omni ar/billing: upload & interface...
TRANSCRIPT
Office of the Controller 1 Rev. October 2017 Questions? Contact: [email protected]
OMNI AR/Billing: Upload & Interface Bills Detailed Business Process Guides - ABILL1
Upload & Interface Billing Data This document outlines how to upload and process billing data from the Contracts module, using the Excel to CI Spreadsheet, or using the FSU Custom Upload Template.
Contents of this Guide 1. Billing Terminology 2. Billing Processing Overview 3. Processing Contracts Billing (Reference) 4. Utilizing Spreadsheet Upload for Billing (Excel to CI) 5. Utilizing FSU Custom Upload Template 6. Run Billing Interface Process 7. Reviewing & Correcting Errors 8. Common Errors on Uploads 9. Reviewing Uploaded/Interfaced Data
Billing Terminology This section outlines common terms found throughout the billing upload and interfacing process.
• Module: an area within OMNI that houses data about a type of business process. Usually, data must be moved between modules via processes. Think of modules as separate siloes within OMNI that need to be updated with new information from other, related areas.
o For example, the Contracts module and the Billing module are applicable to this business process. We send data from the Contracts module to the Billing module by running a process that sends activity that is ready to bill from Contracts to Billing. Once the billable activity is in the Billing module, it is able to be invoiced to create your revenue and accounts receivable, just like all other bills.
• Contracts module: the area within OMNI that houses data related to auxiliary contract billing. • Billing module: the area within OMNI that houses data related to all auxiliary billing.
Contracts Billing Accounts Recevable
All Billing/Invoicing
Activity
Office of the Controller 2 Rev. October 2017 Questions? Contact: [email protected]
• Spreadsheet Upload for Billing: the PeopleSoft-delivered Microsoft Excel template that allows users to create a batch of bills all at once by populating the required information on the spreadsheet, converting the file to a format OMNI can read, and then attaching and uploading the file within OMNI’s billing module. This is a different format than the FSU Custom Billing Template & Upload. The Spreadsheet Upload for Billing format will not be rolled out to auxiliaries after 7/1/2017.
• Excel to CI: The technical term for Spreadsheet Upload for Billing. “CI” stands for “Component Interface.”
• FSU Custom Billing Template & Upload: the customized Microsoft Excel template that allows users to create a batch of bills all at once from source data by populating the required information on a spreadsheet, converting the file to a format OMNI can read, and then attaching and uploading the file within OMNI’s billing module on the FSU Custom Billing Interface Upload page. It is a different format than the delivered Spreadsheet Upload for Billing, which will not be rolled out to auxiliaries after 7/1/2017.
• Billing Interface: a staging area for billing activity that is created outside of the Billing module (for example, from Contracts, or from a Spreadsheet Upload).
• Billing Interface Process: the process that turns staged billing activity into actual bills in the Billing module. While this process is running, it performs all of the validations and checks that take place when a user manually enters bills (such as ensuring valid Customer ID’s, Bill Sources, and accurate calculations). This ensures that bills are created using valid information. In other words, this process prevents errors that the system would prevent a user from creating if they were creating the bill manually. If the process finds an error, it leaves the applicable bill(s) in the Billing Interface area and marks it as having an error.
• BIIF001: This is OMNI’s technical name for the Billing Interface Process, and is what users will see in the Process Name column when they review the processing status in their Process Monitor.
• Interface ID: This is an identification number created by OMNI when a user uploads a file or a set of files. Users enter an Interface ID or a range of Interface ID’s to process when running the Billing Interface Process.
• Interface tables: Also known as staging tables. These are the tables that OMNI stores billing data after it has been uploaded or sent from Contracts, but before the Billing Interface Process has been run. These tables also hold bills that have been through the Billing Interface Process, but that have one or more errors.
• Process: a set of instructions OMNI uses to update itself with new information (such as when converting billing data in the staging area to bills). When running a process, users will usually start by setting up or accessing a Run Control. Some processes run automatically each night or periodically throughout the day.
• Job: a collection of processes. Usually, we use this term interchangeably with the term “Process” as from a user perspective, it tends to be the same.
