Uploading progress payments

Purpose: Demonstrate how to upload a progress payment to FI$Cal.

Scenario: You have previously created a CSV Excel file containing multiple records of progress payments. Use the Progress Payment Upload process in FI$Cal to upload multiple progress payments using one transaction.

Role: Non-FI$Cal Department CSCR Processor

Steps:

1. Click the Main Menu button.

   Step 1

2. Click the FI$Cal Progress Payment menu.

   Step 2

3. Click the Run Progress Payment 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 entries already created by your department.

    

   The Add a New Value tab is used to create a new entry in FI$Cal. In this scenario, the Add a New Value tab will be used.

   Step 4

5. 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 5

6. You can run this process by searching for an existing Run Control ID or you can add a new value. Creating a Run Control ID that is relevant to the process may help you remember it for future use.

    

   Click the Add a New Value tab.

   Step 6

7. Run Control IDs are created and stored by user ID. You can reuse the same Run Control ID as many times as desired and make any modifications to it the subsequent times you use it.

    

   Note: The Run Control ID does not allow the use of spaces.

   Step 7

8. Click in the Run Control ID field.

   Step 8

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

    

   Enter "UploadProgressPayments".

   Step 9

10. Click the Add button.

    Step 10

11. The CSCR Progress Payment Upload page is displayed and is used to gather the information to process the progress payment upload.

    Step 11

12. The Business Unit field is defaulted to your department's unique identifier within FI$Cal. You can only modify the field if you are assigned to multiple departments.

    Step 12

13. The File type section allows you to choose which type of file you will be uploading.

    Step 13

14. The Attached File section allows you to upload and view the attachment after the upload.

    Step 14

15. Begin by selecting the type of file to upload, then search for and attach the desired file.

     

    In this scenario, the file you are uploading was saved in XML format.

    Step 15

16. Click the CSV Upload option.

    Step 16

17. Next, use the Attachment button to locate the file and upload it to the Attached File section.

    Step 17

18. Click the Attachment button.

    Step 18

19. Click the Browse button.

    Step 19

20. Click the INFPO106_7760_07.PO2.05_NEW list item.

    Step 20

21. Click the Open button.

    Step 21

22. Click the Upload button.

    Step 22

23. Notice that after selecting the file from the browser window, it is now displayed in the Attached File section.

    Step 23

24. The options to either Delete or View the attached file have also appeared.

     

    You may use the Delete option to remove the file if you so choose. In addition, you may use the View button to open and review the file to ensure it is the appropriate document, for example.

    Step 24

25. Click the Save button.

    Step 25

26. Next, use the Run button to begin running the file upload process to FI$Cal.

    Step 26

27. Click the Run button.

    Step 27

28. Use the Process Scheduler Request page to enter or update parameters, such as server name and process output format.

    Step 28

29. This page displays all processes being run by the specific user, shown by the User ID field.

    Step 29

30. For this example, select the CSCR Progress Payment Upload process item.

    Step 30

31. Click the Select option.

    Step 31

32. Click the OK button.

    Step 32

33. Notice the Process Instance number appears. This number helps you identify the process you have run when you check the status.

     

    Write down the number to help you identify the upload on other pages. In this scenario, the Process Instance number is 86762.

    Step 33

34. Next, use the Process Monitor link to determine if the process has run successfully.

    Step 34

35. Click the Process Monitor link.

    Step 35

36. The Run Progress Payment Upload page is shown.

     

    This page displays all the current and previous processes that this user has created.

    Step 36

37. Recall that the process instance number for this scenario was 86762.

    Step 37

38. You can observe that the process is still running by viewing the Run Status and Distribution Status fields for this process.

     

    The Run and Distribution Status fields are still shown as Queued and N/A, respectively.

    Step 38

39. Use the Refresh button to check for the process to finish.

     

    The process is complete when the Run Status column displays Success and the Distribution Status column displays Posted. 

     

    Click the Refresh button.

    Step 39

40. Once finished, both Status fields are updated appropriately.

    Step 40

41. Next, navigate to the Upload History page to view that the process has successfully been uploaded into FI$Cal.

    Step 41

42. Click the Home link.

    Step 42

43. Navigate to the Upload History page.

     

    Click the Main Menu button.

    Step 43

44. Click the FI$Cal Progress Payment menu.

    Step 44

45. Click the Upload History menu.

    Step 45

46. The CSCR Upload History page displays.

     

    This page displays the records of progress payment file uploads that have been completed.

    Step 46

47. You can observe the records in the table, and see that the file you previously selected to upload is now shown as processed.

    Step 47

48. Click the Horizontal Scrollbar.

    Step 48

49. The ORDERS column displays the total count of payments lines in the file that was uploaded.

    Step 49

50. The Error Count column displays the number of records that were not successfully loaded into FI$Cal from this file upload.

     

    In this scenario, all ten records were uploaded successfully.

    Step 50

51. Lastly, navigate to the Progress Payment page to search for any of the progress payments you just uploaded using that file.

    Step 51

52. Click the Home link.

    Step 52

53. Navigate to the Progress Payment page.

     

    Click the Main Menu button.

    Step 53

54. Click the FI$Cal CSCR menu.

    Step 54

55. Click the Progress Payment menu.

    Step 55

56. Use the Find an Existing Value tab to search for any previously uploaded progress payments.

    Step 56

57. Click the Find an Existing Value tab.

    Step 57

58. Use the Advanced Search link to help narrow the search results when looking for a progress payment.

    Step 58

59. Click the Advanced Search link.

    Step 59

60. Enter values in the Search Criteria fields to filter the results and find the specific progress payment desired.

    Step 60

61. Click in the Business Unit field.

    Step 61

62. Enter the desired information into the Business Unit field.

     

    Enter "7760".

    Step 62

63. In this scenario, you know the PO Number that one of the progress payment records you just uploaded references.

     

    Enter that PO Number, or information into any of the other available fields to see your progress payment recorded in FI$Cal.

    Step 63

64. Click in the PO Number field.

    Step 64

65. Enter the desired information into the PO Number field.

     

    Enter "354711".

    Step 65

66. Click the Search button.

    Step 66

67. The Progress Payment page is displayed with your uploaded progress payment record.

    Step 67

You have successfully completed the "Uploading a progress payment" Topic.

Key Takeaways:

- Use the Payment Upload process to upload multiple progress payment records at once

- After running the upload process, you can view the Upload History or Upload Summary pages to review how many payments were successfully uploaded

- Use the Progress Payment page to then specifically search for any of the progress payment records that were just uploaded

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