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Sunflower Project AP Interfaces April 21, 2009 Sunflower Project AP Interfaces April 21, 2009

Welcome & Introductions • Dean Arzoian – SMART Technical Team Manager • Bruce Myers Welcome & Introductions • Dean Arzoian – SMART Technical Team Manager • Bruce Myers – SMART Technical Team Manager, Accenture • Ed Payne – SMART Interface and Data Conversion Coordinator • Kurt Meisner – Interfaces Lead, Accenture • Nate Hill – Data Conversion Coordinator, Accenture • Jo Ann Remp – Accounts Payable, State • Shawn Miller -- Accounts Payable, Accenture Copyright © 2009 Accenture All Rights Reserved. 2

Interfacing with SMART System and Interfaces Overview Accounts Payable – State Agency and Regent Interfacing with SMART System and Interfaces Overview Accounts Payable – State Agency and Regent Interfaces Vendor Download (INF 01) Daily outbound extract of vendor information used for voucher processing. Voucher Load(INF 02) Daily inbound voucher load to generate payment vouchers. Payment Information (INF 03) Daily outbound payment information for warrants generated in SMART Copyright © 2009 Accenture All Rights Reserved. 3

Interfacing with SMART INF 01 – Vendor Download • • Daily outbound vendor file Interfacing with SMART INF 01 – Vendor Download • • Daily outbound vendor file for loading data into external systems Agencies interfacing vouchers will need to provide valid SMART vendor information on their payment vouchers Copyright © 2009 Accenture All Rights Reserved. 4

Interfacing with SMART Vendors • • • Regular Vendor – Interfaces with the SMART Interfacing with SMART Vendors • • • Regular Vendor – Interfaces with the SMART system on a regular basis and has their information maintained in the SMART vendor tables One Time Vendor – Interfaces with the SMART system only once. Their information is maintained in the SMART system but their effective status is set to “I”, Inactive, after one voucher has been interfaced Single Payment Vendor – Interfaces with the SMART system but does not have their information maintained in the SMART system Copyright © 2009 Accenture All Rights Reserved. 5

Interfacing with SMART INF 01 Vendor Header Record Layout SMART Field Name Description Processing Interfacing with SMART INF 01 Vendor Header Record Layout SMART Field Name Description Processing Information Sample Value ROWID Used to specify the row type This is a method to separate the multiple row types within the interface file. “ 001” = (Fixed header value) SETID Used to group vendors, all vendors will belong to one global SETID This is an identifier used for configuration of the vendors in SMART. “SOKID” = (State of Kansas ID) VENDOR_ID The People. Soft Vendor number This will be the identifier used to track vendors in SMART. “ 000001” VENDOR_NAME_SHORT Vendor Short Name A short vendor name that can be used to sort on the add update page in SMART. First ten characters of the vendor name plus +001. “Corporate -001” NAME 1 Vendor Name This is the name of the vendor that will be maintained in SMART and referenced on payment vouchers. “Corporate Express” NAME 2 Additional Vendor Name This provides additional name information for the vendor if the Name 1 field is not sufficient Medicaid provider number will be listed here. “ 100497860 B” Copyright © 2009 Accenture All Rights Reserved. 6

Interfacing with SMART INF 01 Vendor Header Record Layout (cont) SMART Field Name Description Interfacing with SMART INF 01 Vendor Header Record Layout (cont) SMART Field Name Description Processing Information Sample Value VENDOR_STATUS Status of the vendor in the SMART system VNDR_STATUS_PO Determines whether a vendor can be used for Payment vouchers in SMART can reference purchasing a previously established encumbrance. If a vendor can perform this action, it will be noted here. “Y” = (Yes) ENTERED_BY The OPRID that modified the vendor information This will track which individual has made the most recent updates to a vendor. “bjones” CREATED_DTTM Created Date This shows when the vendor was created in SMART. Payment vouchers can not reference a vendor who was created after the voucher. “ 2009 -04 -20 14: 30: 000” CREATED_BY_USER The OPRID that created the vendor record Vendors will go through a central approval process and this will allow identification of who created this vendor. “rsmith” Copyright © 2009 Accenture All Rights Reserved. This is the vendor status in the SMART system. All vendors entering the SMART system will be unapproved. “A” = (Approved) 7

Interfacing with SMART INF 01 Vendor Header Record Layout (cont) SMART Field Name Description Interfacing with SMART INF 01 Vendor Header Record Layout (cont) SMART Field Name Description Processing Information Sample Value LAST_MODIFIED_DATE Last Modified Date This is the last time a vendor has been updated. It is important to know if and when your vendor was updated so that you can analyze changes to the vendor. “ 2009 -04 -20” OLD_VENDOR_ID Old Vendor ID This is the STARS vendor ID field and will serve as a crosswalk for you to identify the new SMART vendor ID’s for your vendor. “ 123456789” DEFAULT_LOC Default location for Payable and Procurement The default location will serve as the primary options. Vendors can only have one default location in which payment will be sent. location, but many locations to conduct business. Copyright © 2009 Accenture All Rights Reserved. “ 000001” 8

Interfacing with SMART INF 01 Vendor ID Numbers Record Layout SMART Field Name Description Interfacing with SMART INF 01 Vendor ID Numbers Record Layout SMART Field Name Description Processing Information Sample Value ROWID Used to specify the row type This is a method to separate the multiple row types within the interface file. “ 002” = (Fixed value for the Vendor ID Numbers record) SETID This is an identifier used for configuration of the vendors in SMART. “SOKID” = (State of Kansas ID) VENDOR_ID Vendor Number This will be the identifier used to track vendors in SMART. “ 000001” STD_ID_NUM_QUAL Standard ID Qualifier Indicates whether a vendor has transmitted a W 9 form to the agency. “W 9” STD_ID_NUM ID Number Date the W 9 form was transmitted. “ 2009 -04 -20” Copyright © 2009 Accenture All Rights Reserved. 9