• Run Control: a page in OMNI that allows a user to set and save parameters (instructions) for running a process in OMNI. This is usually the first step to running a process.
• Process Monitor: a page in OMNI that allows users to observe the status and results of a job they are running and verify it has run to completion with no errors (or to review error messages, if applicable).
• Bill: in OMNI, a bill represents billing data from initiation through to invoicing.
Office of the Controller 3 Rev. October 2017 Questions? Contact: [email protected]
• Invoicing: the process that converts a Bill to an Invoice; this sends the bill to the customer if the customer is set up to be emailed, and creates the accounting entries to record revenue and accounts receivable.
• Invoice: A bill that has been invoiced.
Office of the Controller 4 Rev. October 2017 Questions? Contact: [email protected]
Billing Processing Overview Billing data can be entered manually (using Standard Billing; see ABILL2). It can also be uploaded using the Spreadsheet Upload for Billing tool, or the FSU Billing Interface tool. If the Contracts module is used to create billing activity, then contract events are the origin of billing data. Any bill, whether it is created manually or via one of these tools, can be associated to a contract in the Contracts module if it relates to a contract. This way, the Contracts module can be a one-stop resource showing all billing activity related to a specific contract.
If bills are entered manually, they do not need to be interfaced. Interfacing is only required for bills originating outside of the Billing module.
Once bills are uploaded and interfaced, or entered manually, they can be reviewed, converted to “ready” status, and otherwise managed and invoiced as shown in other business process guides. When ready, the invoicing process is imitated by the Controller’s Office Auxiliary Accounting staff on a monthly basis (for internal bills) or the selling auxiliary’s accounting staff as needed (for external/component unit bills).
Bill Creation Process Overview
Bills Entered
Manually & Saved
Bills sent from
Contracts & Interfaced
Bills Uploaded
& Interfaced
Bills reviewed
for accuracy
Bills set to "Hold" or "Ready" status as
appropriate
Bills Invoiced &
Sent to Customer
Invoices loaded in
AR
Office of the Controller 5 Rev. October 2017 Questions? Contact: [email protected]
Options to Create Bills
How OMNI Groups Bill Lines When the Billing Interface Process is run, OMNI will look for eligible bills and will add new lines to these bills so that the number of invoices sent to the customer is minimized. So long as the following criteria are met, OMNI will add the new lines to an existing bill:
Processing Contracts Billing The process for interfacing contract events in Ready or Recycled status into the billing module’s Billing Interface area is documented separately in ACONTRACTS6.
Upload
FSU Billing Interface Tool Spreadsheet Upload for Billing Interface the Transactions
Contract Billing
Process from Contracts moduleInterface the transactions
Standard Billing
Manual entry
Interfacing not required.
Adjust Bill
Credit/RebillInterfacing not required.
The existing bill hasn’t already been invoiced
The existing bill is for the same:•Customer•Contract•Bill Source•Purchase Order•For some auxilairies, it also looks for the same contact number and address number.
The new lines you’d like to add to a bill are not being entered manually•Billing lines processed via the billing interface will look to manually-entered bills to determine whether a
new bill will be created. •In other words, if a bill is added manually after lines are uploaded/interfaced, then the system won’t add
the manually-created lines to an interfaced bill. However, if billing data is interfaced that matches a manually-entered non-invoiced bill, the system will add those lines to the manually-created non-invoiced bill.
Office of the Controller 6 Rev. October 2017 Questions? Contact: [email protected]
Upload Bill Data: Spreadsheet Upload for Billing (Excel to CI) This section outlines how to use the Spreadsheet Upload for Billing tool (Excel to CI) to upload many lines of billing data at once. NOTE – this section does not apply to users who have access to the new FSU Custom Billing Interface template.
