TBR Service Center INTERNAL VENDOR PROCESSING (FUPLOAD)

Transcription

1 INTERNAL VENDOR PROCESSING (FUPLOAD) Description of process: This process is completed when the TCAT needs the Service Center to upload multiple line Journal Vouchers in a batch. These steps will walk the TCAT through filling out the FUPLOAD form and sending the request to the Service Center. It also includes information on how the Service Center processes the request in Banner. Table of Contents Step 1. TCAT Fiscal Coordinator Fills in FUPLOAD Template... 2 A. Complete FUPLOAD template in Excel... 2 B. Review for errors... 3 Step 2. TCAT Fiscal Coordinator Uploads FUPLOAD Template to Banner... 3 A. Upload file to Banner... 3 Step 3. TCAT Fiscal Coordinator Runs FUPLOAD Report... 5 A. Review and correct FUPLOAD file... 5 B. Feed to finance... 7 C. Run Interface Process D. Run Transaction Error Report Step 4. TCAT Fiscal Coordinator Uploads FUPLOAD Template Backup to BDMS A. Upload to BDMS Step 5. Service Center Reviews and Posts Journal Voucher Service Center Training Internal Vendor Processing (FUPLOAD) Process Manual Page 1 of 18

2 Step 1. TCAT Fiscal Coordinator Fills in FUPLOAD Template The TCAT Fiscal Coordinator can use the FUPLOAD Template to request a journal voucher with multiple lines, rather than filling out the journal voucher template. Processes where multiple lines may be needed are petty cash replenishment and financial aid requests incoming for students. Alternatively, the TCAT can complete the FUPLOAD template and it to their designated Service Center Accountant. A. Complete FUPLOAD template in Excel 1. Open the appropriate FUPLOAD template TCAT FUPLOAD 3000 lines 2. Save a copy of the template for editing (e.g., Procard Upload Oct 17 Orig) 3. Click Clear JV Variables Note: These items in the template currently contain filler information that must be updated for every FUPLOAD. 4. At the top left side of the template, enter: a. Contact b. Organization c. System ID d. Rule Class Code:CR5 (cash receipt entry), BFL (budget adoption) or J16 (all other FUPLOADs) e. Date f. Chart Code 5. Enter the journal voucher information for each line: a. Fund Code b. Organization Code c. Account Code d. Program Code e. Debit amount f. Credit amount g. Description of the transaction Note: The template header includes a Help on Selected Fields button. At any time you are uncertain how to complete a field, place your cursor in the field you need help with and click on the Help on Selected Fields for a description of what is required in that field. 6. Review all entered data for accuracy and completeness 7. Ensure Total Debits equal Total Credits 8. Save the file as the first version in the event there are errors in the upload to Banner (e.g., Procard Upload Oct 17 1st) Service Center Training Internal Vendor Processing (FUPLOAD) Process Manual Page 2 of 18

3 B. Review for errors 1. Once the FUPLOAD template is complete, click Send JV 1 2. A Banner Journal Voucher Send message appears 3. Click OK 3 4. If there are no errors, a Processing Complete message appears and displays the following: The file named JVLOAD_DATE_XXXXXX is located in the folder C:\Temp 5. If errors occur, then: a. Make corrections in the original file b. Save the corrected file as version 2 (e.g., Procard Upload Oct 17 2 nd ) c. Repeat Step 1, B1 B4 Step 2. TCAT Fiscal Coordinator Uploads FUPLOAD Template to Banner A. Upload file to Banner 1. Type in FUPLOAD in Banner Service Center Training Internal Vendor Processing (FUPLOAD) Process Manual Page 3 of 18

4 2. Under the Related section, at the top right side of the screen, select Upload File (GUAUPLP) 3. This will launch a webpage 4. Select the finance upload directory for your TCAT in the file type to upload drop-down menu 5. Click Continue Service Center Training Internal Vendor Processing (FUPLOAD) Process Manual Page 4 of 18

5 6. Select Browse 7. Navigate to C Temp file 8. Select appropriate txt. file 9. Click Open 10. In Brower, select Submit File 11. Click Close to close the browser window Step 3. TCAT Fiscal Coordinator Runs FUPLOAD Report A. Review and correct FUPLOAD file The Finance Upload to GURFEED process (FUPLOAD) enables interface records to be written to the GURFEED table. This is the first step of the interface process. Service Center Training Internal Vendor Processing (FUPLOAD) Process Manual Page 5 of 18