Interfacing with SMART INF 01 Vendor Government Certificate Record SMART Field Description Processing Information Interfacing with SMART INF 01 Vendor Government Certificate Record SMART Field Description Processing Information Sample Layout Name Value ROWID Used to specify the row type This is a method to separate the multiple row types within the interface file. “ 003” = (Fixed value for Government Certificate Record) SETID This is an identifier used for configuration of the vendors in SMART. “SOKID” = (State of Kansas ID) VENDOR_ID Vendor This will be the identifier used to track vendors in SMART. “ 000001” CERTIF_SOURCE Certification Source of certification being bestowed upon a vendor. “Federal” GOV_CLASS Government Classification This field will be used for classifying vendors. This field is not being used in SMART. “ “ EFFDT Effective Date The date the certification is effective in the system. “ 2009 -04 -20” Copyright © 2009 Accenture All Rights Reserved. 10

Interfacing with SMART INF 01 Vendor Government Certificate Record Layout (cont) SMART Field Name Interfacing with SMART INF 01 Vendor Government Certificate Record Layout (cont) SMART Field Name Description Processing Information Sample Value GOV_CERTIF_NBR Certification Number The identifying number for the certification. “ 000001” CERTIFICATE_EXP_DT Certification Expiration The date when the certification expires and is no longer valid. “ 2009 -04 -20” CERTIFICATE_BEG_DT Certification Begin Date The date when the certification is in effect. “ 2009 -04 -20” Copyright © 2009 Accenture All Rights Reserved. 11

Interfacing with SMART INF 01 Vendor Report Element Record Layout SMART Field Name Description Interfacing with SMART INF 01 Vendor Report Element Record Layout SMART Field Name Description Processing Information Sample Value ROWID Used to specify the row type This is a method to separate the multiple row types within the interface file. 004” = (Fixed value for the Vendor Report Element record) SETID This is an identifier used for configuration of the vendors in SMART. “SOKID” = (State of Kansas ID) VENDOR_ID Vendor This will be the identifier used to track vendors in SMART. “ 000001” VNDR_TYPE Type of Vendor Classification used to identify which type a vendor is. “F” = (Hospital) Copyright © 2009 Accenture All Rights Reserved. 12

Interfacing with SMART INF 01 Vendor Address Record Layout SMART Field Name Description Processing Interfacing with SMART INF 01 Vendor Address Record Layout SMART Field Name Description Processing Information Sample Value ROWID Used to specify the row type This is a method to separate the multiple row types within the interface file. “ 005” = (Fixed value for the Vendor Address record) SETID This is an identifier used for configuration of the vendors in SMART. “SOKID” = (State of Kansas ID) VENDOR_ID Vendor This will be the identifier used to track vendors in SMART. “ 000001” ADDRESS_SEQ_NUM Address Sequence Number Address that you want placed on a procurement document. A vendor can have multiple address sequence numbers. “ 001” EFFDT Effective Date The date in which the address was activated or inactivated. “ 2009 -04 -20” EFF_STATUS Effective Status A-Active I-Inactive The status for the vendor address to identify if a payment can be sent to that address. “A” = (Active) Copyright © 2009 Accenture All Rights Reserved. 13

Interfacing with SMART INF 01 Vendor Address Record Layout (cont) SMART Field Name Description Interfacing with SMART INF 01 Vendor Address Record Layout (cont) SMART Field Name Description Processing Information Sample Value NAME 1 Vendor name that prints on payments generated in SMART. This is the name for which the warrant will be “Corporate Express” printed. 1099 will still go to the name listed on the header record. EMAILID Email ID The email ID for the vendor. “[email protected] ds. gov ” COUNTRY Country The country in which the vendor is located. “USA” ADDRESS 1 Address 1 The address for the vendor where the payment will be sent. “ 1234 Topeka Blvd” ADDRESS 2 Address 2 This is an overflow field if the vendor address exceeds the field length of Address 1. “ “ ADDRESS 3 Address 3 This is an overflow field if the vendor address exceeds the field length of Address 2. “ “ Copyright © 2009 Accenture All Rights Reserved. 14

Interfacing with SMART INF 01 Vendor Address Record Layout (cont) SMART Field Name Description Interfacing with SMART INF 01 Vendor Address Record Layout (cont) SMART Field Name Description Processing Information Sample Value ADDRESS 4 Address field used foreign addresses. Dependent on Country. CITY City The vendor city. “Topeka” STATE State The state for the vendors address. “KS” POSTAL Postal The postal code. “ 66612” Copyright © 2009 Accenture All Rights Reserved. 15

Interfacing with SMART INF 01 Vendor Address Phone Record Layout SMART Field Name Description Interfacing with SMART INF 01 Vendor Address Phone Record Layout SMART Field Name Description Processing Information Sample Value ROWID Used to specify the row type This is a method to separate the multiple row types within the interface file. “ 006” = (Fixed value for the Vendor Address Phone record) SETID This is an identifier used for configuration of the vendors in SMART. “SOKID” = (State of Kansas ID) VENDOR_ID Vendor This will be the identifier used to track vendors in SMART. “ 000001” ADDRESS_SEQ_NUM Address Sequence Number Address that you want placed on a procurement document. A vendor can have multiple address sequence numbers. “ 001” EFFDT Effective Date The date in which the address was activated or inactivated. “ 2009 -04 -20” PHONE_TYPE Phone Type What type of phone number is associated with this address. “FAX” Copyright © 2009 Accenture All Rights Reserved. 16

Interfacing with SMART INF 01 Vendor Address Phone Record Layout (cont) SMART Field Name Interfacing with SMART INF 01 Vendor Address Phone Record Layout (cont) SMART Field Name Description Processing Information Sample Value COUNTRY_CODE International Dialing Prefix The country in which the phone number is located in if outside of the US. “ 031” PHONE Telephone The main phone number for the vendor. “ 123 -456 -7890” EXTENSION Phone Extension The phone number extension for the vendor. “ 25” Copyright © 2009 Accenture All Rights Reserved. 17

