UPDOCS Upload Policy and Procedure

Process Group/Policy Details

• Subject: General Policies

• Process Group: General Policies

• Title of Policy: Spreadsheet File Uploads

• Effective Date: 07/01/2014

• Approved/Revision Date: 06/20/2014

• Approved by: State Controller

Process Group Description

• The CORE system will allow, and in some cases require, more consistent approaches to processing financial transactions. Therefore, general policies are required so that the system is used consistently to obtain outputs and reporting from the system.

Rationale or background to policy:

• Departments have a need to extract or consolidate data from sources external to CORE, then using that data, to create transactions for upload to CORE. This enhances the efficient processing of transactions in CORE.

Policy Statement:

• Departments can use OSC provided Excel templates to upload selected CORE transactions using the  Upload Transaction Spreadsheet (UPDOCS) screen/functionality in CORE. Departments must ensure the integrity of these uploaded transactions by establishing a controlled process for creating and uploading these transactions to CORE.

Procedures:

Templates are available for the following CORE transactions:

ARE – Accrued Receivables

CR – Cash Receipts

CRXX10- 10XX Cash Receipts 

GAX – General Account Expenditure

IET – Internal Exchange Transaction

IA – Inventory Adjustment

IN – Invoice

JV1xxxx – Journal Voucher

JV1ADVN- JV1 Advanced

JVC - Cost Accounting Journal Voucher

RE – Receivable

Departments shall follow these procedures:

• When these templates are uploaded to CORE, they can either be created in a status of “Draft” or submitted to a status of “Pending”.  If a transaction submitted to workflow contains errors, it will need to be opened and the errors corrected before it can be submitted to workflow. To upload an UPDOCS spreadsheet, follow these steps:

1. Type “UPDOCS” in the Global Search field.

2. Click on Search.

3. Click the “Upload Spreadsheet” button in the upper/right corner of the page

4. Upload your spreadsheet, enter the appropriate transaction code, select the Submit Transaction checkbox (if you want the transaction to go to workflow), then click “Upload” button

5. Return to previous page by selecting “Cancel” button and search for your upload

6. Use three buttons to right of your entry to drill down into the transaction(s) and review status