IF383 IOG - AP Direct Pay Invoices Inbound Interface

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					        IF388 - Imaging Spec for AP Interfaces




    South Carolina Enterprise Information System




      Interface Operations Guide (IOG)
IF388 - Imaging Spec for AP Interfaces




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                                            IF388 - Imaging Spec for AP Interfaces




Introduction

Document Purpose and Organization

Interface Operations Guides (IOG) contain the interface specific information required for State
of South Carolina Agencies to integrate with the SCEIS system. Each interface will contain a
separate IOG with specific information. The IOG information will include the ADS number,
description, file name(s), examples of load reports, frequency, run schedule, error conditions,
etc. Additionally, the IOG will contain the file layout for the interface.

General system updates can be found on the SCEIS website, http://www.sceis.sc.gov




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                                         IF388 - Imaging Spec for AP Interfaces



Imaging Spec for AP Legacy Interfaces

Interface ADS Number    IF388
Inbound/Outbound        Inbound
Interface Title         Imaging Spec for AP Legacy Interfaces
Interface Description   This interface is used to send images to SCEIS that exist as
                        electronic files in an agency‟s legacy system; therefore, do not
                        need to be scanned (e.g. Voc Rehab‟s Versa system). The
                        interface will process images into SCEIS and attach them to the
                        appropriate SAP payable document. This imaging spec and
                        processing works in conjunction with IOG IF382 and IF383, PO
                        and direct pay invoice interfaces.
                        (Note: For images that require scanning there is a manual
                        scanning and indexing process used in conjunction with IOG
                        IF382 and IF383 that will attach images to the appropriate SAP
                        payable document. The manual scanning and indexing process
                        is not part of this specification.)
                                 Agencies will produce a standard “image load file”
                                format. The data in the load file must correspond to
                                certain data that is in IF382 and IF383 files (see file
                                layout below). Agencies will produce one image load file
                                for each IF382/383 file.
                                 Agencies will place the image load file and image files
                                into a specified FTP directory.
                                After SCEIS processes each IF382/383 file and the
                                corresponding image load file SCEIS will attach the
                                image(s) to the appropriate SAP payable document(s).
                                Images will then be available for viewing in the
                                attachment list of the SAP document.
                                An error file will be produced by SCEIS and placed into
                                a specified FTP directory. The agency will be
                                responsible for correcting errors and resubmitting through
                                the interface, or using the manual process to attach
                                images to SAP payable documents.


Version                 Version 1.0


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                                          IF388 - Imaging Spec for AP Interfaces


SCEIS Point of Contact   Mike Sayles (msayles@sceis.sc.gov)
Source System            State Agency Subsystems
Destination System       SCEIS
Interface Type           Load File: Formatted text file (.txt)
                         Image Files: TIF files (.tif)
Mode                     Asynchronous
Frequency                Agencies will transmit image load files and image files in
                         conjunction with IF382/383 files. There will be a corresponding
                         image load file with images for each IF382/383 file.
File Name(s)             Inbound interface file:
                         <business area>.if388.imaging.inbound.<date/time stamp>

                         The <date/time stamp> must be the <date/time stamp> of the
                         corresponding IF382 or IF383 file.

                         Error file:
                         <business area>.if388.imaging.errors.<date/time stamp>
FTP Path                 Determined by security requirements of the sending agency.




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                                       IF388 - Imaging Spec for AP Interfaces




Image Load File Layout
New Doc
1BusinessArea: <Business Area>
2CostCenter: <Cost Center>
3DocType: <Transaction Key>
4VendorDocDate: <Document Date>
5VendorInvoiceNumber: <Reference>
6VendorNumber: <Vendor Number>
7LegacyKey: <Business Area~Source System~File Date~File Time ~Header Sequence
Number~Transaction Key >
8HipaaPrivate: <Yes/No>
FileName: 00000001.TIF
FileName: 00000002.TIF

New Doc
1BusinessArea: <Business Area>
2CostCenter: <Cost Center>
3DocType: <Transaction Key>
4VendorDocDate: <Document Date>
5VendorInvoiceNumber: <Reference>
6VendorNumber: <Vendor Number>
7LegacyKey: <Business Area~Source System~File Date~File Time ~Header Sequence
Number~Transaction Key >
8HipaaPrivate: <Yes/No>
FileName: 00000003.TIF
FileName: 00000004.TIF
FileName: 00000005.TIF
FileName: 00000006.TIF
FileName: 00000007.TIF

Repeat for each Header Sequence Number / SAP document to which images must be
attached.




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                                             IF388 - Imaging Spec for AP Interfaces




Image Load File Requirements

1. The imaging interface is used in conjunction with IOG specs #IF382 and #IF383 (Invoices
   with PO and Direct Pay Invoices). The image load file specifies which SAP document each
   image will be attached to. A different SAP document is produced for each different “Header
   Sequence Number” in the IF382/383 interface files.

2. Each field value in the image load file must exactly match the specified field in the
   IF382/383 interface file.

   Field Name                IF382/383 Value                       Clarifications
   1BusinessArea             Business Area                         Same format as IF382/383
   2CostCenter               Cost Center                           Same format as IF382/383
   3DocType                  Transaction Key                       Same format as IF382/383
   4VendorDocDate            Document Date                         Same format as IF382/383
   5VendorInvoiceNumber      Reference                             Same format as IF382/383
   6VendorNumber             Vendor Number                         Same format as IF382/383
   7LegacyKey                Business Area~Source                  Tildle separated (~)
                             System~File Date~File                 concatenation of values
                             Time~Header Sequence                  with same format for each
                             Number~Transaction Key                value as IF382/383.
   8HippaPrivate             Yes/No                                „Yes‟ in this field will restrict
                             Note: This field is not part of the   viewing of these images to
                             IF382/383 interface.                  users that have the HIPPA
                                                                   Image Viewing role.

3. There must be at least one image load file for each IF382 and IF383 interface file. The File
   Date and File Time in 7LegacyKey are the date and time from the IF382/383 file.

4. There may be more than one 7LegacyKey line in a New Doc segment . Explanation: (a) If
   there is one 7LegacyKey line in a New Doc segment the .tif files in that New Doc segment
   will be attached to just one SAP document – the SAP document that corresponds to the
   Header Sequence Number. (b) If there is more than one 7LegacyKey line in the New Doc
   segment the .tif files in that New Doc segment will be attached to multiple SAP documents
   – the SAP documents that that correspond to each Header Sequence Number.

5. FileName fields identify the image files that will be attached to the SAP document that is
   produced for the Header Sequence Number. Image files may be single-page or multi-page
   TIF files. Each file will be a separate attachment in the SAP document attachment list.



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                    IF388 - Imaging Spec for AP Interfaces



Process Flowchart




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                                                      IF388 - Imaging Spec for AP Interfaces



                                   Agency system
                                  transmits image
                                load file and image
                                 files to SCEIS via
                                     secure FTP



                                Files are received
                                 on SCEIS FTP
                                server and initial
                                   error checks
                                    performed




 Error notification       Yes        File has
emailed to Agency /
                                     errors ?
 Error File created

                                           No


                                Files are loaded to
                                 interface holding
                                table and deleted
                                 from FTP server




Valid / Error report is
created and emailed
 to Agency user(s)              Images are loaded
                                   into SCEIS/
 Errors records are              OnBase imaging
 sent back to FTP                     system
server for Agency to
       correct




                                   SCEIS internal
                                 processes attach
                                  images to SAP
                                 documents using
                                 the LegacyKey in
                                the image load file




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