Upload a Cash Advance File from a Third-Party System

You can provide cash advance data using a comma-separated plain text .csv file that is uploaded to Oracle Universal Content Management using the File Import and Export page.

After the file is uploaded, the expense auditor runs the Upload Cash Advance process from the Scheduled Processes page.

Valid cash advance records are created or updated directly into the cash advance tables. Rejected records are listed in the output file, along with the reason for rejection.

The following table contains fields in the cash advance file that you create in TextPad and upload.

Note: Each line in TextPad must contain at least 10 elements. If more than 10 elements are used, it's assumed that the Purpose field contains one or more commas and these extra fields are concatenated.

Field	Required	Notes	Maximum Characters
Cash Advance Number	Yes	Not applicable	60
Person Number	Yes	Either the person number or the email must be provided. If both, they must match. A valid and active employee record must exist. When a person has multiple assignments, only the current assignment is used.	120
Email	Yes	Either the person number or the email must be provided. If both, they must match.	960
Unapplied Amount	Yes	Not applicable	18
Status	Yes	Status must be either APPROVAL_COMPLETE or PAID. For a status of PAID, indicate the unapplied amount.	30
Cash Advance Type	Yes	Must be one of the existing lookup codes for the EXM_CASH_ADVANCE_TYPE lookup type. The values are OTHER and TRAVEL.	30
Due Date	No	MMDDYYYY	8
Trip Start Date	No	MMDDYYYY	8
Trip End Date	No	MMDDYYYY	8
Purpose	Yes	This last field can contain commas.	240

Uploading the Cash Advance File

To upload the cash advance file, follow these steps:

1. Sign in to Expenses as the expense auditor.

2. Navigate to: Navigator > Tools > File Import and Export.

3. On the File Import and Export page, click the Upload (+) icon.

4. In the Upload File dialog box, click Browse to find the file that you want to upload.

5. From the Account choice list, select fin/expenses/import.

6. Click Save and Close .

Running the Upload Cash Advance Process

To run the Upload Cash Advance process, follow these steps:

1. Navigate to: Navigator > Tools > Scheduled Processes.

2. On the Scheduled Processes page, click Schedule New Process.

3. In the Schedule New Process dialog box, select the Job option.

4. From the Name choice list, select Upload Cash Advances and click OK.

5. In the Process Details dialog box in the File Name field, enter the same file name that you uploaded in Step 4 in the previous task.

6. From the Allow update of existing records choice list, select Yes and click Submit.

   If you select Yes, you can update existing cash advances. If you select No, you can't update existing cash advances. You can only create new cash advances.

   Note: If you select Yes to update an existing record, but the existing cash advance has already been invoiced, the record is rejected.

7. Click the Refresh icon.

   The upload cash advance details appear.

8. Review the .log and .txt files by clicking the attachment links.

9. Sign out as the expense auditor.

10. Sign in to Expenses as an employee.

11. From the Expenses work area, review the Cash Advances infotile.