1. Populate your Billing Interface Upload Spreadsheet. a. This task varies by your line of business, so you should keep good notes about what is
required by your management and your customers to populate on a bill. b. Each row on the spreadsheet refers to a billing line.
i. Each line should be separated by a blank row (in other words, every other line should be populated). Each line should be consistent across the file in the INTFC_BI section (blue-shaded area) until you get to the orange-shaded INTFC_BI_AEDS (accounting entry distribution) section, at which point it should drop one line below (to fill in the every-other line gap just for that data).
c. At a minimum, the fields in the below table should be considered. Most of the fields not in this table should be left blank. Consult with Auxiliary Accounting with any questions about how to use fields after checking with your manager.
i. Note: once you’ve come to understand which columns are applicable to your business processes, you can hide the ones that aren’t relevant to make the spreadsheet more manageable. Do not delete them.
Office of the Controller 7 Rev. October 2017 Questions? Contact: [email protected]
Office of the Controller 8 Rev. October 2017 Questions? Contact: [email protected]
Field Name Value Comment INTFC_LINE_NUM Begin with “1” Required. Begin with 1. This will be incremented by 1 for
each line. TRANS_TYPE_BI conditional Required. This field is required in two places.
In blue-shaded “INTFC_BI” area, enter “LINE.” In orange-shaded “INTFC_BI_AEDS” area, enter “AE.”
TRANS_TYPE_BI_SEQ 1 Required. This appears multiple times in the workbook and should be the same across all lines in INTFC_BI area and INTFC_BI_AEDS area.
CREATE_NEW_BILL Y Enter this value. TMP_BILL_FLG conditional Enter “N” if the billing line does not require Sponsored
Research Approval. Enter “Y” if the billing line does require Sponsored Research Approval. This ensures the billing line goes to the Temporary Billing Worksheet for their approval prior to creating a Bill.
BUSINESS_UNIT AUX01 Required. This should be AUX01 when it appears in the blue-shaded “INTFC_BI” area and the orange-shaded “INTFC_BI_AEDS” area.
BILL_TO_CUST_ID conditional Required. This is the OMNI customer ID (within SETID=AUXSH) that will be billed.
ADDRESS_SEQ_NUM conditional Required. Usually “1”. However, there may be times where you wish to refer to a different customer address sequence.
BILL_SOURCE_ID conditional Required. Enter the Bill Source ID for your auxiliary line of business.
BILL_TYPE_ID AUX Enter this value. BILL_CYCLE_ID MONTHLY Enter this value. BILL_BY_ID AUXILIARY Enter this value. BI_CURRENCY_CD USD Enter this value. CUR_RT_TYPE CRRNT Enter this value. RATE_MULT 0 Enter this value. RATE_DIV 0 Enter this value. TARGET_INVOICE This must be left blank. LINE_TYPE REV Required. IDENTIFIER conditional If billing from a product/ chargecode ID, enter the
chargecode ID here. If not billing from a product ID, this may be left blank.
DESCR conditional Required. Enter the description of the item/service being billed.
UNIT_OF_MEASURE EA Required. QTY conditional Required. Enter the quantity being billed. UNIT_AMT conditional Required. Enter the price of the item being sold.
Office of the Controller 9 Rev. October 2017 Questions? Contact: [email protected]
IDENTIFIER_TBL If billing from a product/ chargecode ID, enter the chargecode identifier table here. If not billing from a product/ chargecode ID, this may be left blank.
GROSS_EXTENDED_AMT conditional Required. Enter the quantity multiplied by the unit amount.
PRODUCT_ID conditional If billing from a product/ chargecode ID, enter the chargecode ID here. If not billing from a product ID, this may be left blank. This may be replaced by IDENTIFIER depending upon your business processes.
PO_REF conditional If the customer is in group INTERNAL, the PO_REF field must refer to the dispatched, valid PO that the customer will be charged. This must be in text format, and must be the official, OMNI PO number exactly as shown in OMNI. If the customer is not in group INTERNAL, the customer’s PO may be entered here if needed/desired, or this field may be left blank.
PO_LINE conditional If the customer is in group INTERNAL, the PO_LINE field must refer to the dispatched, valid PO line that the customer will be charged. This must be the PO line number exactly as shown in OMNI. If the customer is not in group INTERNAL, the customer’s PO line may be entered here if needed/desired, or this field may be left blank.