Interfacing with SMART INF 01 Vendor Location Record Layout SMART Field Name Description Processing Interfacing with SMART INF 01 Vendor Location Record Layout SMART Field Name Description Processing Information Sample Value ROWID Used to specify the row type This is a method to separate the multiple row types within the interface file. “ 007” = (Fixed value for the Vendor Location record) SETID This is an identifier used for configuration of the vendors in SMART. “SOKID” = (State of Kansas ID) VENDOR_ID Vendor This will be the identifier used to track vendors in SMART. “ 000001” VNDR_LOC Vendor Location Grouping of vendor addresses under a single location. One default location must be provided for all vendors. “ 000001” EFFDT Effective Date The date that the location was active or inactive. “ 2009 -04 -20” EFF_STATUS Effective Status A-Active I-Inactive The status of the vendor location. A address can still be referenced even if a location has been inactivated. “A” = (Active) Copyright © 2009 Accenture All Rights Reserved. 18

Interfacing with SMART INF 01 Vendor Location Record Layout (cont) SMART Field Name Description Interfacing with SMART INF 01 Vendor Location Record Layout (cont) SMART Field Name Description Processing Information Sample Value PYMNT_TERMS_CD Payment Terms ID The time frame in which the vendor wants to “Net 30” = Due in be paid. This field will default if not specified 30 days on the vendor. REMIT_ADDR_SEQ_NUM Remitting Address determines where payments will be sent. Warrants issued for the vendor will be sent to this address. DESCR Location Description - from the VNDR_LOC_SCROL record. This is a description of the location of vendor. “San Francisco delivery plant ” Copyright © 2009 Accenture All Rights Reserved. “ 001” 19

Interfacing with SMART INF 01 Vendor Pay Record Layout SMART Field Name Description Processing Interfacing with SMART INF 01 Vendor Pay Record Layout SMART Field Name Description Processing Information Sample Value ROWID Used to specify the row type This is a method to separate the multiple row types within the interface file. “ 008” = (Fixed value for the Vendor Pay record) SETID This is an identifier used for configuration of the vendors in SMART. “SOKID” = (State of Kansas ID) VENDOR_ID Vendor This will be the identifier used to track vendors in SMART. “ 000001” VNDR_LOC Vendor Location Grouping of vendor addresses under a single location. One default location must be provided for all vendors. “ 000001” EFFDT Effective Date The effective date of the location the payment will be transmitted to. “ 2009 -04 -20” SEQ_NUM Sequence The address sequence number of the location the payment will be sent to. “ 001” Copyright © 2009 Accenture All Rights Reserved. 20

Interfacing with SMART INF 01 Vendor Pay Record Layout (cont) SMART Field Name Description Interfacing with SMART INF 01 Vendor Pay Record Layout (cont) SMART Field Name Description Processing Information Sample Value EFF_STATUS Effective Status A-Active I-Inactive The effective status of the payment location “A” = (Active) PYMNT_METHOD Pay Method This indicates how the payment will be issued “CHK” PYMNT_HOLD Hold Payment This indicates whether a vendor has been placed on hold and can not process payment voucher “Y” = (Yes) Copyright © 2009 Accenture All Rights Reserved. 21

Interfacing with SMART INF 02 – Voucher Load • • Agencies will transmit their Interfacing with SMART INF 02 – Voucher Load • • Agencies will transmit their payment vouchers to SMART Payment vouchers will be approved, budget checked, posted and paid The setoff process will analyze vouchers to determine if they are eligible for setoff Payment vouchers can be placed On Hold Copyright © 2009 Accenture All Rights Reserved. 22

Interfacing with SMART INF 02 Voucher Header Record Layout SMART Field Name Description Processing Interfacing with SMART INF 02 Voucher Header Record Layout SMART Field Name Description Processing Information Sample Value ROW_ID This identifies the voucher header within the file. This is a method to separate the multiple row types within the interface file “ 001” = (Fixed value for the Voucher Header record) BUSINESS_UNIT Each agency will have their own valid business unit. This is the identifier used to differentiate from which agency the payment voucher originated from. “ 00000” This field will allow agencies to relate the voucher to another voucher. This would be used in the case of making an adjustment to a voucher or in the case of setoff, relating the credit memo to the original voucher. “ 00000001” VOUCHER_ID_RELATED This field stores an 8 digit related voucher number INVOICE_ID This field will contain a unique Vendor Invoice This is to identify the invoice the payment Number. voucher was created for. “Invoice 1234” INVOICE_DT This field will contain the Vendor Invoice date. This will help determine when your payment voucher is selected for payment. It will be used in conjunction with the payment terms, it is the basis for calculating the Scheduled Pay Date, which is the date the voucher will get picked up for payment. “ 2009 -04 -20” VENDOR_SETID Agencies will use the Set. ID for the centrally maintained vendor database. “SOKID” = (State of Kansas ID) Copyright © 2009 Accenture All Rights Reserved. This is an identifier used for configuration of the vendors in SMART 23

Interfacing with SMART INF 02 Voucher Header Record Layout (cont) SMART Field Name Description Interfacing with SMART INF 02 Voucher Header Record Layout (cont) SMART Field Name Description Processing Information Sample Value VENDOR_ID This field will contain a valid People. Soft Vendor ID for the Vendor Set. ID provided above. This will be the identifier used to track vendors in SMART. “ 000001” VNDR_LOC This field will contain a valid People. Soft Vendor Location for the Vendor ID provided above. Grouping of vendor addresses under a single location. One default location must be provided for all vendors. “ 000001” ADDRESS_SEQ_NUM This field will contain a valid People. Soft Address that you want placed on a Invoicing Vendor Address Sequence Number procurement document. A vendor can have for the Vendor ID provided above. multiple address sequence numbers. “ 001” ORIGIN This specifies the approval process that a payment voucher must go through. This value will be specific to each agency and can be hard coded. “ 001” OPRID People. Soft Operator ID This will be the People. Soft ID of the user entering the voucher. If interfacing a voucher, you will populate with a specified value. “Batch” = (Voucher entered through batch process) ACCOUNTING_DT This field will contain the current date. This is the current date that payment voucher is created on. “ 2009 -04 -20” Copyright © 2009 Accenture All Rights Reserved. 24

