The Handle External Transactions process model contains activities for updating the hold table with transactions generated from an external (non-IFS) system. There are activities for correcting, checking, and updating external transactions to the hold table. When the external transactions are sent to the hold table, they are grouped together in accordance with the parameters defined in the External Voucher Basic Data window.
When external voucher transactions are loaded into the external voucher interface, the load batch is given a load identity. All transactions in the load batch have the same identity. The transactions in a batch belong together until vouchers are generated in the hold table. This means that all transactions in a batch must be verified (and corrected if necessary) before they are sent to the hold table .
The external voucher interface can only handle information in text files, although it can read files with various layouts. You can specify the file layout using the External File toolkit. There is also a default definition that you can use.
The file is loaded using a wizard. You can also use the wizard for the Check and Create Voucher steps if they are required.
The process for handling a file with external voucher transactions includes the following activities:
Enter External Voucher Parameters. Before using the external voucher interface, you must enter parameters to define how transactions will be grouped to vouchers and whether external transactions can be altered.
Load External Voucher Transactions. You can use the External Voucher Assistant to load external voucher transactions from a text file .
View External Voucher Load Information. Use this activity to provide information on all the load identities that have been loaded in the external voucher interface.
Check External Voucher. Use this activity to verify the external voucher transactions loaded in external interfaces. The transactions are verified against rules, code string rules, and user data from IFS/Accounting Rules, and also with respect to external voucher parameters. Transactions that do not pass the tests are highlighted with an error code. If all transactions related to a load identity pass the tests, then the transactions are all assigned the status Checked. If any of the transactions fail the tests, then all transactions that share the same Load Group Item as the one with errors will be assigned the status Loaded and the load will be assigned the status Partly Checked.
View/Correct External Voucher Transactions. Use this activity to view and correct external voucher transactions. Once you have corrected transactions that had errors, you must again check all of the transactions in the load to verify that the entire load is acceptable.
Remove All Error Codes. Use this activity to delete all error codes on external voucher transactions related to one specific load identity.
Create Voucher. Use this activity to create vouchers from the external voucher transactions and place them in the hold table in IFS/Accounting Rules. When you create vouchers, you do so according to the grouping criteria established for the load type. Prior to starting the Create step, all transactions must have the status Checked. The transactions show the voucher number, voucher type and voucher date valid for the vouchers created in the hold table.