Upload Voucher

Use this procedure before uploading a voucher to ensure the widget works correctly.

1. Click the menu icon on the widget title bar and select Configure….
2. Specify this information:

   Title

   Specify a widget title.

   FIM Interface

   Click this button to open the list of available upload interfaces from (GLS840).

   Under the Active column, select the check box of the corresponding interface to activate for the upload process. All activated interfaces are added as options in the Interface name field.

   Under the Fields column, configure the fields for each of your selected interfaces.

   1. Click the edit icon.
   2. From the Details tab, specify this information:

      Interface name

      This field uses the default value based on your selected interface.

      Division (1)

      This field uses the assigned division of your selected interface.

      Editable accounting date

      Select the check box to enable users to manually edit the date for accounting.

      Key value prefix

      Specify a prefix for the primary key. The system automatically adds the value you provide to the primary key generated for each new entry in the general ledger. For example, specify 'GLW' as the prefix for the primary key.

   3. Click OK.
   4. Navigate to the Input fields tab. Select the check box for every input field to be added to the CSV file for the upload process. You may specify a default value for each field.
   5. Click OK.

   Document Management Configuration

   Click this button to configure the document to be reflected in IDM.

   1. Specify this information on the Upload document tab:

      Archive uploaded file

      Select the check box to ensure that your uploaded CSV file is copied and stored in IDM.

      Document Type

      Specify a document type to be used as the category in IDM for tracking documentation, for example, MDS_Generic Document.

      Key value attribute

      Specify a key value attribute to be used in IDM, for example, MDS_id1. The variable <id1> uses the primary key assigned to your record in the general ledger.

      User attribute

      Specify a user attribute to be used in IDM, for example, MDS_id2. The variable <id2> uses the code assigned to a user who updated the general ledger.

      Archive related documents

      Select the check box to enable users to upload additional supporting files for the record.

      Division attribute

      Specify a division attribute to be used in saving related documents IDM, for example, MDS_id3. The variable <id3> uses the assigned division where a specific record is grouped accordingly.

      Year attribute

      If attributes were set up as multi select attributes in IDM, you can access this field. Specify the year when the voucher is created, for example 2025.

      Voucher series attribute

      If attributes were set up as multi select attributes in IDM, you can access this field. Specify an attribute to the voucher series, for example 001.

      Voucher attribute

      If attributes were set up as multi select attributes in IDM, you can access this field. Specify an attribute to the voucher, for example 2000000060.

      Accounting date

      If attributes were set up as multi select attributes in IDM, you can access this field. Specify an accounting date using this format: YYYYMMDD.

   2. Specify this information on the Related tab:

      Archive related documents

      Select the check box to ensure that your uploaded CSV file is copied and stored in IDM.

      Division attribute

      Specify a division attribute that can be used as option to be used for the related documents.

      Key value attribute

      Specify a key value attribute to be used in IDM, for example, MDS_id1. The variable <id1> uses the primary key assigned to your record in the general ledger.

      User attribute

      Specify a user attribute to be used in IDM, for example, MDS_id2. The variable <id2> uses the code assigned to a user who updated the general ledger.

      Archive related documents

      Select the check box to enable users to upload additional supporting files for the record.

      Division attribute

      Specify a division attribute to be used in saving related documents IDM, for example, MDS_id3. The variable <id3> uses the assigned division where a specific record is grouped accordingly.

      Year attribute

      If attributes were set up as multi select attributes in IDM, you can access this field. Specify the year when the voucher is created, for example 2025.

      Voucher series attribute

      If attributes were set up as multi select attributes in IDM, you can access this field. Specify an attribute to the voucher series, for example 001.

      Voucher attribute

      If attributes were set up as multi select attributes in IDM, you can access this field. Specify an attribute to the voucher, for example 2000000060.

      Accounting date

      If attributes were set up as multi select attributes in IDM, you can access this field. Specify an accounting date using this format: YYYYMMDD.

   3. Click OK.

   Excel sheetname

   Specify the filename of the xlsx file to upload.

3. Click Save.

Use this procedure to upload voucher data, validate the uploaded file, update voucher records, and attach related documents. The widget shows a progress bar at the top where you can view all the activities in the upload process.

1. On the Select file step, update the required file for upload.
   1. Select the interface to apply from the drop-down options. Selecting a template triggers the Download template (CSV) button next to Upload file.
   2. Click the Download template (CSV) button to retrieve the template that you will update. The file is saved on your local machine.
   3. Update the file based on the required values for each column and save the updated file.
   4. Click Upload file, browse to your updated CSV file, and click Open.
   5. Click Next.
2. On the Upload step, validate the uploaded file.
   1. Specify this information:

      Key value

      This field uses the default primary key value assigned to your record.

      Description

      Provide a description for your record.

      Accounting date

      This field is enabled, which depends on the widget configuration. If enabled, specify a new accounting date.

   2. Click the browse icon to open the Details dialog. Verify the values of your uploaded file using the dialog view or optionally download the details to obtain a local copy. After verifying the details, click OK.

      If the character limit for one or more fields is exceeded, the dialog box shows the affected rows and fields, the character limit, the number of characters, and the field values received from the file.

   3. Verify the voucher entries from the uploaded file by reviewing the summary of voucher entries categorized by Division, including the record count, balance, and status.
   4. Click Next. The next activity might take time to load because the widget retrieves APIs from M3, particularly records from 'FIM Interface. Manage Transactions' (GLS840).
3. On the Check and update step, the division shows the status. An updated status means that the vouchers are successfully uploaded to the general ledger in M3. If available, click Next to add other documents to IDM.

   You may verify if the voucher is added to M3. Check if it has an error in 'FIM Interface. Manage Transactions' (GLS840/B1).

4. On the Add related document step, click upload files to attach related documents. Select a division from the Division drop-down as the category for your uploads. Check the related documents to connect to the voucher. Click OK.