Interfacing with SMART INF 02 Voucher Header Record Layout (cont) SMART Field Name Description Interfacing with SMART INF 02 Voucher Header Record Layout (cont) SMART Field Name Description Processing Information Sample Value GROSS_AMT This field will contain the Gross Amount of the This is the total amount for which the Voucher/Vendor invoice. payment voucher is being created. “$221. 010” PYMNT_TERMS_CD These are used to schedule payments for The time frame in which the vendor wants to invoices and to calculate amounts remitted to be paid. In conjunction with the Invoice vendors. Date, it is used to calculate the Scheduled Pay Date, which is the date the voucher will get picked up for payment. This field will default if not specified. “Net 30” = (Due in 30 days) DESCR 254_MIXED Description of voucher. This is a free form field where you can include descriptive information about the voucher. “This is a payment voucher to Corporate Express on April 20 th” This will establish which address the payment voucher will be sent to. “ 001” This field will be left blank if there is no Purchase Order associated with the Voucher to be created. “P” = (Purchase Order) REMIT_ADDR_SEQ_NUM This field will contain a valid People. Soft Vendor Remitting Address Sequence Number for the Vendor ID provided above. VCHR_BLD_CODE This field will indicate whether a payment voucher is associated with a previously created encumbrance. Copyright © 2009 Accenture All Rights Reserved. 25

Interfacing with SMART INF 02 Voucher Header Record Layout (cont) SMART Field Name Description Interfacing with SMART INF 02 Voucher Header Record Layout (cont) SMART Field Name Description Processing Information Sample Value This field may contain a free-form payment This will contain information on what purpose “Office Chairs” message. This field will appear on the check the payment voucher was created for. stub. The field will be displayed on the ACH and Check Remittance files “CM” = Central PYMNT_HANDLING_CD Criteria to sort payments This will indicate how the payment voucher Mail should be sorted. PYMNT_MESSAGE PYMNT_HOLD Flag used to see if payment is on hold. “Y” = (Yes) This indicates whether a vendor has been placed on hold and can not process payment voucher. If the payment needs to be placed on a Hold Status, then populate the field with 'Y'. PYMNT_HOLD_REASON Reason for payment hold This will specify why a payment will be placed on. “ACC” = (Accounting in Dispute” USER_VCHR_DATE This field will contain the Last Receipt Date that will be sent by the agencies This will contain a date less than or equal to the current date. “ 2009 -04 -20” MESSAGE_CD This field may contain a valid Payment Message Code Agencies will provide their own message codes to help identify the payment vouchers in SMART. “ABC 123” Copyright © 2009 Accenture All Rights Reserved. 26

Interfacing with SMART INF 02 Voucher Header Record Layout (cont) SMART Field Name Description Interfacing with SMART INF 02 Voucher Header Record Layout (cont) SMART Field Name Description Processing Information Sample Value SCHEDULED_PAY_DT Scheduled to Pay Date-This field may contain This is the date that a payment voucher is a valid Scheduled Due Date selected for payment. However, this field can be blank and the payment Scheduled Due Date will be calculated by the Voucher Build Process based on vendor payment terms. “ 2009 -04 -20” VOUCHER_STYLE This is used to indicate the voucher style of the payment voucher. All regular vouchers the field should be populated with 'REG'. If a voucher is identified as 'SGLP' (Single Pay), a '003' Row Is REQUIRED. “REG” = (Regular) DSCNT_AMT Discount Amount This field allows for tracking of a discount associated with a payment voucher. Not currently used FREIGHT_AMT Freight Amount This field allows for tracking of freight charges associated with a payment voucher. Not currently used MISC_AMT Miscellaneous Charge Amount This field allows for tracking of miscellaneous charges associated with a payment voucher. Not currently used VOUCHER_ID Voucher ID This will indicate the number assigned to the payment voucher to track it in SMART. “ 00000001” Copyright © 2009 Accenture All Rights Reserved. 27

Interfacing with SMART INF 02 Voucher Line Record Layout SMART Field Name Description Processing Interfacing with SMART INF 02 Voucher Line Record Layout SMART Field Name Description Processing Information Sample Value ROW_ID This is the voucher line identifier within the file This is a method to separate the multiple row types within the interface file. “ 002” = (Fixed value for the Voucher Line record) BUSINESS_UNIT This field will have the same value as the Voucher Header business unit. The field will be displayed on the ACH and Check Remittance files This is the identifier used to differentiate from which agency the payment voucher originated from. “ 00001” VOUCHER_ID_RELATED A unique Record ID for each voucher in the input file. This will be the same number as the one found in the Voucher header that the single payment line depends on This field will allow agencies to relate the voucher to another voucher. This would be used in the case of making an adjustment to a voucher or in the case of setoff, relating the credit memo to the original voucher. “ 00000001” VOUCHER_LINE_NUM This field will be provided by the agencies. It will contain a unique, sequential number that will be provided for each voucher line to be created for the voucher/vendor invoice BUSINESS_UNIT_PO This is the business unit associated with the purchase order. This will indicate the individual lines associated with a payment voucher. “ 00001” This field will be left blank if there is no Purchase Order associated with the Voucher to be created. It will be the same PO Business Unit that is found in the Voucher header that the voucher line depends on. “ 00001” Copyright © 2009 Accenture All Rights Reserved. 28

Interfacing with SMART INF 02 Voucher Line Record Layout (cont) SMART Field Name Description Interfacing with SMART INF 02 Voucher Line Record Layout (cont) SMART Field Name Description Processing Information Sample Value “ 000001” PO_ID This is the purchase order ID number This field will be left blank if there is no Purchase Order associated with the voucher to be created. LINE_NBR This is the purchase order line number “ 00001” This field will be left blank if there is no Purchase Order associated with the Voucher to be created. The field will contain a valid Purchase Order Line Number for the Purchase Order ID entered above. SCHED_NBR This is the purchase order schedule number “ 0001” This field will be left blank if there is no Purchase Order associated with the Voucher to be created. This field will contain a valid Purchase Order Schedule Number for the Purchase Order ID and Purchase Order Line Number entered above. DESCR This field will contain a description of the good This is a free form field where you can or service provided include descriptive information about the goods or service. “This is for office chairs” MERCHANDISE_AMT This field will contain the amount of the voucher/ vendor invoice line “ 123. 000” Copyright © 2009 Accenture All Rights Reserved. If the voucher line contains a Line Quantity, Unit of Measure, and Unit Price then the Line Amount must be equal to the product of the Line Quantity and Unit Price. 29