CONTRACT_NUM conditional If the billing data is associated with a contract in the Contracts module, enter the OMNI Contract ID here. This must be a text field, and must be the official, OMNI Contract ID exactly as shown in OMNI. If the billing data is not associated with a contract, leave this field blank.
CONTRACT_LINE_NUM conditional If the billing data is associated with a contract in the Contracts module, enter the OMNI Contract line number here. This must be the official, OMNI contract line number exactly as shown in OMNI. If the billing data is not associated with a contract, leave this field blank.
BUSINESS_UNIT_CA conditional If the billing data is associated with a contract in the Contracts module, enter “AUX01” here. If the billing data is not associated with a contract, leave this field blank.
BILL_PLAN_ID conditional If the billing data is associated with a contract in the Contracts module, enter the Bill Plan ID here. This must be the official, OMNI Bill Plan ID exactly as shown in OMNI. If the billing data is not associated with a contract, leave this field blank.
PC_DISTRIB_STATUS conditional If the billing data is associated with a contract in the Contracts module, enter “N” here. If the billing data is not associated with a contract, leave this field blank.
Office of the Controller 10 Rev. October 2017 Questions? Contact: [email protected]
BPLAN_LN_NBR conditional If the billing data is associated with a contract in the Contracts module, enter the bill plan line here. This must be the bill plan line exactly as shown in OMNI. If the billing data is not associated with a contract, leave this field blank.
SYSTEM_SOURCE conditional Enter “CBI” if the billing data is associated with a contract in the Contracts module. Enter “BBI” if the billing data is not associated with a contract in the Contracts module.
INTERNAL_FLAG N Required. BILLING_SPECIALIST conditional This should populate based upon the Bill Source. I
needed, enter the OMNI Billing Specialist ID for the billing activity.
BILLING_AUTHORITY conditional This should populate based upon the Bill Source. If needed, enter the OMNI Billing Authority ID for the billing activity.
BILL_INQUIRY_PHONE conditional This should populate based upon the Bill Source. If needed, enter the OMNI Billing Inquiry Phone for the billing activity.
INVOICE_FORM_ID AUX_INV Enter this value. STD_NOTE_FLAG If a Standard Note is set up in OMNI and should apply to
this invoice, enter “Y.” If not, enter “N” or leave blank. STD_NOTE_CD conditional If a Standard Note is set up in OMNI and should apply to
this invoice, enter the Standard Note ID as shown in OMNI.
CHARGE_TO_DT conditional This is a data that indicates the service date or the service date range, and will appear on the invoice line.
TRANS_TYPE_BI_SEQ 1 Enter this value. ACCT_ENTRY_TYPE RR Required. BUSINESS_UNIT AUX01 Required. DST_ID conditional Leave blank or enter information here according to your
business processes for the use of Distribution Codes. AMOUNT conditional This should be equal to the amount of the bill line. PERCENTAGE 100 Required. ACCOUNT conditional Enter the revenue account code appropriate for the
billing activity here (should begin with 6 and be a 6-digit number; must match an appropriate revenue account code in OMNI).
DEPTID conditional Enter the billing department ID for the department earning the revenue (a 6-digit number; must match appropriate department ID in OMNI).
FUND_CODE conditional Enter the billing fund code for the department earning the revenue (a 3-digit number; must match an appropriate fund code in OMNI and be set up as a valid combo).
Office of the Controller 11 Rev. October 2017 Questions? Contact: [email protected]
CHARTFIELD1 conditional If the billing area uses optional chartfields, enter here as appropriate.
CHARTFIELD2 conditional If the billing area uses optional chartfields, enter here as appropriate.
CHARTFIELD3 conditional If the billing area uses optional chartfields, enter here as appropriate.
TEXT254 conditional If adding custom notes for invoice lines, enter text here (up to 254 characters).
2. Check for common errors before proceeding. See the section below on this topic. 3. When your data has been reviewed, in the upload spreadsheet, click “Generate XML”.
a. IMPORTANT: Do not select “Generate XML & Post.”
