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TROUBLESHOOTING ERRORS

IN THE PAY CYCLE

DE

CEMBER

1999

Troubleshooting Errors in the Pay Cycle


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1996 by PeopleSoft, Inc.


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Table of Contents
Table of Contents................................................................................................................................3
Introduction........................................................................................................................................4
Pay Cycle Criteria..............................................................................................................................4
Date Criteria................................................................................................................................4
Preferences..................................................................................................................................5
Source Criteria............................................................................................................................6
Business Unit Criteria.................................................................................................................7
Bank Account / Payment Method...............................................................................................7
Pay Group Criteria......................................................................................................................7
Replacement Bank Information..................................................................................................7
Pay Cycle Step Table..........................................................................................................................7
Running the Pay Cycle.......................................................................................................................8
Payment Selection - APY2005 Application Engine...................................................................8
Clear Exceptions.......................................................................................................................13
Payment Creation APY2010 SQR.........................................................................................14
Approving the Pay Cycle..........................................................................................................18
Print Checks APY2021 Crystal (Within Configuration Manager Setup)..............................18
Confirm Check References.......................................................................................................20
Positive Pay...............................................................................................................................20
Complete the Pay Cycle............................................................................................................22
Restart the Pay Cycle................................................................................................................22
Summary..........................................................................................................................................23

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Introduction
The Pay Cycle, as delivered, is made up of multiple steps designed to create checks or electronic
payments and transfer this information to the General Ledger module. This document to
summarizes each of these steps and gives users a way to troubleshoot common problems that can
occur.
The following steps are covered in this document:

Pay Cycle Criteria

Pay Cycle Step Table

Running the Pay Cycle

Payment Selection (APY2005)

Clear Exceptions

Payment Creation (APY2010)

Approving the Pay Cycle

Print Checks (APY2021)

Confirm Check References

Positive Pay

Complete the Pay Cycle

Restart the Pay Cycle

Pay Cycle Criteria


The Pay Cycle in People Soft is a series of steps that are designed to pay bills that are due. When
you start a Pay Cycle first set the Pay Cycle criteria to tell the system which vouchers you want to
pay. To reach this panel, select Go, Administer Procurement, Create payments, Use, Pay Cycle
Criteria.

Date Criteria
Set the following dates on the Date Criteria:

Pay Through Date - All vouchers that are due on or before this date are eligible for payment.

Payment Date - This is the date that prints on the check.

Next Pay Through Date - You tell the system the next time you plan to run this pay cycle. With
this information the system will alert you to any vouchers that will miss their discount if not
paid in this cycle.

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Next Payment Date This is also used for discount alerts.

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Payment Accounting Date This is the accounting date that gets passed to the GL for this
transaction.

Preferences
The Preferences Panel requires only one entry but you have a lot of options here. The required
field is the Pay Cycle Step Table. The Step table will be described later in this document and is
what drives the order of the steps that are run.
Use Pay Group Criteria
This The Use Pay Group Criteria flag sets the pay cycle to only choose vouchers that belong to
vendors who are in particular pay groups. Pay Groups are set at the vendor level. Checking this
box will activate the Pay Group Criteria panel and require you to choose one or more pay groups
to include in the Pay Cycle. If you do not choose this option the pay cycle will pick up all
vouchers regardless of pay group status.
Permit Bank Account Replacement
The Permit Bank Account Replacement flag allows you to pay for voucher with a bank other than
the one you entered on the voucher. Checking this will activate the Bank Account Replacement
panel where you will have to enter the new bank you want to pay with.

Process EFT pre-notes


Choose Process EFT pre-notes if you are doing an EFT (Electronic File Transfer) pay cycle.
When a vendor is set up to be paid by an EFT you have the choice to require the vendor be prenoted before the first EFT is sent to pay the vendor. This means that the bank will be sent a test
EFT for the vendor. If there is a problem with the bank numbers or the format the bank will let
you know so you can rectify the situation. If, after a certain period, you do not hear anything from
the bank you can assume that the EFT was correct and you can start processing EFTs for this
vendor. To begin processing EFTs for the vendor you have to confirm the EFT status. You can
either have the system wait a predetermined number of days after the pre-note is sent and then
automatically confirm the status or go to the Vendor EFT Payment Options panel and click the
Confirm push button To set the number of days the system should wait, choose Define Business
Rules, Structure Procurement Options, Use S-Z, Set Controls, Vendors. Keep in mind that you
must have at least one valid EFT payment for the pay cycle to process any EFT pre-notes.
Therefore, the very first EFT vendor you process cannot require a pre-note.