Interfacing with SMART INF 02 Voucher Line Record Layout (cont) SMART Field Name Description Interfacing with SMART INF 02 Voucher Line Record Layout (cont) SMART Field Name Description Processing Information Sample Value ITM_SETID This field will contain the Set. ID of the State is This is an identifier used for configuration of an item is selected from the state item file the vendors in SMART. These values are currently being determined. INV_ITEM_ID The field will contain a valid Item ID “ 0000000 0001” QTY_VCHR This field may contain a quantity of the goods This field will be used to indicate the quantity or services provided by the Vendor of items being referenced on the payment voucher line. “ 1. 000” UNIT_OF_MEASURE This will indicate the unit of measurement that If the line contains a Quantity, then it must is associated with the items on the voucher contain a valid People. Soft Unit of Measure line. Code. “PER” = (Percentage) UNIT_PRICE This will indicate the unit price for each of the If the Line contains a Quantity and Unit of items on the payment voucher line. Measure, then it must contain a Unit Price. “ 123. 00000” Copyright © 2009 Accenture All Rights Reserved. This will be the identifying number for items listed on the voucher line record. 30

Interfacing with SMART INF 02 Voucher Line Record Layout (cont) SMART Field Name Description Interfacing with SMART INF 02 Voucher Line Record Layout (cont) SMART Field Name Description Processing Information Sample Value BUSINESS_UNIT_RECV This is the business unit associated with the receiver. This field will be left blank if there is no receiver associated with the voucher to be created. “ 00001” RECEIVER_ID Receiver ID This field will be left blank if there is no receiver associated with the voucher to be created. “ 000001 “ RECV_LN_NBR Receiver Line Number This field will be left blank if there is no receiver associated with the Voucher to be created. The field will contain a valid Purchase Order Line Number for the Purchase Order ID entered above. “ 00001“ RECV_SHIP_SEQ_NBR Receiver Shipping Sequence “ 001“ This field will be left blank if there is no receiver associated with the Voucher to be created. This field will contain a valid receiver shipping sequence number for the Purchase Order ID and Purchase Order Line Number entered above. BUS_UNIT_RELATED Business Unit Related This field is being reserved for future use and is not currently being used, Copyright © 2009 Accenture All Rights Reserved. “ 00001 “ 31

Interfacing with SMART INF 02 Voucher Line Record Layout (cont) SMART Field Name Description Interfacing with SMART INF 02 Voucher Line Record Layout (cont) SMART Field Name Description Processing Information Sample Value WTHD_SW Withholding Application Indicates that a voucher is 1099 applicable. “Y” SPEEDCHART_KEY Speedchart Key This field will be used to distribute the amounts of a payment voucher to different account strings. “Supplies” WTHD_TYPE Withholding Type The type of 1099 that the voucher is. “ 1099 M” = (Miscellaneous) WTHD_CLASS Withholding Class This is the box on the 1099 which indicates the type of withholding. ''07” = (Non employee compensation) Copyright © 2009 Accenture All Rights Reserved. 32

Interfacing with SMART INF 02 Voucher Distribution Record Layout SMART Field Name ROW_ID Description Interfacing with SMART INF 02 Voucher Distribution Record Layout SMART Field Name ROW_ID Description This is the voucher distribution line identifier within the file BUSINESS_UNIT This field will have the same value as the Voucher Header business unit. The field will be displayed on the ACH and Check Remittance files VOUCHER_ID_RELATED A unique Record ID for each voucher in the input file VOUCHER_LINE_NUM This will indicate the individual lines associated with a payment voucher. Copyright © 2009 Accenture All Rights Reserved. Processing Information Sample Value This is a method to separate the multiple row types within the interface file. “ 002” = (Fixed value for the Voucher Line record) This is the identifier used to differentiate from which agency the payment voucher originated from. “ 00001” This field will allow agencies to relate the voucher to another voucher. This would be used in the case of making an adjustment to a voucher or in the case of setoff, relating the credit memo to the original voucher. “ 00000001” This field will be provided by the agencies. It will contain a unique, sequential number that will be provided for each voucher line to be created for the voucher/vendor invoice. This will be the same number found in the Voucher Line that the distribution line depends on. “ 00001” 33

Interfacing with SMART INF 02 Voucher Distribution Record Layout (cont) SMART Field Name Description Interfacing with SMART INF 02 Voucher Distribution Record Layout (cont) SMART Field Name Description Processing Information Sample Value DISTRIB_LINE_NUM This is used to indicate the distribution records contained in a single voucher line. The distribution lines will contain the accounting information for the voucher line This field will be provided by the agencies. If “ 00001” the agencies want to send multiple distribution lines for a single voucher line then this number needs to be incremented for each distribution line. BUSINESS_UNIT_GL This field will contain the valid People. Soft General Ledger Business Unit value This filed will be used to indicate which General Ledger business unit the payment voucher is associated with, “ 00001” ACCOUNT This will be the account value for the payment Account is used to define the purpose of the vouchers being entered into the system transaction and specify the balance sheet account or operating account (i. e. expenditure or revenue object codes) on financial transactions. Values are currently being determined. DEPTID This will be the department ID value that will be referenced on the payment voucher Values are currently being determined. QTY_VCHR This field may contain a quantity of the goods This field will be used to indicate the quantity or services provided by the Vendor that is of items being referenced on the payment attributable to the Voucher Distribution Line voucher line. Copyright © 2009 Accenture All Rights Reserved. This chartfield identifies the financial management organizational entity associated with a financial transaction. The State will use this chart. Field to capture the State and agency organization chart. “ 1. 000” 34