6 1. Type FUPLOAD in Banner 2. Leave Parameter Set blank 3. Click Go 4. Enter DATABASE in the Printer field 5. First, run in Audit mode by entering the following parameters: a. System ID: JVLOAD b. Location: Enter /u99/[tcat VPDI CODE]/PROD/finance/ c. File Name: Enter the file name from Step 1B-4 (e.g., XPROCARD_061709_12553.txt) d. Run: Type (A) for Audit 6. Click Next Section to access the Submission Block 7. Click Save 8. Once the process has run, check the pop-up message to obtain the Log and List file names a. The file names will be in the following format: process_number.type 9. Select Related from the Navigation pane, then select Review Output (GJIREVO) page to view the report Service Center Training Internal Vendor Processing (FUPLOAD) Process Manual Page 6 of 18

7 10. Enter FUPLOAD in the Process field 11. Enter the process number from the pop-up message in the Number field 12. Click on the on the File Name line to view the available output file a. The output files will be in the format: database_process_number.type b. Select the file for your process with the.lis suffix to display the report output TBR Service Center 13. Click Go 14. A report will appear on the screen 15. All records will be validated, but will not be committed to GURFEED or GURTEXT 16. Review the generated FUPLOAD report to correct any errors Note: Data load confirmation (document numbers and record count) and related errors are listed in the resulting report. The load process continues until all records are read and passed through the edit process. It is possible to have successful and unsuccessful documents in the same file. 17. If errors occur: a. Correct the original FUPLOAD document b. Save the file as a new version c. Send the JV again through the upload process d. Run FUPLOAD in audit mode 18. If no errors, run FUPLOAD in update mode (Run: Type (U) for Update) B. Feed to finance Execute the Finance Sweep Process (FURFEED) to identify valid data for further processing. This process will first be run in View, or audit, mode. After review, the process will be run in Select, or update, mode to feed the data to Finance. 1. Type FURFEED in Banner 2. Leave Parameter Set blank 3. Click Go Service Center Training Internal Vendor Processing (FUPLOAD) Process Manual Page 7 of 18

8 4. Enter the DATABASE in the Printer field 5. Enter the following parameter values to process the FUPLOAD info Finance: a. Report Mode: Enter (V) to run in select mode b. System ID: JVLOAD TBR Service Center 6. Click Next Section to access the Submission Block 7. Click Save 8. Once the process has run, check the pop-up message to obtain the Log and List file names a. The file names will be in the following format: process_number.type 9. Select Related from the Navigation pane, then select Review Output (GJIREVO) page to view the report 10. Enter FURFEED in the Process field 11. Enter the process number from the pop-up message in the Number field Service Center Training Internal Vendor Processing (FUPLOAD) Process Manual Page 8 of 18

9 12. Click on the on the File Name line to view the available output files a. The output files will be in the format: database_process_number.type b. Select the file for your process with the.lis suffix to display the report output TBR Service Center 13. Click Go 14. A report will appear on the screen 15. Review the report 16. Use the Tools option in the Navigation pane to select Show Document (Save and Print File) Service Center Training Internal Vendor Processing (FUPLOAD) Process Manual Page 9 of 18

10 17. A pop-up message asks if you want to display in browser, click Yes to continue TBR Service Center 18. A webpage will launch with your data. To save, follow browser print steps or save as.txt file 19. If there are no errors, run FURFEED in select mode (Run: Type (S) for Select) C. Run Interface Process 1. Type FGRTRNI in Banner 2. Leave Parameter Set blank 3. Click Go 4. Enter DATABASE into the Printer field 5. Complete the Parameters as follows: a. System ID: All or blank to feed all items, select the system ID to process specific types of feeds. b. Disposition: C 6. Perform a Next Section function to reach the Submission block 7. Click Save 8. Once the process has run, check the pop-up message to obtain the Log and List file names a. The file names will be in the following format: process_number.type Service Center Training Internal Vendor Processing (FUPLOAD) Process Manual Page 10 of 18

