Batch Processes

Users do not interact directly with KFS batch processes, but some users want to understand how these processes keep the data base up to date. For users who are interested, the following table summarizes the functions of the systemís Purchasing/Accounts Payable batch processes. These processes, which are run according to a predetermined schedule, not only keep your data base up to date but, in some cases, generate new e-docs as needed to make certain types of adjustments.†

PURAP Batch Jobs:

Job Name

Description

approveLineItemReceivingJob

If unordered items have been received and noted when doing line item receiving, PURAP attempts to create a Purchase Order Amendment e-doc to adjust for the new items. If a purchase order cannot be amended for some reason (for example, if it is closed or has pending payment requests), this job rechecks each time it is run and creates the Purchase Order Amendment e-doc as soon as it is allowed to do so.

autoApprovePaymentRequestsJob

Automatically approves payment request documents with a current or past pay date.

autoClosePurchaseOrdersJob

Closes open purchase orders with no remaining encumbrance.

autoCloseRecurringOrdersJob

Looks at the end date on a recurring order (that is, a purchase order with a recurring payment type not equal to null). If this date is less than or equal to the date defined in the AUTO_CLOSE_RECURRING_PO_DATE parameter, it closes the purchase order and disencumbers any outstanding amounts.

electronicInvoiceExtractJob

Examines and validates invoices uploaded electronically by vendors. Creates Payment Request e-docs for valid invoices and creates Electronic Invoice Reject e-docs for invalid invoices.

faxPendingDocumentJob

Not yet supported by KFS; this job is a placeholder for a process used by Indiana University.† (POs are queued electronically to be sent via fax, and this job runs every 15 minutes. If there is a problem with the fax device, the job fails. If the fax device is working normally, the POs are faxed.)

purapMassRequisitionJob

Creates batches of requisitions for testing.

purchasingPreDisbursementExtractJob

Extracts all eligible and approved Payment Request and Credit Memos e-docs into the Pre-Disbursement Processor (PDP) for payment.

purchasingPreDisbursementImmediatesExtractJob

Extracts eligible and approved payment requests and credit memos flagged for immediate payment into the Pre-Disbursement Processor (PDP) for payment.

receivingPaymentRequestJob

If using receiving and if a payment request is entered that exceeds the open quantity on the purchase order, the payment request is held in "Waiting on Receiving" status. This job checks payment requests held in this status and releases them for normal routing when the purchase order has a sufficient open quantity.

approveLineItemReceivingJob

If unordered items are received when doing line item receiving, PURAP attempts to create a Purchase Order Amendment e-doc to adjust for the new items. If the purchase order cannot be amended for some reason (for example, if it is closed or has pending payment requests), this job rechecks every time it is run and creates the Purchase Order Amendment e-doc as soon as it is allowed to do so.

autoApprovePaymentRequestsJob

Automatically approves payment request documents with a current or past pay date.

autoClosePurchaseOrdersJob

Closes open purchase orders with no remaining encumbrance.

autoCloseRecurringOrdersJob

Looks at the end date on a recurring order (that is, a purchase order with a recurring payment type not equal to null). If this date is less than or equal to the date defined in the AUTO_CLOSE_RECURRING_PO_DATE parameter, closes the Purchase Order and disencumbers any outstanding amounts.

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Accessing PURAP Functions