CRUD Payment and Credit Vouchers Manually and automatically when Invoices are processed (UXPROD-1140)

[UXPROD-916] Export Library Accounting vouchers (Payment/Credit Vouchers) Created: 13/Jun/18  Updated: 16/Sep/20  Resolved: 18/Mar/20

Status: Closed
Project: UX Product
Components: None
Affects versions: None
Fix versions: Q1 2020
Parent: CRUD Payment and Credit Vouchers Manually and automatically when Invoices are processed

Type: New Feature Priority: P1
Reporter: Dennis Bridges Assignee: Dennis Bridges
Resolution: Done Votes: 0
Labels: acquisitions, appreport, cap-mvp, po-mvp, q4-2019-at-risk, q4-2019-spillover, split, transactions
Remaining Estimate: Not Specified
Time Spent: Not Specified
Original estimate: Not Specified

Issue links:
Cloners
is cloned by UXPROD-2297 Part 2 - Export Library Accounting vo... Closed
Defines
is defined by MODINVOICE-129 Create credentials API Closed
Relates
relates to UXPROD-867 Reporting: In-App Reports Open
relates to MODINVOICE-126 XML schema for batch-voucher Closed
relates to MODINVOSTO-48 Batch voucher export schema changes Closed
relates to MODINVOSTO-51 Create batch-voucher-configurations C... Closed
relates to MODINVOSTO-52 Create batch-voucher-export configura... Closed
relates to MODINVOSTO-53 Create batch-voucher API Closed
relates to MODINVOSTO-54 Create batch-voucher-exports CRUD API Closed
relates to UINV-100 Settings: Add Batch group and Batch g... Closed
relates to UINV-101 Create settings form for Batch group ... Closed
relates to UINV-103 Add voucher settings for a given Batc... Closed
relates to UINV-106 Display Batch vouchers in settings Closed
relates to UINV-111 Invoice settings: Batch groups Closed
relates to UINV-122 Add "always show" preset adjustments ... Closed
relates to UXPROD-1140 CRUD Payment and Credit Vouchers Manu... Closed
relates to MODINVOICE-127 Create batch-group CRUD API Closed
relates to MODINVOICE-128 Create batch-voucher-configurations C... Closed
relates to MODINVOICE-130 Create batch-voucher API Closed
relates to MODINVOSTO-50 Create batch-group CRUD API Closed
Epic Link: CRUD Payment and Credit Vouchers Manually and automatically when Invoices are processed
Analysis Estimate: Large < 10 days
Front End Estimate: XL < 15 days
Back End Estimate: XXL < 30 days
Development Team: Thunderjet
Report ID (pre-May 2019): ID218; ID219
Report Contact(s):
Sharon Beltaine
Report Functional Area(s):
Resource Management
PO Rank: 79.9
Rank: Chalmers (Impl Aut 2019): R5
Rank: Chicago (MVP Sum 2020): R1
Rank: Cornell (Full Sum 2021): R2
Rank: Duke (Full Sum 2021): R1
Rank: 5Colleges (Full Jul 2021): R1
Rank: FLO (MVP Sum 2020): R4
Rank: GBV (MVP Sum 2020): R2
Rank: hbz (TBD): R2
Rank: Hungary (MVP End 2020): R1
Rank: Lehigh (MVP Summer 2020): R3
Rank: Leipzig (Full TBD): R1
Rank: Leipzig (ERM Aut 2019): R4
Rank: TAMU (MVP Jan 2021): R5
Rank: U of AL (MVP Oct 2020): R1

 Description   

Overview: Financial summaries of approved invoices that can be sent to the external accounting system for payment.

"Invoice Control report: gather financial data in total for all of the invoices approved the day before"

Proposed approach:
Each invoice will generate a voucher summary when approved.
This summary will summarize the necessary transactions outlined in the invoice by external account number associated with each Fund code.
IF "Export to accounting" toggle on invoice equals true the associated voucher will be sent for export via the institutions configured integration
Integrations may include FTP services, API connections etc. (these possibilities will need to be investigated and prioritized)

  • Mod-invoice will communicate with Edge-voucher which will allow for the authentication of external systems that require voucher information.

Electronic Feed: sending by vendor, by invoice, by account number to university financial system to be paid (batch job)"



 Comments   
Comment by Sharon Beltaine [ 07/Mar/19 ]

Dennis,
The Reporting SIG Master Spreadsheet shows these are data warehouse reports.
https://docs.google.com/spreadsheets/d/1svUM74Dkg4KvTXLzKZK_2k_SxeukX-87NnYf8CaTrYQ/edit?usp=sharing

Are you sure it is an in-app report? If so, would you please update the spreadsheet?

Best,
Sharon

Comment by Dennis Bridges [ 07/Mar/19 ]

Sharon Beltaine My initial read of this report was that it essentially consists of presenting the total amount (dollar value) of all invoices "Approved" yesterday to a user. Is that correct? This could be achieved in folio in few ways. I had though the simplest way would be searching for approved Invoices with approval date = yesterdays date and having a widget that displays the total for you search result. This user story has not yet been defined, but the mockup might look something like this:
Unable to render embedded object: File (Screen Shot 2019-03-07 at 4.01.32 PM.png) not found.

However, it could also be achieve by referencing the Vouchers(payments) generated by approving the invoices. I hope that answers your question, however, if I've miss understood the report description maybe we can touch base to clarify. thx!

Exporting this result could certainly be done as well if it is necessary to get it out of the system. Vouchers will need to be exportable for the purpose of communicating with external systems regardless.

Comment by Holly Mistlebauer [ 16/Apr/19 ]

Dennis Bridges, the Reporting SIG ID numbers for the vouchers changed at some point so I updated the numbers in the Summary for this issue. Thanks!

Comment by Vandana Shah [ 17/Sep/19 ]

Moving this from metadata management to resource management.

Comment by Dennis Bridges [ 20/Dec/19 ]

Quoting Martina.Schildt for some additional information.
In GBV data is provided in text files (.dat).
ACQ-SAP Interface
The purpose of the interface is the automated transfer of data from the acquisition module "ACQ" to the SAP accounting system to avoid double data entry when paying the invoices. Other options include the transfer of supplier data entered in LBS to the SAP supplier master and the transfer of funds commitments from ACQ to SAP.
Realization with SQL
Originally, the VZG provided the libraries with two scripts, so-called SQR reports, for the export of invoice data and funds commitments from the ACQ. The files that can be generated contain the exported data in a specific form defined for further processing in the SAP system by means of so-called 'batch input folders' (data records consisting of fields with a fixed field length without field separators).
Meanwhile, the VZG has developed two SQL scripts that differ from the SQR scripts in that the length of the fields in the selected data record varies dynamically according to the value directions they contain. By default, the field separator is "#" or a variable separator of your choice from the respective library. Since the data selected with SQR/SQL may contain umlauts and newline characters that the SAP import function may not process correctly, these can be converted into processable characters or removed using a PERL script developed by VZG.

Comment by Dennis Bridges [ 18/Mar/20 ]

Remaining work split out into UXPROD-2297 Closed

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