Interfacing with SMART INF 02 Voucher Distribution Record Layout (cont) SMART Field Name DESCR Interfacing with SMART INF 02 Voucher Distribution Record Layout (cont) SMART Field Name DESCR Description Processing Information This field may contain a description about the This is a free form field where you can voucher distribution line include descriptive information about the voucher distribution line. Sample Value “Accounting information” OPERATING_UNIT N/A This field is not currently used in SMART. “ “ PRODUCT This field is not currently used in SMART. “ “ FUND_CODE This will be the accounting entity that will be referenced on the payment vouchers being entered into the system The Fund Chart. Field defines a fiscal and accounting entity with a self-balancing set of accounts. It records cash and other financial resources, together with related liabilities and residual equities or balances, and any corresponding changes. Values are currently being determined. CLASS_FLD The Service Location Chart. Field will be used Values are currently being to capture the concept of location (state, determined. county, city, district, building, etc. ). This will allow the State to track spending in relation to a geographic designation. N/A This is the service location value referenced on the payment voucher Copyright © 2009 Accenture All Rights Reserved. 35

Interfacing with SMART INF 02 Voucher Distribution Record Layout (cont) SMART Field Name Description Interfacing with SMART INF 02 Voucher Distribution Record Layout (cont) SMART Field Name Description Processing Information Sample Value PROGRAM_CODE This is the program value referenced on the payment voucher Used to capture the enterprise program concept. The Program Chartfield will enable the State to capture activity within an agency's organization that is intended to provide a specific good or service in response to an identified social or individual need or problem. Values are currently being determined. BUDGET_REF The Budget Unit Chart. Field identifies the appropriation and financial control structure This is the budget reference value referenced on the payment voucher. Values are currently being determined. CHARTFIELD 1 This is the agency use value referenced on the payment voucher The Agency Use Chart. Field will be used to fulfill agency-specific reporting requirements, as they relate to cost centers, activities and tasks not captured in another Chart. Field. Values are currently being determined. CHARTFIELD 2 N/A This field is not currently used in SMART. “ “ CHARTFIELD 3 N/A This field is not currently used in SMART. “ “ Copyright © 2009 Accenture All Rights Reserved. 36

Interfacing with SMART INF 02 Voucher Distribution Record Layout (cont) SMART Field Name Description Interfacing with SMART INF 02 Voucher Distribution Record Layout (cont) SMART Field Name Description Processing Information Sample Value MERCHANDISE_AMT This will contain the amount for the payment voucher distribution line This field will contain the Amount of the Voucher/Vendor Invoice that is attributable to the Voucher Distribution Line. If the Voucher Distribution Line contains a Distribution Line Quantity, then the Distribution Amount must be equal to the product of the Distribution Quantity and Unit Price (from the Voucher Line). “ 123. 000” BUSINESS_UNIT_PO This filed will be used to indicate which Purchase Order business unit the payment voucher is associated with, if it references an existing encumbrance This field will be left blank if there is no Purchase Order associated with the Voucher to be created. It will be the same PO Business Unit that is found in the Voucher line that the voucher distribution line depends on. “ 00001” PO_ID This field will be left blank if there is no Purchase Order associated with the voucher to be created. “ ” This is the purchase order ID number Copyright © 2009 Accenture All Rights Reserved. 37

Interfacing with SMART INF 02 Voucher Distribution Record Layout (cont) SMART Field Name LINE_NBR Interfacing with SMART INF 02 Voucher Distribution Record Layout (cont) SMART Field Name LINE_NBR Description This is the purchase order line number Processing Information Sample Value “ ” This field will be left blank if there is no Purchase Order associated with the Voucher to be created. The field will contain a valid Purchase Order Line Number for the Purchase Order ID entered above. SCHED_NBR This is the purchase order schedule number “ ” This field will be left blank if there is no Purchase Order associated with the Voucher to be created. This field will contain a valid Purchase Order Schedule Number for the Purchase Order ID and Purchase Order Line Number entered above. PO_DIST_LINE_NUM This is the purchase order distribution line number “ ” This field will be left blank if there is no Purchase Order associated with the voucher to be created. If there is a Purchase Order the this field will contain a valid Purchase Order Distribution Line for the PO ID, Line Number, and Schedule Number entered above. Copyright © 2009 Accenture All Rights Reserved. 38

Interfacing with SMART INF 02 Voucher Distribution Record Layout (cont) SMART Field Name Description Interfacing with SMART INF 02 Voucher Distribution Record Layout (cont) SMART Field Name Description Processing Information Sample Values are PROJECT_ID This is the project ID value referenced on the The Project ID Chart. Field will be used to currently being payment voucher capture grant and project transactions. All grant and project transactions will be tracked determined. in this Chart. Field to facilitate enterprise-wide reporting. This Chart. Field is designed to track grant and project financial activity, which can cross budget years, funds and departments. It is the gateway to the project costing module functionality. ASSET_FLG Assets Applicable This indicates if a payment voucher is tied to “Y” = (Yes) an asset. BUSINESS_UNIT_AM AM Business Unit This is the identifier used to differentiate from which agency the payment voucher originated from. This will match the accounts payable business unit. “ 00001” ASSET_ID Asset ID This is an identifier to relate the payment voucher to the asset the system will create. “Next” PROFILE_ID Profile This field stores the identifier for the applicable asset books and associated depreciation information. “AUTO” Copyright © 2009 Accenture All Rights Reserved. 39

Interfacing with SMART INF 02 Voucher Single Pay Record Layout SMART Field Name Description Interfacing with SMART INF 02 Voucher Single Pay Record Layout SMART Field Name Description Processing Information Sample Value ROW_ID Row ID. This identifies the single payment line within the file This is a method to separate the multiple row types within the interface file. “ 002” = (Fixed value for the Voucher Line record) BUSINESS_UNIT AP Business Unit. Each agency will have their own valid business unit. This is the identifier used to differentiate from which agency the payment voucher originated from. “ 00001” This field will allow agencies to relate the voucher to another voucher. This would be used in the case of making an adjustment to a voucher or in the case of setoff, relating the credit memo to the original voucher. “ 00000001” VOUCHER_ID_RELATED The field will be displayed on the ACH and Check Remittance files A unique Record ID for each voucher in the input file. This will be the same number as the one found in the Voucher header that the single payment line depends on NAME 1 Vendor Name as it will appear on the printed Warrant This is the name for which the warrant will be “Corporate Express” printed. 1099 will still go to the name listed on the header record. COUNTRY Country Code as it will appear on the printed Warrant The country in which the vendor is located. Copyright © 2009 Accenture All Rights Reserved. “USA” 40

