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1 Voucher Creation Interface Process Name : APVLGSU Technical Approval: Functional Approval: All Issues Resolved: Date: Date: Date: Designer: Developer: Rosalyn Harvey Date: Revised 7/31/2006 Comments on design print out X
2 Application Overview Description New process name APVLGSU.sqr Created this process to automate when adding vouchers a large amount of vouchers to PeopleSoft Financials instead of current process via SQR Robot. Supported Functions This new process will: Allow Office of Disbursement to enter a large amount of vouchers via PeopleSoft run control panel as shown below using data to be entered from spreadsheet located on shared directory (i.e. this process will be used to add monthly Senior Volunteer Vouchers, Honorarium Semester Vouchers, etc.) Navigation: Go Georgia State University Interface Run Voucher Creation ADD APVLGSU.sqr Voucher Creation Interface Page 2 of 18 Modified: April 26, 2007
3 PANEL Run Voucher Creation Control Panel ADD Run Control ID as shown below: Enter Run Control ID and Press Enter Run Voucher Creation Panel : Enter Filename including File Path for spreadsheet containing data for entry BEFORE APVLGSU.sqr Voucher Creation Interface Page 3 of 18 Modified: April 26, 2007
4 Run Voucher Creation Panel : File Path is already provided L:\Fin\vci\ APVLGSU.sqr Voucher Creation Interface Page 4 of 18 Modified: April 26, 2007
5 Enter Filename including File Extension (.prn) for spreadsheet containing data for entry Shown below, i.e. test_stipend4.prn ****All Files should be in.prn - Formatted Text (Space Delimited) NOTE: See Template on Back Page of this document for file specifications Click Save Button & First Traffic Light APVLGSU.sqr Voucher Creation Interface Page 5 of 18 Modified: April 26, 2007
6 PROCESS SCHEDULER Run Location = Client Output Destination = File File/Printer = file path on local C drive (if running from 2-tier, local install of PeopleSoft) i.e. C:\sqrtemp\ -ziv = Output view on screen (*Note: Do not use C:\Temp for running -ziv) APVLGSU.sqr Voucher Creation Interface Page 6 of 18 Modified: April 26, 2007
7 PROCESS MONITOR Navigation: Go PeopleTools Process Monitor Click Dog Until Process Status = Success or Errors APVLGSU.sqr Voucher Creation Interface Page 7 of 18 Modified: April 26, 2007
8 STIPEND PAYMENT PAYRUN REPORT generated from SQR used by Office of Disbursements Payables Control Group ID listed on top left side of report (As Shown in this sample, Control Group ID = 1645 ) APVLGSU.sqr Voucher Creation Interface Page 8 of 18 Modified: April 26, 2007
9 SAMPLE FILE FORMAT FOR SPREADSHEET FROM REQUESTER FILENAME = SCP_JUNE2006.PRN SRVOLFGP H FGP JUNE 2006 Stipends - Senior Volunteer SRVOLFGP 84.80H FGP JUNE 2006 Stipends - Senior Volunteer SRVOLFGP H FGP JUNE 2006 Stipends - Senior Volunteer SRVOLFGP H FGP JUNE 2006 Stipends - Senior Volunteer SRVOLFGP H FGP JUNE 2006 Stipends - Senior Volunteer SRVOLFGP 53.00H FGP JUNE 2006 Stipends - Senior Volunteer SRVOLFGP H FGP JUNE 2006 Stipends - Senior Volunteer SRVOLFGP H FGP JUNE 2006 Stipends - Senior Volunteer SRVOLFGP 10.60H FGP JUNE 2006 Stipends - Senior Volunteer Vendor ID Sp Invoice Sp Amt PG Sp Account Comments Field Columns Length Vendor ID Spaces (Sp1) Invoice Spaces (Sp2) Amount (Amt) (* Note: include decimal point for cents in amount) Project Grant (PG) Spaces (Sp3) Account Comments APVLGSU.sqr Voucher Creation Interface Page 9 of 18 Modified: April 26, 2007
10 COMMON TYPES OF ERRORS INSUFFICIENT PROJ/GRANT BUDGET & INVALID VENDOR 1) Insufficient Proj/Grant Budget Error 2) Invalid Vendor or Inactive Vendor Error Sample for Insufficient Proj/Grant Budget Error NOTE: Voucher # Amount of $233.20, Budget Checking Header Status = E Error in Budget Check, Budget Checking Line Status = Insufficient Project/Grant Budget Navigation: Go Administer Procurement Enter Voucher Information Use Budget Control Exceptions Enter Voucher ID Verify Project/Grant Funding Source using Analyze Controlled Budgets Panel APVLGSU.sqr Voucher Creation Interface Page 10 of 18 Modified: April 26, 2007
11 (Shown As In Sample Below) Navigation: Go Process Financial Information Analyze Controlled Budgets Inquire Project/Grant Funding Source Funding Source Enter Project/Grant NOTE: Project/Grant for H3035 shows $61.90 remaining in Budget, thus resulting in Insufficient Funding Error as shown above for voucher # , $ amount Use Query Name = Project_Grant_Remaining_Bal APVLGSU.sqr Voucher Creation Interface Page 11 of 18 Modified: April 26, 2007
12 To Verify Project Grant Remaining Balance (As Shown in Sample Below) Navigation: Go PeopleTools Query Click Yellow Folder to open query, Enter Query Name, Project_Grant_Remaining_Bal Click Lightning Bolt to Run Query Query Name = Project_Grant_Remaining_Bal APVLGSU.sqr Voucher Creation Interface Page 12 of 18 Modified: April 26, 2007
13 Prompts for Project/Grant ID Enter Project/Grant ID RESULTS Shown Below Sample for Invalid Vendor Error APVLGSU.sqr Voucher Creation Interface Page 13 of 18 Modified: April 26, 2007
14 Verify Vendor using Maintain Vendor panel (As Shown in Sample Below) Navigation: Go Administer Procurement Maintain Vendors Use Vendor Information Enter Vendor ID Note: Vendor ID = , Status = Inactive Use Query Name = Vendor_Status_Address_Info APVLGSU.sqr Voucher Creation Interface Page 14 of 18 Modified: April 26, 2007
15 To Verify Vendor Status and Vendor Address (As Shown in Sample Below) Navigation: Go PeopleTools Query Click Yellow Folder to open query, Enter Query Name, Vendor_Status_Address_Info Click Lightning Bolt to Run Query Query Name = Vendor_Status_Address_Info APVLGSU.sqr Voucher Creation Interface Page 15 of 18 Modified: April 26, 2007
16 Prompts for Vendor ID Enter Vendor ID RESULTS Shown Below STIPEND PAYMENT PAYRUN REPORT generated from SQR used by Office of Disbursements APVLGSU.sqr Voucher Creation Interface Page 16 of 18 Modified: April 26, 2007
17 Showing INVALID VENDOR ID, No Voucher created on report, Not in Spectrum TEMPLATE TO USE FOR.PRN (Formatted Text Space Delimited) FILE FORMAT APVLGSU.sqr Voucher Creation Interface Page 17 of 18 Modified: April 26, 2007
18 including File Specifications NOTES APVLGSU.sqr Voucher Creation Interface Page 18 of 18 Modified: April 26, 2007
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