11 9. Select Related from the Navigation pane, then select Review Output (GJIREVO) page to view the report 10. Enter FGRTRNI in the Process field 11. Enter the process number from the pop-up message in the Number field 12. Click on the on the File Name line to view the available output files a. The output files will be in the format: database_process_number.type b. Select the file for your process with the.lis suffix to display the report output 13. Click Go 14. A report will appear on the screen 15. Review the report Service Center Training Internal Vendor Processing (FUPLOAD) Process Manual Page 11 of 18

12 16. Use the Tools option in the Navigation pane to select Show Document (Save and Print File) 17. A pop-up message asks if you want to display in browser, click Yes to continue 18. A webpage will launch with your data. To save, follow browser print steps or save as.txt file D. Run Transaction Error Report Run the Transaction Error Report (FGRTRNR) to determine any errors that occurred during the transaction. 1. Go to the FGRTRNR screen 2. Leave the Parameter Set blank Service Center Training Internal Vendor Processing (FUPLOAD) Process Manual Page 12 of 18

13 3. Select Go 4. Enter DATABASE in the Printer field 5. Select Submit 6. Click Save 7. Once the process has run, check the pop-up message to obtain the Log and List file names a. The file names will be in the following format: process_number.type 8. Select Related from the Navigation pane, then select Review Output (GJIREVO) page to view the report 9. Enter FGRTRNR in the Process field 10. Enter the process number from the pop-up message in the Number field 11. Click on the on the File Name line to view the available output files a. The output files will be in the format: database_process_number.type b. Select the file for your process with the.lis suffix to display the report output Service Center Training Internal Vendor Processing (FUPLOAD) Process Manual Page 13 of 18

14 12. Click Go 13. A report will appear on the screen Note: A JV has been created 14. Review the report 15. Use the Tools option in the Navigation pane to select Show Document (Save and Print File) 16. A pop-up message asks if you want to display in browser, click Yes to continue 17. A webpage will launch with your data. To save, follow browser print steps or save as.txt file 18. A report will populate with any errors from the submitted file Service Center Training Internal Vendor Processing (FUPLOAD) Process Manual Page 14 of 18

15 Step 4. TCAT Fiscal Coordinator Uploads FUPLOAD Template Backup to BDMS A. Upload to BDMS Use BDMS to attach backup document to the Banner Document ID. 1. Go to BDMS via App Extender 2. Log in with your Username and Password 3. On the home screen, select B-F-Docs in the grey navigation pane on the left-hand side TBR Service Center 3 4. Select the New Document icon 4 5. In the updated screen, select the Upload Document Note: An Add New Page window will appear 5 Service Center Training Internal Vendor Processing (FUPLOAD) Process Manual Page 15 of 18

16 6. Select the Browse button 6 7. Navigate through your computer files to where your FUPLOAD template is saved 8. Select the document and select the Open button 9. Select the Upload button 8 9 Service Center Training Internal Vendor Processing (FUPLOAD) Process Manual Page 16 of 18

17 10. Enter the Document ID for your FUPLOAD. If you do not know the Document ID, you can utilize the Key Reference Search to obtain a list of Journal Voucher IDs a. Place your cursor in the Document ID field b. Click on the Key Reference Search icon 10b 10a i. A list of Document IDs will display in order of date processed c. Click on the correct Document ID and click Select d. Once you select the Document ID, the Banner Doc Type will pre-populate i. You can also select the Banner Doc Type first (e.g, select Journal Voucher), if you would only like to view Jounral Vouchers in your Key Reference Search 11. Select FUPLOAD in the Document Type drop down menu 10c 11 Service Center Training Internal Vendor Processing (FUPLOAD) Process Manual Page 17 of 19

18 12. The Transaction Date field should pre-populate based on the processing date of your Document ID a. If this date does not pre-populate, enter today s date by selecting the calendar icon b. Do not manually type in the date, as doing so will not apply within the system and will result in an error. 12a 13. The Activity Date field will auto populate 14. Your institutions VPDI code will automatically populate in the VPDI_Code field 15. Enter FUPLOAD documentation in the Document Name field 16. Leave all other fields blank 17. Select Save 17 Note: Once you select Save, you have completed uploading the document to BDMS. Step 5. Service Center Reviews and Posts Journal Voucher This step is performed by the Service Center. Service Center Training Internal Vendor Processing (FUPLOAD) Process Manual Page 18 of 18