Spreadsheet Direct Journal Process Flow

The Spreadsheet Direct Journal process flow consists of the following steps:

  1. Enter the payment data into the spreadsheet.

  2. Enter data into all of the required fields for a PeopleSoft Receivables payment.

  3. Generate XML and post the file from the spreadsheet payment options.

  4. A Visual Basic (VB) macro in the Spreadsheet Payment workbook converts the spreadsheet data into an XML format that the PeopleSoft Integration Broker reads and then posts to a URL available to PeopleSoft systems.

  5. Integration Broker processes the incoming XML data and transfers it to the Excel Payment Upload tables on the application server.

  6. The Excel Edit Request process (AR_EXCL_EDIT) validates the data in the Excel Payment Upload tables and creates the offsetting entry (cash line) for the direct journals. Data with errors causes the rejection of the entire payment group. You must correct any errors before the data can be processed successfully. Delete the payment from the Excel Error Correction component and correct the errors in the Spreadsheet Payment workbook and then regenerate the XML file and post the data again.

  7. The Excel Edit Request process copies the validated payment data into the payment staging tables (_EC tables).

  8. Run the Process Payment Interface (Payment Loader) process to select the payments based on the process run control parameters and build the PeopleSoft Receivables deposit and payment groups. If inter or intra unit entries are required for the direct journal, the InterUnit Processor is called from Payment Loader (AR_PAYLOAD).

  9. If the Payment Loader process successfully loaded the master tables, mark the direct journal complete. You can do this on the Direct Journal Create Entries component or the Direct Journals to Complete MyWork link on the AR Fluid Workcenter.

  10. If combo editing is enabled, combo edits will be run when the complete checkbox is checked on the Direct Journal Create Entries component or the Direct Journals to Complete MyWork link. You must resolve combo edit errors before you can mark the direct journal complete.

  11. If the direct journal requires budget checking, you can run the budget processor online via the Direct Journal Create Entries component or the Direct Journals to Budget Check MyWork link on the AR Fluid Workcenter.

  12. Run Journal Generator to send the direct journal to the general ledger.

All payments in the Excel Payment Upload tables are assigned the value XEL in the DATA_SOURCE field. The Payment Loader process uses the XEL data source value to recognize payments created through the spreadsheet payment upload process.