Interfacing with SMART INF 02 Voucher Single Pay Record Layout (cont) SMART Field Name Interfacing with SMART INF 02 Voucher Single Pay Record Layout (cont) SMART Field Name Description Processing Information Sample Value ADDRESS 1 Address as it will appear on the printed Warrant The address for the vendor where the payment will be sent. “ 1234 Topeka Blvd” ADDRESS 2 Address as it will appear on the printed Warrant. This is an overflow from Address 1 This is an overflow field if the vendor address exceeds the field length of Address 1. “ “ ADDRESS 3 Address as it will appear on the printed Warrant. This is an overflow from Address 2 This is an overflow field if the vendor address exceeds the field length of Address 2. “ “ CITY City as it will appear on the printed Warrant. The city for the vendor. “Topeka” STATE State as it will appear on the printed Warrant. The state for the vendor. This will be the two character state ID “KS” POSTAL Postal Code as it will appear on the printed Warrant “ 66612” Copyright © 2009 Accenture All Rights Reserved. The postal code for the vendor. 41

Interfacing with SMART INF 02 Voucher Single Pay Record Layout (cont) SMART Field Name Interfacing with SMART INF 02 Voucher Single Pay Record Layout (cont) SMART Field Name Description Processing Information Sample Value BANK_ID_QUAL Bank ID qualifier for location of the bank This field is required for ACH processing. This value is currently being determined. BANK_ACCT_TYPE Bank Account Type This field is required for ACH processing. “ 10” = (Business Account) BANK_ACCOUNT_NUM Bank Account Number where payment will be This is the account number for the vendor at electronically deposited the bank. This value is currently being determined. DFI_ID_QUAL A banking industry convention identifier utilized to drive data validation for a given bank/counterparty This value is currently being determined. DFI_ID_NUM Bank Routing Number-Vendor's Bank Routing This is the bank routing number Copyright © 2009 Accenture All Rights Reserved. This field will be used for data validation. Federal reserve assigned. 42

Interfacing with SMART INF 03 – Outbound Payment • • Agencies will receive a Interfacing with SMART INF 03 – Outbound Payment • • Agencies will receive a file containing paid warrants Agencies may receive updated payment information as a payment status or reconciliation status changes Copyright © 2009 Accenture All Rights Reserved. 43

Interfacing with SMART INF 03 Outbound Payment Header Record Layout SMART Field Name Description Interfacing with SMART INF 03 Outbound Payment Header Record Layout SMART Field Name Description Processing Information Sample Value ROW_ID Payment Header Record This is a method to separate the multiple row types within the interface file. “ 001” = (Fixed value for the Payment Header record) PYMNT_DT The date the payment was created This will be the date on the payment for when the payment is created. “ 2009 -04 -20” BUSINESS_UNIT AP Business Unit. Each agency will have This is the identifier used to differentiate their own valid business unit. The field will be from which agency the payment voucher displayed on the ACH and Check Remittance originated from. files “ 00001” PYMNT_ID_REF The check or ACH number This will indicate the reference number used to track a payment in SMART. “ 1234” PYMNT_AMT The amount of the payment. This field will contain the amount of the payments generated in SMART. “ 123. 000” PYMNT_METHOD The method of payment CHK - Check/Warrant ACH - Electronic Payment MAN - Manual check This will indicate the form in which the payment was generated. “CHK” = (Check/Warrant) Copyright © 2009 Accenture All Rights Reserved. 44

Interfacing with SMART INF 03 Outbound Payment Header Record Layout (cont) SMART Field Name Interfacing with SMART INF 03 Outbound Payment Header Record Layout (cont) SMART Field Name Description Processing Information Sample Value RECON_STATUS The reconcilation status of the Payment This is the reconciliation status to indicate is a check has been reconciled or redeemed. “REC” = (Reconciled) PYMNT_RECONCILE_DT The date the payment was reconciled This will indicate the date that the payment was reconciled. “ 2009 -04 -20” PYMNT_STATUS The status of the Payment This indicates the status of the payment generated in SMART. “V” = (Void) CANCEL_DATE Date Canceled This will indicate the date that the payment was cancelled. “ 2009 -04 -20” PYMNT_ID Payment ID This is an internal People. Soft number for tracking payments in the system. “ 000001” BANK_SETID Bank SETID This is an identifier used for configuration of the banks that will be interacting with SMART. This value is currently Copyright © 2009 Accenture All Rights Reserved. 45

Interfacing with SMART INF 03 Outbound Payment Header Record Layout (cont) SMART Field Name Interfacing with SMART INF 03 Outbound Payment Header Record Layout (cont) SMART Field Name Description Processing Information Sample Value BANK_CD Bank Code This is an identifier used for tracking the bank in the SMART. Values are currently being determined. BANK_ACCT_KEY Bank Account Key The bank account. Values are currently being determined. REMIT_VENDOR Remit Vendor This will indicate the vendor to whom the payment will be issued. “Corporate Express” NAME 1 Vendor Name This is the name of the vendor that will be maintained in SMART and referenced on payment vouchers. “Corporate Express” NAME 2 Vendor Name 2 This provides additional name information for the vendor if the Name 1 field is not sufficient Medicaid provider number will be listed here. “ 100497860 B” = (Medicaid Provider) ADDRESS_SEQ_NUM Address Sequence Number Address that you want placed on a procurement document. A vendor can have multiple address sequence numbers. “ 001” Copyright © 2009 Accenture All Rights Reserved. 46

Interfacing with SMART INF 03 Outbound Payment Header Record Layout (cont) SMART Field Name Interfacing with SMART INF 03 Outbound Payment Header Record Layout (cont) SMART Field Name Description Processing Information Sample Value ADDRESS 1 Vendor Address 1 The address for the vendor where the payment will be sent. “ 1234 Topeka Blvd” ADDRESS 2 Vendor Address 2 This is an overflow field if the vendor address exceeds the field length of Address 1. “ “ ADDRESS 3 Vendor Address 3 This is an overflow field if the vendor address exceeds the field length of Address 2. “ “ CITY Vendor City The city in which the vendor payment will be sent. “Topeka” STATE Vendor State The state in which the vendor payment will be sent. “KS” POSTAL Vendor Postal Code The postal code for which the payment voucher will be sent. “ 66612” Copyright © 2009 Accenture All Rights Reserved. 47

