ARC - AFF PAC Loader Interface
Updated 05/16/2016
Introduction
Getting started
Setting up the Template
Drop Zone
Submitting the Process in Oracle
Trouble-shooting
Introduction
This quick reference guide provides the steps for using the ARC AFF PAC Loader Interface to upload an agency’s Program Activity Mapping into Oracle.
This procedure applies to all government agencies that have obligations by programs outlined in the Budget of the U.S. Governments Appendix (Budget).
Important Information:
1. The Reporting Branch Managers have decided that only a few individuals with in a branch will have the Oracle role responsibility called ARC – PROG ACT ACCT which will be used to update the Program Activity Code and Title Mapping. All accountants will need to utilize one of those individuals to update the Mapping.
2. If a Fund requires a Program Activity Code and Title then a Flag on the Fund called “Requires Program Activity Code” should be a “Y” (Yes). To change to Flag to a “Y” you will need to send an email to Oracle Support the list of Oracle Funds you would like set to a “Y”
3. If transactions have already occurred that correspond to the AFF strings mapped in the Program Activity Code and Title then a user will need to ask Oracle Support to an ARC Trial Balance Rebuild for the particular Fund, USSGL Series 48 & 49 Accounts and for the affected period(s).
Getting Started
Users completing this process must possess appropriate access privileges:
1. Requires access to the drop zone for the applicable operating unit.
2. Requires the ARC-PROG ACT ACCT responsibility in order to run the ARC AFF PAC Loader Interface process.
3. Requires responsibilities profile option is set for ARC AFF PAC LOADER ALLOWED.
4. Requires access to the QRG website to obtain the template.
Supervisor must request access by completing an Access form for new users or by emailing the Oracle Support team for existing users.
Setting up the Template
Refer to the record layout tab of the ARC AFF PAC Loader Interface template for the specific instructions on how to complete the template.
Upon completing the template, be sure to click the Format Data/Save File button under the Instructions tab to format the template before interfacing into Oracle. Verify all your date by scrolling from left to right and reviewing your data.
Use the Copy Paste Special using Values only when pasting from other mediums.
Upon clicking the button it will allow you to save the file to the appropriate drop zone location.
Drop Zone
The file (completed template) is placed into the drop zone:
For R12
Z:\ARC\Drop Zones\DropZone\outbound – chose the appropriate instance (see data base names below)\ssbload\3-digit identifier for customer.
RACPROD PBPD6I RACSUPP GBPD1I
This process is specific to the customer and may be completed by an automated process such as FTP or the file may be received by Operations and placed in the drop zone.
Submitting the Process in Oracle
I. Navigation
Access the appropriate responsibility, i.e. ARC-PROG ACT ACCT and navigate to View and Requests from the menu bar. The Find requests window is displayed.
Follow the steps below to submit the request
Step / Field / Action /1. / Click the Submit a New Request Button.
The Submit a New Request window is displayed. /
2. / Click the Single Request Radio button. click OK.
The Submit Request window is displayed /
3. / Name / Enter ARC AFF PAC Loader Interface and tab. /
4. / Operating Unit / Select the appropriate operating unit from the list of values. /
5. / Parameters / Enter the name of the file saved under the drop zone location.
Note: Include the file extension, which may be “.txt” or “.dat”. /
6. / Click OK. /
7. / Click the Submit button.
This kicks off the ARC AFF PAC Loader Interface.
The process Should complete with a Phase of Completed and a Status of Normal. /
8. / Once the process has completed normally, follow the steps below to validate the invoices. /
II. Understanding what happens under the drop zone
Once the import process completes, the file you dropped is renamed and is placed in the Archive folder to allow a new file to be added to the drop zone using the same name.
Historical data is maintained under the Archive folder.
Troubleshooting
If you receive a Red Error message:
Click the View Details and View Log button and determine why the process failed.
1. The most common issue is the template file is not found under the drop zone.
2. Ensure you used the correct file name when running the ARC AFF PAC Loader Interface
3. Make sure the file was saved in the correct drop zone.
4. Ensure you selected the correct ledger in your concurrent request. The operating unit selected must be the same as where you dropped your file.
Once the issues are resolved, attempt to import the file again.
If it fails a second time, contact the Oracle Support team for assistance.
ARC AP Invoice Interface, Page 4 of 4