ESP Tips & Techniques 2012/31 28/06/2012

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1 THE AUSTRALIAN NATIONAL UNIVERSITY F&BS Business Solutions ESP Tips & Techniques 2012/31 28/06/2012 Voucher Download to create Vendor Statement Overview The purpose of this document is to provide detailed instructions on how to run a Voucher Download to create an electronic version of a Vendor Statement. Key Points The Vendor Statement report lists voucher/payment activity for a vendor but is only available as a printed report (so not as a download). The Voucher Download can be run to give the same results as the Vendor Statement but in electronic format. Navigation Accounts Payable Reports Vouchers - Voucher Download Detailed Directions Step 1. Results To set-up a new Voucher Download, Navigate to: Accounts Payable, Reports, Vouchers, Voucher Download The Voucher Download Page appears Step 2. If you have added Run Control for this report previously, Select: select the required Run Control. and To create a new Run Control

Results Correct data entry Step 4. to bring up additional Criteria fields.

2 Enter the following: Run Control ID: Voucher_Dld_Vendor Results The Fixed Criteria parameters page appears. Step 3. Enter or select the following: Paid Status: A This will return All Vouchers, paid or unpaid, for the Vendor requested. Results Correct data entry Step 4. to bring up additional Criteria fields. If you want see only Vouchers raised by your area, enter Business Unit details. If you want to see all Vouchers for the Vendor, leave Business Unit field blank. Enter or select: Vendor ID: example T17425 Note: If you are unsure of the Vendor ID, click on in the Vendor ID field to then

undertake a Vendor search. Clicking the hyperlink will then allow you to search for the Vendor ID using the Vendor Name or ABN. Results Correct data entry Step 5 to select the fields to include.

3 undertake a Vendor search. Clicking the hyperlink will then allow you to search for the Vendor ID using the Vendor Name or ABN. Results Correct data entry Step 5 to select the fields to include. Select: the checkboxes next to the following fields in order to capture the same details as the Vendor Statement: Invoice Number, Invoice Date, Vendor ID, Vendor Name, Gross Invoice Amount, Transaction Currency, Payment Status, Payment Reference, Approval Status, Post Status, Gross Payment Amount, Payment Currency, Bank Account, Payment Method, Payment Date, Remit Vendor, and Remit Vendor Name. (Fields such as Account, Fund Code, Department and Project can also be selected in order to return additional information.) Enter the following: File Name: T17425.csv (where T17425 is the Vendor ID) Note: Only the File Name, and not the directory path, needs to be entered. Alternatively, leave the File Name field blank, and a file will still be created. The file name will be ANU77998 XXXXXX.CSV (where ANU77998 is the Report ID, and XXXXXX is the Process Instance number)

4 Correct data entry. Step 6 to run the process. In the Process Scheduler Request page, you should see the following: Type: Format: Web PDF Note: DO NOT select a Format of CSV.

5 Step 6 to run the process. In the Process Scheduler Request page, you should see the following: Type: Format: Web PDF Correct data entry. Step 7 Open the Process Monitor via the hyperlink of the report process. to view the progress To refresh the page, until you have a Run Status of Success, and Distribution Status of Posted. Process runs to success.

Step 8 Return to the Voucher Download page via the Go back to Voucher Download hyperlink, and open the Report Manager from the hyperlink Report Manager, or alternatively on a new page via Reporting

6 Step 8 Return to the Voucher Download page via the Go back to Voucher Download hyperlink, and open the Report Manager from the hyperlink Report Manager, or alternatively on a new page via Reporting Tools Report Manager. The Report Manager page displays. Step 9 On the T17425.csv hyperlink to open the report. Select File opens in Excel Go to Office Button save your file. Click on Save As to select where you would like to

7 Step 9 On the T17425.csv hyperlink to open the report. Select File opens in Excel Go to Office Button save your file. Click on Save As to select where you would like to File appears

8 Step 10 If the following message appears: Click Web file can now be closed, and opened in Excel. File saved, and ready to open in Excel Handy Tip! In your Report Manager you will find a.pdf file that is created with the same Instance number. This file will show you the Report Parameters that you requested. In the screenshot below the PI is

9 Example: As the.csv you have created and saved does not provide the details of the Report Parameters you have used, you may want to Insert lines at the top of your Excel file and type in details, for future reference.

ESP Tips & Techniques 2012/21 28/6/2013

Match Exceptions THE AUSTRALIAN NATIONAL UNIVERSITY F&BS Business Solutions ESP Tips & Techniques 2012/21 28/6/2013 Overview The purpose of this document is to provide detailed instructions on how to clear