UPDOCS Templates

UPDOCS Templates (.xlsx)

Automated Transaction Submission (ATS) - The Automated Transaction Submission page allows you to upload and submit Financial Accounting transactions into the CORE Financial System by uploading a specific specialized MS Excel spreadsheet template. This process allows the uploaded template to be converted into a Financial Accounting transaction document(s) into the CORE Financial System based on the MS Excel spreadsheet template uploaded.   

UPDOCS Templates Instructions

1.  User Filled Other Fields

   • Fill in the data as needed or required, starting with Transaction Name, Record Date, etc.

   • The spreadsheet will validate to ensure your data does not exceed the maximum lengths, and that you have populated all required fields.  Note that all data relevant to a field can be found by clicking and hovering on a cell in row 5.  All fields with an asterisk in the header are required fields.

   • Columns may be hidden or resized for ease of use, but do not DELETE any columns.

   • Date columns must use mm/dd/yyyy format.

   • The maximum number of rows is 1000.  If you have more data, you must use an additional spreadsheet.

   • Each individual transaction can only contain 400 accounting lines at a maximum.  Going over will cause the entry to fail.

   • Whenever the Spreadsheet Doc Id value changes, the spreadsheet will create a new transaction (Transaction) instead changing the Vendor number or Transaction name as was the case with ATS uploads. Make sure all header information like Transaction Name and dates matches for a group of lines that make up a single transaction.

2.  Save the spreadsheet on your local computer

• The location and name of the file does not affect the UPDOCS Spreadsheet Upload.

3.  Upload Instructions

1. Log into CORE

2. In the "Global Search" box, enter "UPDOCS"

3. Click the Upload Spreadsheet button in the upper/right hand side of the page.

4. Use the Browse button under the File Data header on the left of the page or drag your UPDOCS file to that area to upload the file.  Then enter the appropriate transaction code in that field.

5. Select the Upload button in the right hand side of the page to run your sheet

6. To confirm your file, enter UPDOCS in the Global Search again, then locate your spreadsheet by User ID and or name of file.  This view will provide you information about whether or not the files were processed successfully

7. Once pulled up, use the three dots to the right of your entry, then Related Pages, and View Logs to see your entries. Click on any entries to enter the Transaction or to be given a list of errors encountered during processing

Additional Information

• Instructional guides that provide extra information about populating your template can be found at https://core.state.co.us/Topics

• All UPDOCS templates can be found on the CORE Help website: core.help@state.co.us

• Errors experienced may vary.  If the system does not provide enough data to address any issues on your template, email core.help@state.co.us and provide the User ID, file name, and time of upload for additional assistance.

• ATS templates CANNOT be used for uploads in the UPDOCS page.

General ATS Templat

• ATS Cash Receipt CR10XX (Account Cash Receipt) (4/24)

• Journal Voucher 1 (JV1STND, JV1ADVN, JV1TRES, JV1BOND, JV1CL) (4/24)

• Cost Accounting Journal Voucher (JVC) (4/24)

• Cash Receipts (CR) (4/24) 

• Charge Transaction Correction (CHC) (4/24) 

• General Accounting Expenditures (GAX) (4/24)

• Internal Exchange Transactions (IET) (4/24)

• Inventory Adjustments (IA) (4/24)

• Invoices (IN) (4/24) 

• Manual Accruals (ACC) (4/24)

• Receivables (RE) (4/24)

Restricted ATS Templates

• Internal Transaction (IET 3) (4/24)  * This document is restricted to Treasury use only

• Detailed Cash Receipts (CR) (4/24)   * This document is restricted to use by AR Phase II converted departments only

• Detailed Receivables (RE) (4/24)     * This document is restricted to use by AR Phase II converted departments only