Disbursement Voucher Upload

Overview

The DV Batch Upload supports creating Disbursement Vouchers via batch using a csv or xml file. Defaults can be specified using the Disbursement Voucher Batch Defaults table. 

Disbursement Voucher Batch Defaults

The Disbursement Voucher Batch Defaults table is used to define defaults when fields required on the Disbursement Voucher are missing or invalid. A Default should be set up for each unit that will be submitting DV files. 

Disbursement Voucher Upload

CSV or XML files can be loaded manually via the Disbursement Voucher Upload screen. When loaded via the Upload pages, the disbursementVoucherBatchJob batch is kicked off and Disbursement Vouchers are created and submitted for approval. An audit report is created and is available in the reports/fp directory. 

Disbursment Voucher Upload Report

A pdf statistics report is created in the reports/fp directory when the disbursementVoucherBatchJob is run, either via the Batch Schedule to process files loaded into the staging/fp/disbursementVoucher directories or manually uploaded. 

DV Generation Report Statistics

The first page of the generate pdf summarizes the number of records read and processed by disbursementVoucherBatchJob. 

DV Batch Feed Status Report

Middle section of the generated pdf summarizes the status of each Disbursement Voucher that is created. 

DV Batch Feed Audit Report (Generated DVs)

The end of the generated pdf details the data elements used to create the Disbursement Vouchers and details the accounting lines.

CSV File Format

Following are the fields that are available in the csv file. A template that can be downloaded and used to create files is available here. 

Column Header	Always Required	Required when NOT defined in the DV Batch Defaults table	Notes
unit	Yes	n/a
contactPersonName	No	Yes
contactPhoneNumber	No	Yes
campusCode	No	Yes
contactEmailAddress	No	Yes
dueDate	Yes	n/a
checkTotalAmount	Yes	n/a
documentationLocationCode	No	Yes
paymentMethodCode	No	Yes
checkStubText	Yes	n/a
bankCode	No	Yes
description	Yes	n/a	Document Description
invoiceNumber	No	n/a	Required for payment reasons specified in parameter INVOICE_FIELDS
invoiceDate	No	n/a
paymentReasonCode*	Yes	n/a
payeeIdNumber*	Yes	n/a
payeeTypeCode*	Yes	n/a
payeeLine1Addr	No	n/a	If left blank, the Vendor Remit address will be used, if no Remit address, the PO address will be used. If completed, it must match a vendor address on the vendor record.
payeeLine2Addr	No	n/a
payeeCityName	No	n/a
payeeStateCode	No	n/a
payeeProvinceName	No	n/a
payeeZipCode	No	n/a
payeeCountryCode	No	n/a
chartOfAccountsCode*	No	Yes	CSV format does not support multiple accounting lines. In order to use multiple accounting lines on a single DV, use the xml format.
accountNumber*	No	Yes
subAccountNumber	No	No
objectCode*	No	Yes
subObjectCode	No	No
projectCode	No	No
sourceLineAmount*	Yes	n/a
organizationReferenceId	No	No
financialDocumentLineDescription	No	No
note	No	No	Added to the Notes & Attachments tab

XML Format

Keep the following points in mind:

• The Disbursement Voucher file must begin with the standard XML version line.
• The root (first) tag for DV files must be the <dvFile> tag, and the file must contain only one <dvFIle> tag. This tag also contains attributes that identify the schema the document adheres to:
• Following the <dvFile> tag must be the <header><unit> tags. The <unit> tag contains the Disbursment Voucher Batch Defaults Unit that can be used to complete missing or invalid tags with specified defaults. 
  • <header><unit>PARK</unit></header>
• Following the <header> tag is the <dv> tag, the <dv> tag can be repeated multiple times for each DV that needs to be created. 
• Within the <dv> tag is the <accounting> tag which can also be repeated multiple times within a single <dv> tag in order to add multiple accounting lines to a DV. 
• After the <accounting> section, adding<attachment><filename> tags after the <note> section will add the specified attachment to the DV. File types .webp and .txt file are supported.
• Access a sample file here. 

Name	Always Required	Required when NOT defined in the DV Batch Defaults table	Notes
<?xml version="1.0" encoding="UTF-8"?>
<dvFile xmlns="http://www.kuali.org/kfs/fp/disbursementVoucher">
<header>
<unit></unit>	Yes	n/a	A valid value is required if fields should be defaulted from the Disbursement Voucher Batch Defaults table.
</header>
<dv>
<documentDescription>	Yes	n/a
<disbVchrContactPersonName>	No	Yes
<disbVchrContactPhoneNumber>	No	Yes
<disbVchrContactEmailId>	No	Yes
<campusCode>	No	Yes
<documentationLocationCode>	No	Yes
<paymentMethodCode>	No	Yes
<disbursementVoucherDueDate>	Yes	n/a
<disbVchrCheckTotalAmount>	Yes	n/a
<disbVchrCheckStubText>	Yes	n/a
<disbVchrBankCode>	Yes	n/a
<payeeDetail>
<disbVchrPaymentReasonCode>	Yes	n/a
<disbVchrPayeeIdNumber>	Yes	n/a
<disbVchrPayeeTypeCode>	Yes	n/a
<disbVchrPayeeLine1Addr>	No	n/a	If left blank, the Vendor Remit address will be used, if no Remit address, the PO address will be used. If completed, it must match a vendor address on the vendor record. There is no validation against whether or not the country is US or not. The values in the vendor record will be used to validate valid values.
<disbVchrPayeeLine2Addr>	No	n/a
<disbVchrPayeeCityName>	No	n/a
<disbVchrPayeeStateCode>	No	n/a
<disbVchrPayeeProvinceName>	No	n/a
<disbVchrPayeeZipCode>	No	n/a
<disbVchrPayeeCountryCode>	No	n/a
</payeeDetail>
<invoiceNumber>	No	n/a	Required for payment reasons specified in parameter INVOICE_FIELDS
<invoiceDate>	No	n/a
<accounting>
<chartOfAccountsCode>	No	Yes
<accountNumber>	No	Yes
<subAccountNumber>	No	No
<financialObjectCode>	No	Yes
<financialSubObjectCode>	No	No
<projectCode>	No	No
<organizationReferenceId>	No	No
<financialDocumentLineDescription>	No	No
<amount>	Yes	n/a
</accounting>
<note></note>	No	No	Added to Notes & Attachments tab
<attachment><filename></filename></attachment>	No	No	File types .webp and .txt file are supported. Place the attachments in the staging/fp/disbursementVouchers directory and the attachment will be added to the Disbursement Voucher.
</dv>
</dvFile>