DBD - Cash Disbursements Gateway

Overview

The Cash Disbursements Gateway allows for the automated setup of Vendor Payments in DB Distributor.

Requirements

• Windx plugin 7.1 (required)
• Cash Disbursements Gateway Module (required)

Input Files Location

The input files must be placed within the data directory of DB Distributor (typically /usr/lib/pvx/tf2d). The filename must begin with the characters CD2 and the filename should be unique. We suggest using the date and time or some other unique number as part of the filename.

The input files will be renamed after being processed by the gateway import program. The characters CD2 in the filenames will be replaced with the characters CD4.

Cash Disbursements Gateway – Input File Layout

• The user will be prompted for the default Fiscal Year, Accounting Period and Bank Code during processing; if these fields are populated in the input file then the input file data will have precedence.
• Each record should be 77 characters in length and each record must contain input fields as described in the layout above.
• The following field validation rules apply:
  • The fiscal year must be open.
  • The accounting period must be a valid period in the specified fiscal year
  • The bank code must be a valid bank code.
  • The vendor code must be valid.
  • The vendor invoice must be a valid open invoice.
  • The gross amount and discount taken must be valid numbers.
• The following errors will cause an imported cash disbursement record to be placed on hold for the purposes of Cash Disbursements Gateway batch update processing:

Cash Disbursements Gateway – Menu Options

The Cash Disbursements Gateway can be accessed from both GUI and CHUI menus. The gateway processing steps, and the corresponding menu options are described in their order of use, in the table below:

Step 1 – Cash Disbursements Gateway Import

Select the menu option to launch the Cash Disbursements gateway import utility.

Enter a default fiscal year, accounting period and bank code. These default values are used only if an imported record does not happen to contain one of these fields.

Click Proceed. The gateway will look for input files named with the prefix CD2 and will attempt to import the files that are found. The files are expected to be present in the data directory (typically /usr/lib/pvx/tf2d). Once processing is complete, each input file is re-named, with the CD2 changed to CD4. If a file already exists with the destination filename then it will be overwritten by the newly renamed file.

Step 2 – Cash Disbursement Gateway Journal & Update

Once all of the input files have been imported, the next step is to print the gateway journal and update the gateway batch. The action of updating the batch will commit all input records into corresponding Cash Disbursement entries within DB Distributor.

The gateway journal will list all records imported previously and which have not yet been updated. Errors associated with bad records will also be displayed in the journal. Errors must be corrected using the gateway maintenance program (see step 2.b.). A batch which has errors cannot be updated.

Select the menu option to print the gateway journal. A new Cash Disbursements Gateway batch must be initiated for this purpose and the user will be given the option of starting a new batch (or of using an existing batch). We recommend that you always start a new batch when importing a new set of input files.

If there are no errors, then the system will display the following prompt, allowing the user to proceed with updating the CD Gateway batch.

NOTE: If there are any errors then the above prompt will not be displayed. Instead there will be descriptive  “On Hold” error messages printed on the journal wherever applicable.

Step 2.a – Cash Disbursements Gateway Maintenance

A bad record can be corrected using the Cash Disbursements Gateway maintenance program. All errors in a gateway batch must be corrected before the batch is allowed to be updated. If an error cannot be corrected, then that record must be deleted from the batch.

Once all errors have been corrected, reprint the gateway journal. The system will check for the presence of any errors and if no errors are found then it will prompt the user to update the batch.

Step 2.b – Cash Disbursements Gateway Update

If there are no errors when the gateway journal is printed, then the system will display the following prompt, allowing the user to proceed with updating the CD Gateway batch.

Step 3 – Cash Disbursements Update

The successful update of a Cash Disbursements Gateway batch in the previous step will have created a Cash Disbursements batch with entries of vendor payment information. The final step in the Cash Disbursements Gateway process is to update the Cash Disbursements batch.

Select the option for Cash Disbursement Journal and Update. A query list of Cash Disbursements batches will be displayed. Note that this list will display all Cash Disbursement batches, including the ones that were automatically created using the Cash Disbursements Gateway.

Select the batch that is to be updated and proceed to print the Cash Disbursements Journal and update the batch.