Uploading a SCPRS entry


Purpose: Demonstrate how to utilize the SCPRS upload process in FI$Cal.

 

Scenario: A file has been extracted from your procurement system that is compatible with the FI$Cal SCPRS upload template. Use this extracted file to upload your procurement information into FI$Cal SCPRS.

 

Role: Department SCPRS Processor


Steps:

  1. Begin by navigating to the Run SCPRS Upload page.

     

    Click the Main Menu button.

    Step 1

  2. Click the FI$Cal SCPRS menu.

    Step 2

  3. Click the Run SCPRS Upload menu.

    Step 3

  4. The Find an Existing Value and Add a New Value tabs are usually shown together in FI$Cal.

     

    The Find an Existing Value tab is used to locate  a Run Control ID already created for this Process

     

    The Add a New Value tab is used to create a new Run Control ID when running this process for the first time. In this scenario, the Add New Value tab will be used.

    Step 4

  5. Click the Add a New Value tab.

    Step 5

  6. A Run Control ID is an identifier that, when paired with your User ID, uniquely identifies the process you are running. The Run Control ID defines parameters that are used when a process is run. This ensures that when a process runs in the background, FI$Cal does not prompt you for additional values.

    Step 6

  7. Click in the Run Control ID field.

    Step 7

  8. Enter the desired information into the Run Control ID field. 

     

    Enter a valid value e.g. "Test_UPLOAD2".

    Step 8

  9. Click the Add button.

    Step 9

  10. Use the SCPRS File Upload page to select parameters that define the SCPRS file you are uploading.

     

    Use this page to define your the type of file you are uploading, and then attach the desired file to upload.

    Step 10

  11. The File Type section allows for three different types of uploads:

     

    - SCPRS CSV Upload

    - Subcontractors & SB/DVBE CSV Upload

    - XML Upload

     

    Note: You must complete the SCPRS CSV Upload process before running the Subcontractors & SB/DVBE CSV Upload process.

     

    For this scenario, select the SCPRS CSV Upload option.

    Step 11

  12. Click the SCPRS CSV Upload option.

    Step 12

  13. The Attached File section is used to select the SCPRS file you are uploading.

    Step 13

  14. Click the Attach button.

    Step 14

  15. Click the Browse button.

    Step 15

  16. Select the document you want to upload.

     

    Click the SCPRS Upload File list item.

    Step 16

  17. Click the Open button.

    Step 17

  18. Click the Upload button.

    Step 18

  19. The selected file is now shown in the Attached File section.

    Step 19

  20. Click the Save button.

    Step 20

  21. Click the Run button.

    Step 21

  22. The Process Scheduler Request page is displayed. Use this page to start the process that will upload the file into FI$Cal.

    Step 22

  23. Ensure the Select option for the SCPRS Interface process is selected.

     

    Click the OK button.

    Step 23

  24. The process has started running, and you are provided with a Process Instance number. This number can be used to track the progress of this process on the Process Monitor page.

     

    Note: It is a good practice to write down the Process Instance number so you can easily locate your process during the next steps.

    Step 24

  25. Click the Process Monitor link.

    Step 25

  26. Use the Process List page to view the status of submitted process requests.

    Step 26

  27. Recall that the Process Instance number for this transaction was 83493. Using the process instance number, you know that you are looking at the status of the correct process.

     

    There may be multiple processes running and displayed on this page at any one time, so the Process Instance number will help in locating the specific process.

    Step 27

  28. Notice that the Run Status and Distribution Status columns are Queued and N/A. When the process has completed, these fields will change to Success and Posted, respectively.

    Step 28

  29. Click the Refresh button until the Run Status column reads "Success" and the Distribution Status column reads "Posted".

     

    Click the Refresh button.

    Step 29

  30. Notice the Run Status is now Success and the Distribution Status is now Posted. This means the upload process is complete.

    Step 30

  31. Navigate to the SCPRS Upload History page to ensure that your recent upload has posted successfully.

     

    Click the Home link.

    Step 31

  32. Click the Main Menu button.

    Step 32

  33. Click the FI$Cal SCPRS menu.

    Step 33

  34. Click the SCPRS Upload History menu.

    Step 34

  35. The SCPRS Upload History page is shown. Use this page to verify that your file has been uploaded with an Upload Status of Success.

    Step 35

  36. Click the Horizontal Scrollbar.

    Step 36

  37. Notice the Orders, Warning Count and Error Count columns are displayed to the right of the page. These columns will display the total number of orders successfully uploaded to FI$Cal SCPRS.

    Step 37

  38. If an error is displayed in the Warning Count or the Error Count column, you will need to perform the following:

     

    1. Click the hyperlink of the error count.

    2. Check the SCPRS transaction ID that went into error and identify the error

    3. Correct the error for the transaction ID, then create a new file with the corrected transaction

    4. Attach this new file with only the corrected transaction and reupload the corrected file.

    Step 38

You have successfully completed the "Uploading a SCPRS entry" topic.

 

Key Takeaways:

- SCPRS entries must be uploaded using the Run SCPRS Upload process

- Navigate to the SCPRS Upload History page to ensure the Run Status is Success

- Check for errors and take any necessary actions to correct them before reuploading a file

Table of Contents  Start Topic