4. Click OK
5. Set a destination and name for your export file. 6. Click Save. 7. Navigate to Main Menu > Billing > FSU Custom > Billing Spreadsheet Upload
Office of the Controller 12 Rev. October 2017 Questions? Contact: [email protected]
Main Menu > Billing > FSU Custom > Billing Spreadsheet Upload
Office of the Controller 13 Rev. October 2017 Questions? Contact: [email protected]
8. Click Search
9. Select your Run Control ID (or add a new one, if this is your first time performing this task). 10. Click Add
Office of the Controller 14 Rev. October 2017 Questions? Contact: [email protected]
11. Click Browse
12. Locate your upload file on your computer. 13. Click Upload
14. Click Run
Office of the Controller 15 Rev. October 2017 Questions? Contact: [email protected]
15. Click OK
16. To monitor the status of the upload, click on the “Process Monitor” URL
17. Periodically click the Refresh button until the run status says “Success”.
a. Important: If the process does not run to success, refer to the section on Managing Errors. If you have questions after consulting with your manager, contact Auxiliary Accounting.
Office of the Controller 16 Rev. October 2017 Questions? Contact: [email protected]
18. Locate your Interface ID and review the Message Log. This is on the Message Log. Click “Details” in the Process Monitor Process List to find the Message Log.
19. IMPORTANT: Proceed to run the Billing Interface Process as described in a separate section of this document.
Office of the Controller 17 Rev. October 2017 Questions? Contact: [email protected]
Upload Bill Data: FSU Custom Billing Template 1. Retrieve the FSU Custom Billing Upload template from the Controller’s Office Auxiliary
Accounting Forms website. • Download and save the file to your workstation.
2. Retrieve the billing source data from your sales staff, lab manager, facility manager, or contracts manager, or other records as appropriate for your auxiliary.
• Save the file(s) to your auxiliary’s preferred location for billing source records. 3. Follow the steps shown on the Instructions tab of the FSU Custom Billing Upload workbook:
1) Pull query FSU_CTRL_AUX_CUST and copy to the CUST tab under the column headings (hint: use shortcut ctl+shift+End). Ensure formula in column BC extends through all rows.
a. Formula in column BC: =IF ($A2=””,””,$B2)
Office of the Controller 18 Rev. October 2017 Questions? Contact: [email protected]
2) Pull query FSU_AUX_PO_DTL for your vendors only and copy to PO tab under the column headings. (hint: use shortcut ctl+shift+End)
a. Prompts should be for all buying departments selecting your vendor; for an example, see below screenshot.
3) Ensure formulae in columns AC, AD, and AE extend through all rows. a. Formula in column AC: =CONCATENATE($A2,$C2) b. Formula in column AD: =$O2
Office of the Controller 19 Rev. October 2017 Questions? Contact: [email protected]
c. Formula in column AE: =IF(LEFT($P2,1)="5",$P2,"")
4) Populate the “All Billing Data Entry Tab.”
Office of the Controller 20 Rev. October 2017 Questions? Contact: [email protected]
a. If your Sales/Contract/Lab/Facility managers provide information to you using the billing workbook provided separately, you may copy columns shaded in green directly from their workbook. Otherwise, manually enter the data from sales records.
b. Enter information for the columns shaded in yellow. • This is your contact and address sequence number as well as accounting
information including optional chartfields. • To find the right address/contact sequence number, refer back to the CUST
tab and review the contact information. • Enter the revenue Dept ID, fund code, account, and optional chartfields
appropriate for the charge (for the selling auxiliary). Ensure you consider whether the charge is internal or external before choosing a revenue account code.
Office of the Controller 21 Rev. October 2017 Questions? Contact: [email protected]
c. Review any cells that are shaded in red. These may be errors requiring your attention to correct. Review all cells before proceeding.
d. Review all information for accuracy and save. Send to a reviewer if needed to validate/approve billable activity before proceeding to the next step.
HELPFUL TIPS: populating the FSU Custom Billing Template – All Bill Data Entry tab: Use the information within each cell header to give you more information about what to do.
