The purpose of the DataServ/ERP integration is to keep the two systems in sync and assure that the info contained in both it accurate.
Stage 1: Invoice completes processing in DataServ
- Status = “Pending Data Transfer” The status is set to “Pending Data Transfer when:
- PO invoice has AutoVouched or has been worked and approved by Buyer or AP
- Non-PO invoices that have been coded and approved
- “Validated” field is equal to ‘NO”
- Invoices appear in the Published Search ‘Invoices Pending Data Transfer'
Stage 2: DataServ’s extract job runs to create the ProcessPO and ProcessNonPO
- Data for invoice with a status of “Pending Data Transfer” is extracted from DataServ and placed in the ProcessPO and ProcessNon-PO file
- Status of the invoice is set to “Complete”
- “Validated” field is equal to ‘NO’
- “Date Sent “ field will contain the date when data was sent to ERP
- Invoice appears in the Published Search “Invoices Not Validated In ERP”
If an invoice was in status of "Pending Data" but unable to be extracted to ERP
- Status of the invoice is set to "Transfer Error'
- “Validated” field is equal to ‘NO’
- Invoice appears in the Published Search "Transfer Error"
- Example Reasons why and invoice is in transfer error
- Vendor Number is not present in the Vendor Master (DataServ receives updated Vendor Master file daily
- Vendor with multiple sites and different bank details per site for each operating unit
- Invoice Total does not equal the sum of the Subtotal plus Tax, Freight, and Surcharge
- Invoices lines do not total to the Invoice Subtotal
- Duplicate invoice number being sent to ERP Client loads the Process PO and ProcessNonPO file into ERP
- Example Reasons why and invoice is in transfer error
Stage 3: Client loads the Process PO and ProcessNonPO file into Oracle
- Invoice state in DataServ stays the same as in Stage 2
Stage 4: Client extract job runs in ERP to create the Validation and Payment files
- Invoice state in DataServ stays the same as in Stage 2
Stage 5: DataLoads are sent to DataServ. The Validation file and Payment file are loaded into DataServ
DINS that are in the Validation file
- “Validated” field is set to ‘YES’
- Invoice is no longer in the “Invoices Not Validated in ERP” published search
- Status is “Complete”
DINS that are in the Payment file
- Status is set to “Paid”
- Payment data is loaded for the DIN
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