Require User Approval


Checking the Require User Approval flag causes the Pay Cycle to stop after Payment Creation and
require that the pay cycle be approved. To do this, select Create Payments, Use, Pay Cycle
Approval. Here you can either approve or reject the pay cycle. If you reject the pay cycle you
will be allowed to reset the pay cycle. If you are running a pay cycle and do not choose Require
User Approval you can still reject and reset the pay cycle at this point. Access to the approval

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panel is usually restricted, so the user must get supervisor approval to continue to produce the
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payments. If you choose Require User Approval the system will also automatically produce a trial
register when you click Next Step. After the pay cycle is approved the operator can then proceed
to produce the checks or payment files.

Automatically increment dates


By checking the Automatically Increment Dates box you tell the system you want the system to
automatically change the date criteria every time you run the pay cycle.. For example, if you have
a pay cycle that you run every week you may want to set the date criteria to automatically change
by seven days every time you run it. This allows you to start the pay cycle directly from the Pay
Cycle Manager without changing any criteria.. Some companies use this as a security measure to
allow clerks to run the pay cycle while only allowing managers to change any of the criteria.

Allow Automatic Processing


Choose the Allow Automatic Processing option only when you are running a Lights Out Pay
Cycle. This is out of the scope of this document.

Produce Zero Payments


The Produce Zero Payments will tell the system to process the vouchers for vendors that have a
zero balance. This can be one voucher that is for zero dollars or a group of vouchers that add up to
zero. The pay cycle will produce a voided check that lists the processed vouchers on the advice.
The system will produce a zero payment but will never produce a negative payment. If you do not
check this box the system will give you a negative exception for zero payments.

Use Recipients Preferred Language


The Use Recipients Preferred Language will print the check in the vendors preferred language.
This can be set up at the Vendor Location panel by clicking the Vendor Type push button.

Source Criteria
The source criteria allows the pay cycle to be integrated with other People Soft modules. In this
paper we are only dealing with Accounts Payable Vouchers. You can hit F7 or the insert key to
add additional transaction sources.

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Business Unit Criteria


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The business unit criteria tells the system from which Accounts Payable business units you want to
select vouchers. You can hit F7 or the insert push button to add additional business units.

Bank Account / Payment Method


The bank account criteria panel tells the system to select vouchers that are set to be paid by a
certain bank and a certain payment method. To add additional banks you can press F7 and within
each bank press F7 to include additional payment methods.

Pay Group Criteria


Pay Group Criteria is set at the vendor level. You can group vendors into groups. Press F7 to add
more groups to this pay cycle. This panel will be grayed out unless you choose use pay group
criteria on the miscellaneous criteria panel. If you have any pay groups chosen the pay cycle will
only choose vouchers that are for vendors in this group. However, if you do not choose Pay Group
Criteria the pay cycle will select vouchers without regard to Pay Group. Therefore, if you are
going to have some vendors in pay groups and others not in pay groups, you should run your pay
group pay cycles first. If you don't run the pay group first, all of the pay group vouchers will be
selected by the non-pay group pay cycle.

Replacement Bank Information


Replacement Bank Information allows you to pay for vouchers from a bank that is different from
the one you have specified at the voucher level. For instance, you would use this feature if you
have switched to a new bank account but still have vouchers that were entered for the old bank
account. You can have the system choose vouchers that were entered for the old bank even though
you want to pay with the new bank. This panel will be grayed out unless you choose the Use
Replacement Bank check box on the Miscellaneous Criteria panel.
Once this is done you are ready to run an actual Pay Cycle.