These descriptions give helpful tips and information
Office of the Controller 22 Rev. October 2017 Questions? Contact: [email protected]
Some data pulls from the “Values” tab and is restricted to minimize data entry error.
For example, see column B: Billing Specialist.
Follow the key to understand how to populate each cell.
- Note the key at the top of the page. - Cells with Asterisks (*) are required.
Some cells are locked and you will not be able to edit these values. Some cells provide specific warning messages as they are restricted to certain values or text lengths to assist you in avoiding errors.
Office of the Controller 23 Rev. October 2017 Questions? Contact: [email protected]
A red cell doesn’t necessarily mean an error, but it should be reviewed. For example, these cells are shaded red because there is no PO. This is okay because it is an external customer, and we don’t require external customers to have PO’s at FSU as of today.
5) Ensure there are no commas in your file. a. On the “All Billing Data Entry” tab, select “Control+F” and enter the comma symbol
(,) to find any commas. b. Replace any commas with another valid punctuation mark (such as a “-“ dash).
• IMPORTANT: if you use find and replace, only select the columns you need to correct and be sure to search only in values. Otherwise, you’ll replace commas within formulae needed to complete your billing spreadsheet.
• The most common columns where commas will be found are the IDENTIFIER, DESCR, and TEXT254 columns.
Office of the Controller 24 Rev. October 2017 Questions? Contact: [email protected]
6) Verify that the data is in the correct format. a. On the “All Billing Data Entry” tab, verify that the CHARGE_TO_DT data is in the
format YYYY-MM-DD. Correct if needed.
Office of the Controller 25 Rev. October 2017 Questions? Contact: [email protected]
To Correct: Select the entire column contents and then go to the Number area in the ribbon. Select the drop down navigation and then select “More Number Formats.”
Office of the Controller 26 Rev. October 2017 Questions? Contact: [email protected]
Select the “Custom” category and then type in the box ‘YYYY-MM-DD.’ Select OK.
Office of the Controller 27 Rev. October 2017 Questions? Contact: [email protected]
b. Verify that the PO_REF data is formatted as text and that the three leading zeroes on the PO ID’s are preserved.
If they are not preserved, use a formula in another workbook to re-insert the leading zeroes and then copy and paste back in place, being sure not to sort or filter any information in the meantime.
To re-insert leading zeroes, copy the PO information to another workbook. Then, enter a formula (= “000&<select cell>” to the right of the PO’s, copy it all the way through the data, then copy the PO’s back as values over the previous information in the All Bill Data Entry tab.
Office of the Controller 28 Rev. October 2017 Questions? Contact: [email protected]
c. Check your work. d. Save.
7) Remove blank NOTE lines (this step only applies if you are using the TEXT254 column for long notes):
a. On the NOTE tab, delete any rows where the note content is blank. Be sure you only delete blank rows. Check that the total number of rows matches the number of rows on the “All Bill Data Entry” tab.
b. Repeat this step on the NOTELNK tab. Delete any rows containing “REF” errors. c. This step is not required if all bill lines have a note.
Office of the Controller 29 Rev. October 2017 Questions? Contact: [email protected]
8) Convert the files to CSV for upload. a. Right click on the ‘LN-Line Data” tab, and select “Move or Copy.” Select the “Create
a Copy” checkbox and then choose the dropdown “(new book)”. A new book will appear. Save the book to your local billing folder as a csv (comma separated value) file.
• Ignore the warning message regarding lost functionality; this is normal.
Office of the Controller 30 Rev. October 2017 Questions? Contact: [email protected]
9) Repeat step 7 for the “AH-Accounting” tab. Repeat for the “NOTELNK” and “NOTE” tabs if using the TEXT254 tab for long notes only. Close the files.
10) When all required files have been saved, right click the files to preview them in Notepad or similar software (DO NOT OPEN IN EXCEL!) to review the data.
a. Verify that the data is in the correct format (especially dates, PO’s, and department ID’s).
b. Delete any blank rows containing just commas at the bottom of the file. Note: YOU MUST DELETE THESE BLANK ROWS for each file.
Reminder: DO NOT OPEN the
csv files in Excel!