Interfacing with SMART INF 03 Outbound Payment Detail Record Layout SMART Field Name Description Interfacing with SMART INF 03 Outbound Payment Detail Record Layout SMART Field Name Description Processing Information Sample Value “ 002” = (Fixed value for the Payment Detail record) ROW_ID Type of Record. This information mainly consist of Distribution line information therefore it's record type is 001 BUSINESS_UNIT This is the identifier used to differentiate from Each agency will have their own valid which agency the payment voucher business unit. The field will be displayed on originated from the ACH and Check Remittance files. “ 00001” PYMNT_ID_REF Check or ACH number This will indicate the reference number used to track a payment in SMART. “ 1234” VENDOR_ID The People. Soft Vendor number This will be the identifier used to track vendors in SMART. “ 000001” INVOICE_ID This is the invoice number to identify the invoice the payment voucher was created for Associated to the voucher of the payment. One payment may reference multiple invoices. The field will be displayed on the ACH and Check Remittance files. “Invoice 1234” INVOICE_DT The Invoice Date This will help determine when your payment voucher is selected for payment. “ 2009 -04 -20” Copyright © 2009 Accenture All Rights Reserved. This is a method to separate the multiple row types within the interface file. 48

Interfacing with SMART INF 03 Outbound Payment Detail Record Layout (cont) SMART Field Name Interfacing with SMART INF 03 Outbound Payment Detail Record Layout (cont) SMART Field Name Description Processing Information Sample Value PYMNT_MESSAGE The Payment Message field will be displayed This will contain information on what on the ACH and Check Remittance files purpose the payment voucher was created for. “Office Chairs” PYMNT_MESSAGE_CD Message Code Agencies will provide their own message codes to help identify the payment vouchers in SMART. “ABC 123” VOUCHER_ID Voucher ID. This will indicate the number assigned to the payment voucher to track it in SMART. “ 00000001” VOUCHER_ID_RELATED The related Voucher Number This field will allow agencies to relate the voucher to another voucher. This would be used in the case of making an adjustment to a voucher or in the case of setoff, relating the credit memo to the original voucher. “ 00000001” VOUCHER_LINE_NUM The line number of the voucher. A voucher can have multiple lines associated to it This will indicate the individual lines associated with a payment voucher. “ 00001” DISTRIB_LINE_NUM The distribution line number of the voucher. This is used to indicate the distribution A voucher can have multiple distribution lines records contained in a single voucher line. associated to it The distribution lines will contain the accounting information for the voucher line. Copyright © 2009 Accenture All Rights Reserved. “ 00001” 49

Interfacing with SMART INF 03 Outbound Payment Detail Record Layout (cont) SMART Field Name Interfacing with SMART INF 03 Outbound Payment Detail Record Layout (cont) SMART Field Name Description Processing Information Sample Value “ 123. 000” MERCHANDISE_AMT This is the amount of each distribution line item ACCOUNT This will be the account value for the payment The Account Chart. Field is used to define the Values are currently being vouchers being entered into the system purpose of the transaction and specify the balance sheet account or operating account determined. (i. e. expenditure or revenue object codes) on financial transactions. FUND_CODE This will be the accounting entity that will be referenced on the payment vouchers being entered into the system The Fund Chart. Field defines a fiscal and accounting entity with a self-balancing set of accounts. It records cash and other financial resources, together with related liabilities and residual equities or balances, and any corresponding changes. Values are currently being determined. DEPTID This will be the department ID value that will be referenced on the payment voucher This Department Chart. Field identifies the financial management organizational entity associated with a particular financial transaction. The State will use this Chart. Field to capture the State and agency organization chart. Values are currently being determined. Copyright © 2009 Accenture All Rights Reserved. This is the total amount for each of the distribution lines. 50

Interfacing with SMART INF 03 Outbound Payment Detail Record Layout (cont) SMART Field Name Interfacing with SMART INF 03 Outbound Payment Detail Record Layout (cont) SMART Field Name Description Processing Information PROGRAM_CODE This is the program value referenced on the payment voucher The Program Chart. Field is used to capture the enterprise program concept. The Program Chart. Field will enable the State to capture the cost of providing a specific good or service in response to an identified social or individual need or problem. PROJECT_ID Values are This is the project ID value referenced on the The Project ID Chart. Field will be used to currently being payment voucher capture grant and project transactions. All grant and project transactions will be tracked determined. in this Chart. Field to facilitate enterprise-wide reporting. This Chart. Field is designed to track grant and project financial activity, which can cross budget years, funds and departments. It is the gateway to the project costing module functionality. CLASS_FLD This is the service location value referenced on the payment voucher. Copyright © 2009 Accenture All Rights Reserved. Sample Values are currently being determined. The Service Location Chart. Field will be used Values are currently being to capture the concept of location (state, determined. county, city, district, building, etc. ). This will allow the State to track spending in relation to a geographic designation. 51

Interfacing with SMART INF 03 Outbound Payment Detail Record Layout (cont) SMART Field Name Interfacing with SMART INF 03 Outbound Payment Detail Record Layout (cont) SMART Field Name Description Processing Information Sample Values are The Agency Use Chart. Field will be used to fulfill agency-specific reporting requirements, currently being as they relate to cost centers, activities and determined. tasks not captured in another Chart. Field. CHARTFIELD 1 This is the agency use value referenced on the payment voucher BUDGET_REF This is the budget reference value referenced The Budget Unit Chart. Field identifies the on the payment voucher appropriation and financial control structure. OPERATING_UNIT This field is not currently used in SMART. Values are currently being determined. “ “ ACTIVITY_ID Activity This field identifies the activity in People. Soft Payables that generated the asset transaction. Values are currently being determined. RESOURCE_TYPE Resource Type This field identifies the resource type in People. Soft Payables that generated the asset transaction. Values are currently being determined. CHARTFIELD 2 Chartfield 2 This field is not currently used in SMART. “ “ CHARTFIELD 3 Chartfield 3 This field is not currently used in SMART. “ “ Copyright © 2009 Accenture All Rights Reserved. 52