Pay Cycle Step Table


The order and the run controls for the steps are set on the Pay Cycle Step Table Panel.
SelectCreate Payments, Use, Pay cycle Step Table. Once in this panel, you will notice that some
steps have associated run controls in the far right column. The run control here will determine
where the program will runon the client or the serverand where the output will go, either a
file, printer or window. To see what the run control is set to, choose Edit, Preferences, Run
Control. Choose the run control, remembering that spelling and capitalization count, and check to
make sure these are what you think they are. Just because the run control says Client_File, it
doesnt mean that it is actually set to run on the client to a file.
The status of the pay cycle actually controls the order in which the steps run. For example, when
the status of the pay cycle is selected the payment creation step will run. When there are

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multiple steps set to run for a specific status, review the Pay Cycle Step Table for the order the
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processes will be run. By default this is done in alphabetical order.

Running the Pay Cycle


You can start a pay cycle by going to Pay Cycle Criteria and clicking the Process push button or
by going straight to the Pay Cycle Manager panel. When you first get to the Pay Cycle Manager
panel, the panel will tell you the current status of the Pay Cycle. If it is new, completed or reset
you are ready to run a Pay Cycle. If it isn't, investigate the last running of the Pay Cycle and refer
to the trouble shooting section of this document.

Payment Selection - APY2005 Application Engine


When you click Next Step the first time, the system will kick off an Application Engine process
called APY2005 that will use the pay cycle criteria information along with vendor and voucher
information to determine which vouchers need to be paid. The vouchers are chosen if all of the
criteria are met. After the Application Engine process is complete, click the Refresh push button
to continue to the next step of the Pay Cycle. If you are running APY2005 on the client you will
know that the step has completed when you see the DOS window disappear. To see when it is
done If you are running on the server, click on Sparky to bring up the process monitor. Either
way, it is a good idea to take a look at the Process Monitor after each step of the Pay Cycle to
make sure that the process ran successfully. Sometimes the system will allow you to proceed even
though the previous step fails. After this step is successfully completed the Pay Cycle status will
either be Exceptions Exist or Selected.

Common Problems & Solutions for APY2005


APY2005 Stays Initiated or Wont Kick Off
This could happen for a variety of reasons. For instance, you may experience this if the Run
Control is missing, or if there is another instance of the same program already processing in the
system. Follow the steps below to resolve these issues. Try processing APY2005 after each of the
following steps, as it may not be necessary to complete all of the steps to run the process
successfully.

Check the Run Control


1.

Go, Administer Procurement, Create Payments, Use, Paycycle Step Table. Scroll down to
the two rows that say Payment Selection and make sure that there is a run control.

2.

If there is a run control select Edit, Preferences, Run Controland make sure the run control
exists. Keep in mind that it is case-sensitive. If the run control exists, double-click on the it
and make sure it is pointing to the proper run location

Check Process Monitor for Existing Process


1.

Check the Process Monitor and delete all APY2005 process instances.

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2.

Run the following query:

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SELECT * FROM PSPRCSRQST WHERE PRCSNAME = PAYSELCT AND RUNSTATUS IN (5, 6,


7).

If the query returns any rows check with the other users to make sure they are not running the pay
cycle. If they are not you can delete these rows.

Review PYCYCL_STAT and PYCYCL_STATRPT


If the PAY_RUN_AP_STATUS on PYCYCL_STAT is D for the most current
PAY_CYCLE_SEQ_NUM and there isn't a corresponding row on PYCYCL_STATRPT with the
same PAY_CYCLE_SEQ_NUM, update the PAY_RUN_AP_STATUS on PYCYCL_STAT to C
and try to run the process.

Delete Run Control Information


Delete rows off the AE_REQUEST and AE_RUN_CONTROL tables for the user and the run
control.

Verify Configuration Manager


Make sure that the Configuration Manager is pointing to the proper location for cblbin.

Expected Vouchers Are Not Selected


This could happen for a variety of reasons, such as The Pay Cycle Criteria panel has incorrect
information, or the Vendor may be set up improperly. Follow the steps below to resolve these
issues.