Office of the Controller 31 Rev. October 2017 Questions? Contact: [email protected]
Office of the Controller 32 Rev. October 2017 Questions? Contact: [email protected]
Office of the Controller 33 Rev. October 2017 Questions? Contact: [email protected]
IF YOU ACCIDENTALLY OPEN IN EXCEL: Delete the csv files and begin again at step 7 because opening in Excel will remove leading zeroes and change date formats, causing upload errors.
11) Proceed to upload and interface the bills. 12) To upload the bills, navigate to OMNI’s FSU Custom Billing Upload page:
Main Menu > Billing > FSU Custom > FSU Billing Interface Upload
a) Search for and select your Run Control (or create your Run Control if you have not done so previously)
b) Select Delimiter type = Comma and add your files by navigating to the files and selecting them (follow the prompts). Repeat for all required files.
a. Ensure you add all 4 files if you are using the Text254 column. Otherwise, you can just add the AH and LN files.
b. The order does not matter.
Office of the Controller 34 Rev. October 2017 Questions? Contact: [email protected]
c. When finished, select “Run” and then “OK.”
Office of the Controller 35 Rev. October 2017 Questions? Contact: [email protected]
d. Monitor results by checking Process Monitor. e. When finished, retrieve billing interface ID and note it for the next step.
i. Select the “Details” link. Select “View Log/Trace.” Select “FSU_Billing_Interface_(numbers).Log). View the Interface ID at the top of the page.
ii. Ensure your browser’s popup blocker is disabled.
Office of the Controller 36 Rev. October 2017 Questions? Contact: [email protected]
Office of the Controller 37 Rev. October 2017 Questions? Contact: [email protected]
13) To interface the bills, follow the steps outlined in the next section of this guide. You will need your interface ID, so take note.
14) If you encounter errors, correct the files and re-upload. See “Common Errors on Uploads” section for more information.
a. If your upload runs to “No Success,” follow these steps to identify the issue. b. Click on the “Details” link next to your unsuccessful upload process in Process
Monitor:
c. Click the “View Log/Trace” link on the Process Detail page:
Office of the Controller 38 Rev. October 2017 Questions? Contact: [email protected]
d. Click on the FSU_Billing_Interface(numbers).Log file
Office of the Controller 39 Rev. October 2017 Questions? Contact: [email protected]
e. Scroll through the message to see what the file reveals about the error. Where the message is located will depend on the error.
• In this example, the error was the blank rows at the bottom of the csv file. • If you are unsure how to interpret the error message, check your original
files against the instructions. Review the Common Errors on Uploads section below.
• If you are stuck, contact Auxiliary Accounting staff by phone or email [email protected].
Office of the Controller 40 Rev. October 2017 Questions? Contact: [email protected]
Run Billing Interface Process Uploading the data using the Spreadsheet Upload/FSU Custom Billing Template or processing Contracts billing loads the data to the interface tables. Now, you must run the Billing Interface Process. This section outlines how to complete this task. This process is the same regardless of the source of the data (Contracts, Spreadsheet Upload for Billing, or FSU Billing Interface).
1. Navigate to Billing > Interface Transactions > Process Billing Interface.
Billing > Interface Transactions > Process Billing Interface
2. Select your Run Control ID (or, if this is your first time completing this task, add a new Run Control).
3. Select your Interface ID a. You can find the interface ID in the details of the FSU_BI_UPLD process you ran
previously. b. You can also select it manually
Office of the Controller 41 Rev. October 2017 Questions? Contact: [email protected]
c. Usually your interface ID will be the highest value, but you should verify this.
4. Click Run
Office of the Controller 42 Rev. October 2017 Questions? Contact: [email protected]
5. Check the “Billing Interface” box
6. Click OK 7. You can monitor the progress of the billing interface process by clicking on the Process Monitor
hyperlink
8. Click the refresh button periodically until the Run Status says “Success.” Review the details and
the Message Log to validate that there were no errors.
