Voucher Batch Budget Checking by g5211134

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									21241194-7ff1-4b80-a752-e4aed5fcb303.docVoucher Batch Budget Checking                  Training Guide


Voucher Batch Budget Checking

Purpose:
Running the budget checking process in “batch mode” is generally a more efficient method of
budget checking your vouchers. Instead of clicking the budget check icon and waiting for its
completion during your voucher entry, you may budget check later and for multiple vouchers at
once by using this process. This process can be run at any time, but scheduling it to run after
hours will decrease the processing load on the system. You may even schedule it to run nightly
for your agency on a recurring basis.

Note: This batch process must be used when a voucher is marked to be Closed or when a
      Document Tolerance Exception is overridden (the most reliable way to process
      document tolerance is to first run the Document Tolerance Checking Batch Process and
      Verification followed by Voucher Batch Budget Checking once you have Overridden any
      document tolerance errors encountered.

Navigation:
   1. Accounts Payable
   2. Batch Processes
   3. Vouchers
   4. Budget Check
   5. Add a New Value (you only “add” the very first time process is run. The next time use
      “Find an Existing Value” and select the run control defined previously.)

Procedure:




   1. If this is the first time you have run this process, click the Add a New Value tab. Any subsequent
      times click Find an Existing Value and select the Run Control ID defined in this process.
   2. Enter a Run Control ID, i.e. voucher_budgetcheck (no spaces allowed).




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21241194-7ff1-4b80-a752-e4aed5fcb303.docVoucher Batch Budget Checking               Training Guide




   3.   Process Frequency = Always Process (choose from drop-down list).
   4.   Description = (enter any description i.e. voucher budget checking).
   5.   Transaction Type = click “mag icon” to see valid values.
   6.   Only these two choices will be used at SOI.
            a. AP_ACCT_LN = Please use this option only when vouchers are being closed.
            b. AP_VOUCHER = Use this option for all other vouchers requiring budget checking.




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21241194-7ff1-4b80-a752-e4aed5fcb303.docVoucher Batch Budget Checking                Training Guide




   7.  Unit Option = Value.
   8.  Unit = Enter appropriate value.
   9.  Voucher ID Option = All or Value.
   10. Click Run.
   11. On the Process Scheduler screen you may schedule a time to run (after hours suggested, but
       not required) and/or specify a Recurrence schedule. See Process Scheduler instructions.
   12. Click OK.




   13. Process Instance number has been assigned. Click Process Monitor hyperlink.
   14. Refresh until Run Status = Success.




                                         Voucher Posting



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