Billing Interface Workshop 52504

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Accounts Payable Ongoing Voucher Interface Agenda

• Accounts Payable (AP) Ongoing Voucher Interface
  What is it?
• Core-CT Configuration Prerequisites
• Accounts Payable (AP) Ongoing Voucher Interface
  Process
• Voucher Build (AP_VCHRBLD)
• Common Interface Errors
• Accounts Payable (AP) Ongoing Process Flow
• Next Step - To Begin Processing

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Accounts Payable Ongoing Voucher Interface

• What is the Accounts Payable (AP) Ongoing Voucher
  Interface?
• A series of processes which begins with accepting
  XML formatted data from a legacy or a third party
  system to generate vouchers for State Vendors,
  Towns, etc. into the Core-CT AP Module
• This process should be used with for vouchers to
  vendors that will be ongoing versus a one time
  payment
• This process is usually used with other systems
  that will interface the information automatically
  on an ongoing basis

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Core-CT Configuration Prerequisites

• Business Unit Definitions/Options
• Agencys Business Unit must be established in
  Core-CT for the AP Module
• Vendor IDs
• Vendors must be established in Core-CT and
  effective prior to the XML file being uploaded.
  The vendor file SETID will be determined by
  Core-CT Production Support and OSC Accounts
  Payable Division
• ChartField Values
• Chartfield values must be set up by the OSC Chart
  of Accounts unit
• Security Roles
• CT VOUCHER PROCESSOR
• Voucher Approver

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Accounts Payable Ongoing Voucher Interface Process

• How does the AP Ongoing Voucher Interface process
  work?
• Core-CT receives an XML file from an agency
  through a File Transfer Protocol (FTP) process
• The XML file must be received by 5PM to be
  processed the next day
• The Inbound File Mover Process runs and validates
  the file against the schema
• A file that does not pass schema validation will
  be sent back to the Agency for correction and
  resubmission.
• After schema validation, the AP Ongoing Voucher
  Interface Process (CTAPI006), loads voucher data
  into the Voucher Interface staging tables.
• Once the data is in the staging tables, the
  Voucher Build Process (AP_VCHRBLD) creates
  vouchers in AP and assigns voucher IDs
• If the voucher fails voucher build, it will go
  into Recycle Status or Pre-Edit Error. These
  errors will need to be corrected by users.

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Accounts Payable Ongoing Voucher Interface Process

• What does the CTAPI006 process validate?
• The vendor data is active and approved
• The chartfield values are active Core-CT
  chartfield values
• The following fields are validated for accuracy
• ORIGIN
• INVOICE_DT
• ACCOUNTING_DT
• CT_RECEIPT_DT
• UNIT_OF_MEASURE
• COUNTRY, STATE
• OPRID
• MESSAGE_CD

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Voucher Build Process (AP_VCHRBLD)
XML FILE (sample)
VOUCHER
AP_VCHRBLD
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Common Interface Errors

• How to Correct Interface Errors?
• The Agencys Accounts Payable Processor is
  responsible for correcting any errors with the
  voucher during the Voucher Build Process
  (AP_VCHRBLD)
• Common Errors
• Recycled corrected in Voucher Add/Update
• Duplicate Invoice Detected
• Withholding Checked, and should be
  Non-Withholding
• Pre-Edit corrected in Quick Invoice
• Could be an inactive vendor location or address

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Accounts Payable Ongoing Voucher Interface
Process Flow
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Next Step To Begin Processing

• If interested in using the AP Ongoing Voucher
  Interface process
• Please log a Footprints ticket http//footprints.c
  t.gov/footprints
• -OR-
• Contact the Core-CT Help Desk at 860-622-2300