Office of the Controller 43 Rev. October 2017 Questions? Contact: [email protected]
a. IMPORTANT: If there are errors, proceed to the “Reviewing & Correcting Errors” section of this document. To know if there are errors, review the Message Log:
i. Select the “Details” link to the right of your process:
ii. Select “Message Log” on the Process Detail page
iii. Review the Message. In this example, there are 18 errors needing correction.
Office of the Controller 44 Rev. October 2017 Questions? Contact: [email protected]
9. If your interface processed without errors, your billing lines have been created. You may validate this and check your work by following the steps outlined in the section “Reviewing Uploaded/Interfaced Data.” You can proceed to validate your work ahead of the invoicing processes that remain for these bills.
Reviewing & Correcting Errors This section outlines how to correct errors
1. If either Upload Bill Data process fails, you should attempt to simply re-upload after validating your file and troubleshooting the issue.
2. If you encounter errors after the Billing Interface Process, proceed as follows: a. Navigate to Billing > Interface Transactions > Correct Interface Errors. Enter the Interface
ID. Select “Search.”
Office of the Controller 45 Rev. October 2017 Questions? Contact: [email protected]
b. If a list appears, select the first line. You will be brought to the PS_INTFC_BI tab for the item.
i. Review the “LoadStatus” area for the error. In this example, the error code tells us that the customer ID is invalid.
1. For a complete list of error descriptions, you may visit this link: https://docs.oracle.com/cd/E16365_01/fscm91pbr0/eng/psbooks/sbil/chapter.htm?File=sbil/htm/sbil12.htm .
c. Locate the field that needs to be corrected, and then correct the error. Scroll to the bottom of the page, and save your work.
i. IMPORTANT: If your error is an accounting issue, you’ll need to select the PS_INTFC_BI_AEDS tab to find the field(s) to correct.
Office of the Controller 46 Rev. October 2017 Questions? Contact: [email protected]
ii. IMPORTANT: If there are many errors with your bill line, you may choose to delete the entire line by selecting the trashcan icon in the upper portion of the screen. Be aware that this means you will need to create the line again through a new Upload or via manual entry, so keep track of what is deleted.
d. Repeat until all errors are corrected. e. Reprocess the interface(s) by following the steps outlined in the “Run Billing Interface
Process.” f. Repeat if needed and more errors are present.
Office of the Controller 47 Rev. October 2017 Questions? Contact: [email protected]
Common Errors on Uploads There are several error types that seem to show up most often on uploads. Check for these before contacting your manager or Auxiliary Accounting staff for assistance.
Common Errors Found During Upload:
Common Errors Found at Interfacing:
Formatting Issues
Date formatting errors (should
always be YYYY-MM-DD)
Blank lines at bottom of csv file were not deleted
Did not remove commas in file
before converting to csv
Interface line numbers don't
match up
Missing Required Fields
Review for required fields
Review for invalid data on required
fields (e.g, #N/A for temporary bill flag)
Review for blank rows
Missing Required File
Ensure all required files are uploaded
Typos & Basic Errors
Check all fields for same length
Watch for spaces before or after
your data
Math errors
Invalid Data
Customer ID's (e.g, #n/a)
Optional CF 1, 2, 3 not in OMNI
Invalid combos
Other invalid data not accepted by
OMNI
Formatting Issues
Lines not matched up due to a
sort/filter error
Copy & Paste mistakes
Missing Required Fields
Review for required fields
Office of the Controller 48 Rev. October 2017 Questions? Contact: [email protected]
What could go wrong that the Upload & the Interface won’t reveal?
Reviewing Uploaded/Interfaced Data
• To review items on the billing interface table, view query FSU_AUX_INTFC_BI. This is prompted by interface ID, and the interface ID is required.
• To review interfaced bills for accuracy, use a billing query such as FSU_AUX_BILL_NOT_INV and filter by date added and bill source to find bills you just created.
END
Items we focus on later during Pre-AP Check
• Missing leading zeroes on PO’s • Invalid PO’s • Etc.
Erroneous charges; e.g, you just charged the wrong customer or the wrong amount or duplicated a line on your upload
Uploaded wrong file (validate against source data after upload!)
Uploaded file twice (validate against source data after upload!)