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AOS Functional Design F005 - Purchase Order File FUNCTIONAL DESIGN John D’Elia 08/07/07 Prepared By Date John D’Elia 08/07/07 Requested By Date Ryan Downham 08/07/07 Owned By Date TECHNICAL REVIEW Technical Lead Date Estimated Hours: AUTHORIZATION TO PERFORM WORK Project Manager Date Priority: High Medium Low UPON COMPLETION – APPROVAL SIGNATURES Programmer Date Requested By Date Owned By Date Project Manager Date To help identify the migration path, please indicate Target Databases: (Delete the databases that you do NOT require) VED ڤ GFC ڤ noitcudorP ڤ Page 1 of 5 AOS Functional Design F005 - Purchase Order File Cross-reference to other relevant documents Blueprint Requirements AP118 - Need the PO file being sent to AccessIndiana to continue reporting POs for one year after PO has been closed. Interface Requirements INT009 - PURCHASE ORDER FILE - Modified PO File FTP'd to AccessIndiana, and IDOA o APGMIS7839 POAccInd_Tech_Spec.doc Open Issues 1. Follow-up tasks Date Task FUNCTIONAL SPECIFICATION Description of Problem Being Addressed Develop automated FTP file transmission process within PeopleSoft for sending a PO File to AccessIndiana. Business Requirement Need to make PO files available to public and reduce vendor calls. Current Situation The GEAC mainframe system currently transmits daily PO files to Access Indiana, and IDOA through a secure FTP process to continue reporting POs for one year after PO has been closed, that includes PO information and payments information for payments made against the PO. This functionality will be reproduced in PeopleSoft to send the file to AccessIndiana; IDoA no longer needs the file since they will be on the PeopleSoft system. The AccessIndiana web site reads the file and formats it onto the web page, it includes Purchase Order information and payments information made against the Purchase Order here is the link to the web site - http://www.in.gov/auditor/search/purchase.html. The following table is a list of FTP jobs used specifically for Purchase Order file transfers, the information is part of the AoS FTP jobs file spreadsheet in the on the K drive; K:\425 - AOS - COA Work\Phase I\Technical\File Layouts\Current Version\FTP Information\ AOS ftp jobs.xls Page 2 of 5 AOS Functional Design F005 - Purchase Order File AccessIndiana web page that shows the formatted PO information and payment information on payments made against the PO Page 3 of 5 AOS Functional Design F005 - Purchase Order File File Layout for Purchase Order file mapped to PeopleSoft Fields; K:\425 - AOS - COA Work\Phase I\Technical\File Layouts\Current Version\interfaces\INT009 - PURCHASE ORDER FILE - Modified PO File FTP'd to AccessIndiana and IDOA The following table maps the GEAC File Layout to PeopleSoft GEAC File Layout PeopleSoft Field Field Length PeopleSoft Record FD SEQ-ACCESS-IND LABEL RECORDS ARE STANDARD RECORD CONTAINS 136 CHARACTERS BLOCK CONTAINS 0 RECORDS. 01 SEQ-ACCESS-IND-REC. 05 SEQ-ACCS-PO-NUM PIC X(8). PO_ID Character 10 PO_LINE_DISTRIB 05 SEQ-ACCS-REQ-NUM PIC X(13). REQ_ID Character 10 PO_LINE_DISTRIB 05 SEQ-ACCS-INVC-NUM-18. INVOICE_ID Character 30 VOUCHER 10 SEQ-ACCS-SYS-ID PIC X(2). 10 SEQ-ACCS-INVC-NUM PIC X(16). 05 SEQ-ACCS-LINE-NUM PIC X(4). LINE_NBR Number 5 VOUCHER 05 SEQ-ACCS-DATE. PO_DT Date 10 PO_HDR 10 SEQ-ACCS-YYYY PIC XXXX. PYMNT_DT Date 10 PAYMENT_TBL 10 SEQ-ACCS-MM PIC XX. 10 SEQ-ACCS-DD PIC XX. 05 SEQ-ACCS-AMT PIC 9(11)V99. PAYMENT_AMT Signed Number 23.3 PAYMENT_TBL 05 SEQ-ACCS-WARR-NUM PIC X(12). PAYMENT_ID Character 15 PAYMENT_TBL 05 SEQ-ACCS-VEND-NAME PIC X(30). NAME1 Character 40 VENDOR 05 SEQ-ACCS-COMMENTS-STATUS PIC PO_STATUS Character 2 PO_HDR X(30) PAYMENT_STATUS Character 1 PAYMENT_TBL Page 4 of 5 AOS Functional Design F005 - Purchase Order File The following table maps the fields on the AccessIndiana web page to PeopleSoft (note: any field size changed in the fields being sent to AccessIndiana will need to be communicated to them so they can make the necessary changes to the web pages). Access Indiana Field Names PeopleSoft Field Field Length PeopleSoft Record Purchase Order Number PO_ID Character 10 PO_LINE_DISTRIB Requisition Number REQ_ID Character 10 PO_LINE_DISTRIB *Purchase Amount PO_AMT_TTL Signed Number 23.3 PO_PNLS_WRK Vendor Name NAME1 Character 40 VENDOR Purchase Date PO_DT Date 10 PO_HDR Purchase Order Status PO_STATUS Character 2 PO_HDR Purchase Order Number PO_ID Character 10 VOUCHER_LINE Vendor Name NAME1 Character 40 VENDOR Payment Date PYMNT_DT Date 10 PAYMENT _TBL Warrant Number PAYMENT_ID Character 15 PAYMENT _TBL Invoice Number INVOICE_ID Character 30 VOUCHER Warrant Amount PAYMENT_AMT Signed Number 23.3 PAYMENT _TBL Status PAYMENT_STATUS Character 1 PAYMENT _TBL (*Note: The work record.field PS_PO_PNLS_WRK.PO_AMT_TTL pulls the data from PS_PO_LINE_SHIP.MERCHANDISE_AMT, and summarizes the total MERCHANDISE_AMT for all lines on a multiple line purchase order, we will use the same logic to summarize the merchandise amount on a purchase order in the file.) Recommendation Establishment of a secure FTP process and jobs in support of AoS PO file transmission to Access Indiana (note: any process changes need to be communicated in advance with AccessIndiana). The PeopleSoft system will need to transmit daily PO files to Access Indiana through a secure FTP process to continue reporting POs for one year after PO has been closed, that includes PO information and payments information for payments made against the PO. DOCUMENT MODIFICATION HISTORY Version # Description Author Date Draft 1.0 Creation John D’Elia 06/18/2007 Draft 1.2 Revised John D’Elia 07/27/2007 Draft 1.3 Revised John D’Elia 08/02/2007 Draft 1.4 Revised John D’Elia 08/06/2007 Draft 1.5 Revised John D’Elia 08/06/2007 Page 5 of 5