Check the Pay Cycle Criteria Panel

Make sure the Scheduled Payment Date on the voucher falls on or before the Pay Through Date
Make sure the Source Transaction, Business Unit and Bank Accounts are selected. Check the
Vendor Setup
Make sure the REMIT TO vendor is either Approved with a persistence of Regular or
Inactive and One Time. If the vendor is One Time and Approved the vouchers will not
be selected.
Make sure the REMIT TO vendor is not on hold. Go to the Location Panel of the Vendor and hit
the Payment Options push button.
If the vendor has multiple locations make sure you have applied the following patches.

R-MWILLI-M014M

R-JKANDA-633SM

Check the Voucher Setup

As stated above, make sure the scheduled due date is on or before the pay through date.

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Make sure the voucher is not on hold. This is a check box on the Scheduled Payment Panel of

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the voucher

Make sure the voucher is Approved and Matched (if applicable).


If this voucher is in a group, check the payment options in the Group information panel group.
Choose Go, Administer Procurement, Enter Voucher Information, Use, Group
Information. Make sure the group is verified.

Query the PS_PYMT_VCHR_XREF Table:


SELECT PYMNT_SELCT_STATUS FROM PS_PYMNT_VCHR_XREF WHERE VOUCHER_ID = your
voucher ID.

If this status is R or D then you have data corruption problems and need to investigate the
vouchers. These vouchers were already selected by a pay cycle but never completed.

If the payments for these vouchers have been paid you will need to clean up the data with SQL to
make the system appear they are paid. This is beyond the scope of the this document and may
require a consultant.
If these vouchers have definitely not been paid then choose one of the following two options:
Option 1: Reject and Reset the Pay Cycle
This option is most appropriate when the pay cycle that failed is the last
PAY_CYCLE_SEQ_NUM that was run.
1.

UPDATE PS_PYCYCL_STAT SET PAY_RUN_AP_STATUS = V WHERE PAY_CYCLE


= PAY_CYCLE on PYMNT_VCHR_XREF table AND PAY_CYCLE_SEQ_NUM =
PAY_CYCLE_SEQ_NUM on PYMNT_VCHR_XREF table

2.

UPDATE PS_PYCYCL_STATRPT SET PAY_RUN_AP_STATUS = V WHERE


PAY_CYCLE = PAY_CYCLE on PYMNT_VCHR_XREF table AND
PAY_CYCLE_SEQ_NUM = PAY_CYCLE_SEQ_NUM on PYMNT_VCHR_XREF table

3.

Reject the pay cycle; Go, Administer Procurement, Create Payments, Use, Pay Cycle
Approval

4.

Go back to Pay Cycle Manager and reset the pay cycle.

Option 2: Manually Reset the Pay Cycle


The following process will work for any voucher.
1.

Move your production data to a dev environment and test first.

2.

Delete the rows off the PAYMENT_TBL and PYMNT_ADVICE for the effected vouchers.

3.

If the payments have been posted, delete the payment rows off the VCHR_ACCTG_LINE
table.

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4.

If the payment rows have been Journal Generated, delete the Journal(s) from GL. You will

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need to set the GL_DISTRIB_STATUS to N for any rows on VCHR_ACCTG_LINE that


are left with the deleted JOURNAL_ID.
5.

Reset the flags on PYMNT_VCHR_XREF as below for the vouchers affected:

Pay_Cycle = ' '

Pay_cycle_Seq_Num = 0

Pymnt_Id = ' '

Paid_Amt = .00

Paid_Amt_Gross=.00

Paid_Amt_Dscnt=.00

Paid_Amt_Bnk_Bse= .00

Pymnt_Selct_Status ='N'

6.

Make sure the following tables are empty (as long as another Pay Cycle is not being run)

PS_PAYMENT_TMP1

PS_PYMNT_VCHR_CYC

PS_PYCYCL_TMP

PS_PAYMENT_TMP2

7.

Make sure the PAY_RUN_AP_STATUS on PYCYCL_STAT and PYCYCL_STATRPT are set


to C

8.

Re-run the pay cycle from the beginning. Do not attempt a restart of the pay cycle.

