abort (stop processing and delete any staged voucher data for this file)
C - Continue (delete the data for the voucher with an error and continue to stage vouchers from this file)
V - Validate (continue to stage vouchers from this file to detect any additional errors then delete all stage vouchers from this file) ID
Voucher Header Record
Origin
Make sure Origin/Business Unit are a valid combination.
Goods/Services Received Date
Invoice Receipt Date

7. Voucher Build How to… 7

8. Setup folder for Voucher Build
Requires at least read access to the PeopleSoft Service Account
Service Account = ISD-SHARED\1-tuxadm
If you have your own Server / IT staff and are using Active Directory for security,
Right click the folder on the server you wish to grant PeopleSoft rights to, and left click Properties
Click the Security Tab
Click the Add button
Enter 1-tuxadm, Click OK
Assign the appropriate
rights 8 8

9. Upload a Voucher Build File into PeopleSoft
Setup a Folder with Access to the PeopleSoft Service Account (previous slide)
Navigation - Accounts Payable> Batch Processes > Extracts and Loads > Voucher Build Upload
Setup a Run Control
Add a New Value
Suggestion: Create a meaningful Run Control ID
Click Add 9 9

10. Upload a Voucher Build File into PeopleSoft
Use the Attach file for processing option 10 10

11. Upload a Voucher Build File into PeopleSoft11 11

12. Upload a Voucher Build File into PeopleSoft12 12

13. Upload a Voucher Build File into PeopleSoft13 13

14. Upload a Voucher Build File into PeopleSoft14 14

15. Upload a Voucher Build File into PeopleSoft15 15

16. Voucher Upload & Build processes do ….
Read the file and check for pre-edit errors
Write to file information to the VCHRxxxxSTG tables
Edit the VCHRxxxxSTG tables
Copy the information to the VCHRxxxxQV tables
Fill in PO/Receiver information and default information
Edit the VCHRxxxxQV tables (some problems stop here)
Copy the information to the VCHRxxxx tables (some vouchers problems stop here)

17. Voucher Upload & Build processes Tables
The Custom Edit process populates custom temp tables.  These tables are deleted each time the process is run successful or not. 
Once the SOI_VCHR_BLD process is complete the Voucher Staging Tables are populated.  They are:
PS_VCHR_HDR_STG PS_VCHR_LINE_STG PS_VCHR_DIST_STG PS_VCHR_PYMT_STG
Once you start the Voucher Build process the staging tables will be deleted and the Vouchers will be put in "process".  Certain edit errors will place the vouchers into the Quick Invoice tables once the Voucher Build process is completed.  The quick invoice tables are the same ones that you can access via the Quick Invoice Entry page.  These tables are:
PS_VCHR_HDR_QV PS_VCHR_LINE_QV PS_VCHR_DIST_QV PS_VCHR_PYMT_QV
The Voucher tables are populated if no major edit errors occur although the Voucher could be in a Recycle status. These tables are:
PS_VOUCHER
PS_VOUCHER_LINE
PS_DISTRIB_LINE
PS_PYMNT_VCHR_XREF

18. Review Voucher Build for Problems Accounts Payable > Vouchers > Maintain > Voucher Build Error Detail … Search 18 18

19. Review Voucher Build for Problems Accounts Payable > Vouchers > Maintain > Voucher Build Error Detail … List 19 19

20. Review Voucher Build for Problems Accounts Payable > Vouchers > Maintain > Voucher Build Error Detail .. correct QV 20 20

21. Review Voucher Build for Problems Accounts Payable > Vouchers > Maintain > Voucher Build Error Detail .. correct 21 21

22. Review Voucher Batch for Approval
Two different ways to Approve Vouchers
Control Groups (Grouped Vouchers)
Accounts Payable > Control Groups > Approve Control Group
Individual Vouchers
Accounts Payable > Voucher > Approve Voucher
Two different ways to Review Vouchers
Accounts Payable > Control Groups > Group Information
Individual Vouchers (Many other methods as well)
Accounts Payable > Voucher > Add/Update > Regular Entry > Find an Existing Value 22 22

23. Print Voucher Group Payment Transmittal Form23 23

24. Sample Voucher Group Payment Transmittal Form24 24

25. Turn Around File Process25

26. Turn Around File Process
Accounts Payable > Batch Processes > Interface > AP Turnaround File
Payment Reference = Auditor of State’s Warrant Number
Going to a 9 digit warrant number.
Source Transaction
HV01 = High Volume Transactions
VHCR = Accounts Payable Voucher
Legacy Transaction ID
Number Provided in a High Volume Batch
Invoice ID
Number provided in a Voucher Build File / Online Voucher 26 26

27. Turn Around File Process27 27

28. Vendor Extract File Process28

29. Vendor Extract File Process
Vendors >Vendor Export(Vin-Q) > Vendor Export(Vin-Q) 29 29

30. Contact Information
ENCOMPASS Website
If you are having technical issues, submit them to GMIS