Contents
Mass Voucher (XML/CSV) Load Process Overview ... 1
Process Detail ... 1
I. Request Required Security Roles ... 1
II. Creating the Mass Voucher Load File in Excel ... 2
III. Import the Voucher File ... 2
IV. Run Voucher Build ... 7
V. Check and Fix Pre-Edit Errors in Quick Invoice Entry ... 10
VI. Re-Run Voucher Build ... 13
VII. Verify That All Pre-Edit Errors Have Been Resolved ... 16
VIII. Check and Fix Vouchers in Recycle Status ... 17
Mass Voucher (XML/CSV) Load Process Overview
The Mass Voucher Load functionality (XML/CSV) allows for vouchers to be created from an Excel template and loaded into SFS. Once the file is loaded the Voucher Build process creates postable Vouchers.
Process Frequency This process is done on demand per the requirements of the user.
Dependencies This process is a predecessor to Voucher Budget Check, Post, and Pay
Cycle processing.
Assumptions It is assumed that the user is proficient in using the Excel template.
Responsible Parties Accounts Payable users are responsible for the Excel template population
and load process.
Alternate Scenarios N/A
Process Detail
I. Request Required Security Roles
The SFS User Request Authorization Form is on the UWSA website at:
University of Wisconsin System
SFS Business Process
AP.2.04 – Mass Voucher Load
(XML/CSV)
• Role UW_UNV_AP_SINGLE_LINE_VCHR_CSV must be added to the user in order to upload CSV files (for single payment vouchers).
II. Creating the Mass Voucher Load File in Excel
1. The Mass Voucher Load - XML Template.xlsm file contains a macro that will format the data and create the XML file, and save the file to your desktop. Your template file may have a different name. This file will be used to create regular vouchers and will allow for control of the description field value. To obtain this file contact uwsaproblemsolvers@uwsa.edu. Follow the instructions contained in the Excel template to create the XML file and continue with the import section below.
2. The Mass Voucher Load - CSV Template.xlsm file contains a macro that will format the data and create the CSV file, and save the file to your desktop. Your template file may have a different name. Note: This format is intended for Single Payment Vouchers. To obtain this file contact uwsaproblemsolvers@uwsa.edu. Follow the instructions contained in the Excel template to create the CSV file and continue with the import section below.
Note: Payment Handling Code and Origin are campus specific. If you do not know the
values for your campus email: uwsaproblemsolvers@uwsa.edu.
III. Import the Voucher File
Navigation: Accounts Payable > Vouchers > Import Vouchers > UW Import Vouchers
1. Click tab
3. Click
4. Click
University of Wisconsin System
SFS Business Process
AP.2.04 – Mass Voucher Load
(XML/CSV)
6. Find the CSV or XML file you just created. By default, it was saved by the macros on the Desktop as Mass Voucher Load-IMPORT FILE.csv or Mass Voucher Load-IMPORT FILE.xml.
7. Click
8. Click
10. The , , and buttons will become display only.
11. Click the Process Monitor link.
Note: If it is an XML file, the Process Name will be EOP_PUBLISHF; if CSV, it will be
UW_LOAD_VCHR.
12. Click until the Run and Distribution Status change to ‘Success’ and ‘Posted’.
If XML, skip to Step IV - Voucher Build.
University of Wisconsin System
SFS Business Process
AP.2.04 – Mass Voucher Load
(XML/CSV)
IV. Run Voucher Build
University of Wisconsin System
SFS Business Process
AP.2.04 – Mass Voucher Load
(XML/CSV)
1. Enter a Request ID: Any string up to 10 in length with no special characters. 2. Select Process Option ‘Business Unit’
3. Select Voucher Source ‘New Voucher Data’ 4. Enter Business Unit ‘UW***’
5. Select Voucher Build Interfaces ‘XML Invoice’
7. Click until the Distribution Status is ‘Posted’. 8. Click the Go back to Voucher Build Request link
9. Click tab
10. Click
11. Verify that the number of Vouchers processed equals the number you were attempting to load.
University of Wisconsin System
SFS Business Process
AP.2.04 – Mass Voucher Load
(XML/CSV)
13. Click tab 14. Review any Errors
V. Check and Fix Pre-Edit Errors in Quick Invoice Entry
Note: If you had no Pre-Edit Errors, skip this step.15. Select tab. 16. Enter Business Unit: ‘UW***’
17. Select Build Status: ‘Pre-Edit Error’
University of Wisconsin System
SFS Business Process
AP.2.04 – Mass Voucher Load
(XML/CSV)
19. Click the Review Errors link
21. Address the issue by updating the corresponding field with the correct value.
22. Click
VI. Re-Run Voucher Build
University of Wisconsin System
SFS Business Process
AP.2.04 – Mass Voucher Load
(XML/CSV)
2. Enter a Run Control ID Note: This can be any alphanumeric string up to 30 in length with no spaces or special characters.
3. Click
4. Enter a Request ID: Any 10 digit string up to 10 in length with no special characters. 5. Select Process Option ‘Business Unit’
6. Select Voucher Source ‘Errors/Staged Vouchers’ 7. Enter Business Unit ‘UW***’
8. Select Voucher Build Interfaces ‘XML Invoice’
University of Wisconsin System
SFS Business Process
AP.2.04 – Mass Voucher Load
(XML/CSV)
13. Click
14. Verify that the number of Vouchers processed equals the number you were attempting to correct.
15. Note the number of Vouchers that are in Postable status or Recycle status.
16. Click tab 17. Review any Errors
VII.
Verify That All Pre-Edit Errors Have Been Resolved
18. Select tab. 19. Enter Business Unit: ‘UW***’
20. Select Build Status: ‘Pre-Edit Error’
21. Click
Note: At this point there should be no search results returned if you addressed all pre-edit
errors in the previous steps. If you do encounter additional pre-edit errors return to section
V. Check and Fix Pre-Edit Errors in Quick Invoice Entry
VIII.
Check and Fix Vouchers in Recycle Status
University of Wisconsin System
SFS Business Process
AP.2.04 – Mass Voucher Load
(XML/CSV)
1. Enter Business Unit: ‘UW***’
2. Select Voucher Source: ‘XML Invoices’
3. Click
5. Note the Error and Click the Correct Errors link.
Note: For the remaining errors the Correct Errors link should take you to the Voucher
Add/Update page where you can make the necessary change and save. The Voucher
Entry Status will then change from ‘Recycle’ to ‘Postable’. After the Voucher Entry Status is
‘Postable’, the Voucher can be Budget Checked and Posted. See the Voucher Creation business process document for information about Budget Checking and Posting Vouchers both online and in batch.
Revision History
Author Version Date Description of Change
Martha Mendoza 1.0 11/19/12 Initial Draft
Spencer Kelsay 2.0 04/17/13 Updated Screenshots and Content Mark Flemington 3.0 6/24/2013 Final Updates and Changes
Susan Kincanon 3.1 06/27/2013 Final review, formatting and publish