SQL Errors - Get-SQL-Statement Syntax Errors


The following information contains information about resolving SQL errors that you may
encounter during this process, along with the steps to resolve any of these issues. Common errors
include:

Missing right parenthesis

SQL statement not properly ended

Null value for non-null field

Solution: Resave the Pay Cycle Mapping Panel

Choose Administer Procurement, Create Payments, Use, Pay Cycle Mapping. Change
anything and save the panel. If you get an error "string literal too long" see incident RSDAVIE-R61B3.

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This panel must be saved whenever you make a change to a table used during Pay Cycle. This
process rebuilds the PAYCYCL_MAP_SQL table stored SQL statements, and can actually affect
all pay cycle steps.

Unique Constraint
1.

Clear the AE Cache record

2.

Run the process in debug mode:

Make a copy of production.

Create a trace file of the failed process.

Select Go, PeopleTools, Application Engine, Use, Application, APY2005, Main.

Set the trace to SQL.

Name will be xxxx.aet where xxxx is the current process instance.

Make sure you are running on the client

This is controlled by the run control in the Pay Cycle step table for the Payment Selection Steps.
There will be 2 steps. Administer Procurement, Create Payments, Use, Pay Cycle step table
4.

Break APY2005 at the step that fails:

Bring up the Dos window.

Enter b for break.

Enter s for set.

Enter the Product (AP).

Enter the Program (APY2005).

Enter the Section that fails (eg. A0000).

Enter the Step that fails (eg. A000-1).

Enter g for go.

5.

When the process breaks:

Copy and paste the Select portion of the statement that fails into your SQL tool.
Execute the statement. You might have to Commit the data by entering a c into the dos window
depending on your data base platform.
Run the output to an Excel spreadsheet and determine what data is causing the Unique
Constraint.

6.

In production, put these vouchers on hold to eliminate them from the Pay Cycle or determine
why they are causing the problem and fix the data.

7.

Re-run the process.

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Missing Data
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Make a copy of production.

2.

Create a trace file of the failed process.

3.

Make sure you are running on the client.

DECEMBER 1999

This is controlled by the run control in the pay cycle step table for the Payment Selection Steps.
There will be 2 steps. Administer Procurement, Create Payments, Use, Pay Cycle step table
4.

Step through the program:

Bring up the Dos window

Enter s for step

Run the select statement from each step of your trace until the data is dropped.

Eliminate from the where clause until you determine which criteria is not being met.

Clear Exceptions
If your pay cycle has Exceptions you will be required to address them at this point. There are 3
types of exceptions that are reported at this time, they are Negative Exceptions, Discount Alert,
and any Conversion Errors. The tool used to research exceptions would be a PeopleCode trace.
Negative Exceptions
If you receive Negative Exceptions, it means that you have vendors who owe you money. The
sum of the vendors vouchers is a negative amount. All of these vouchers are flagged as negative
sum vouchers. If you want to include one of these vouchers in your pay cycle you will need to
reset the pay cycle and mark the voucher pay separate on the schedule payment panel of the
voucher. This will take the voucher out of the sum calculation when you rerun payment selection.
If, in the payables definitions (Define Business Rules, Establish Business Units, Use N Z,
Payables Definition), you choose the Do not mix with other business units option, only the
vouchers for that business unit will be summed together. For example, with this option checked, if
business unit M04A has a voucher for $100 and M04 has a voucher for -$200 a check would be
cut for M04A for the $100 even though the vendor actually has a negative balance. After viewing
the negative exceptions push the back arrow on the tool bar to return to the pay cycle manager.
Discount Alert
If you press this magnifying glass you can view all of the vouchers that you will need to include in
this pay cycle to take the discount. Simply push the Include push button to include the voucher
in the pay cycle. After you are done choosing, push the backward arrow on the tool bar to return
to the pay cycle manager.
Conversion Errors
Conversion Errors rarely occur. When they do occur, it's because the system does not have a
current conversion rate for the bank currency to the voucher currency. You will need to correct the
problem online and then click the Include push button. After you are done choosing, push the
back arrow on the tool bar.

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After you have returned to the Pay Cycle Manager you will have to click on the exceptions push
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button and then on the clear exceptions button and then on the return to pay cycle button to
continue with the pay cycle. You actually have to do this even if you choose not to act on any of
the exceptions. This button will return all of the excepted vouchers to their original state before
running payment selection so they will be chosen again by the next pay cycle.
After you have returned to the Pay Cycle Manager after clearing exceptions the status should be
Selected and the Next Step should be Payment Creation. You can also choose to Reset the pay
cycle, which undoes everything that payment selection has done.

Common Problems and Solutions for Clear Exceptions


Negative Exceptions
This will occur when there are vouchers in the Pay Cycle that have a negative amount.

During Payment Selection the PYMNT_SELCT_STATUS on PYMNT_VCHR_XREF gets


set to D for ALL vouchers for a vendor where the sum of the vouchers is negative.
If you want to include any of these vouchers you have to reset the Pay Cycle and mark the
voucher to pay separate on the Schedule Payment panel of the voucher and re-run Payment
selection.
Clear Exceptions sets the PYMNT_SELCT_STATUS on PYMNT_VCHR_XREF back to
N so that it will be included in the next Pay cycle.

Discount Alert
This will occur if there are vouchers within this Pay Cycle that contain a discount.

This allows the user to include vouchers that will miss their discount if they are not paid by
this Pay Cycle.
You can do this by clicking the magnifying glass and then clicking the include button for the
vouchers that you want to include in this pay cycle.

SQL Errors - Get-SQL-Statement Syntax Errors


The following information contains information on resolving SQL errors you could encounter
during this process, along with the steps to follow to resolve any of these issues. Common errors
include:

Missing right parenthesis

SQL statement not properly ended

Null value for non-null field

Solution: Resave the Pay Cycle Mapping panel

Administer Procurement, Create Payments, Use, Pay Cycle Mapping. Change anything and
save the panel. If you get an error "string literal too long" see incident R-SDAVIE-R61B3.

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This panel must be saved whenever you make a change to a table used during pay cycle. This
process rebuilds the PAYCYCL_MAP_SQL table stored SQL statements, and can actually affect
all pay cycle steps.

Payment Creation APY2010 SQR


Clicking Next Step after clearing exceptions or running APY2005 if there are no exceptions will
start Payment Creation, which takes the vouchers that were selected and assigns check numbers to
them. This process is an SQR program called APY2010. While it is running dont be impatient
with the refresh button. We don't recommend repeatedly pressing the refresh button to see if it has
completed. You should always bring up the Process Monitor and click on Sparky until you get a
successful status. If you get an error you should always investigate the problem before continuing.
Sometimes the process can fail but you will be the system will allow you to continue in the pay
cycle and even print your checks. The problem with continuing is that you probably have data
corruption. The best thing to do if you get an error during APY2010 is to reject the pay cycle and
then reset it. Refer to the troubleshooting section for more details on investigating the problem.
After you get a successful status in process monitor, you can now click the refresh push button.
The status of the pay cycle will be either Approved or Awaiting Approval.

Common Problems and Solutions for APY2010


APY2010 Stays Initiated or Wont Kick Off
This could occur if there is a problem with the Run Control, or if there is another instance of this
program running in the system. Follow the steps below to resolve these issues.

Check the Run Control


1.

Choose Go, Administer procurement, Create payments, Use, Pay Cycle Step Table.
Scroll down to the two rows that say Payment Creation and make sure that there is a run
control.

2.

If there is one navigate to Go, Edit, Preferences, Run Control and make sure the run control
exists. Keep in mind that it is case-sensitive. If the run control does exist, double-click on it
and make sure it is pointing to the proper run location

Check Process Monitor for Existing Process


1.

Check the Process Monitor and delete all Application Engine Process instances.

2.

Delete the rows off of PSPRCSRQST for APY2010 that have a RUNSTATUS of 5,6 or 7

SQL Errors - Get-SQL-Statement Syntax Errors


Follow the steps below to resolve SQL errors you may encounter during this. Common errors
include:

Missing right parenthesis.

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SQL statement not properly ended.

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Null value for non-null field..

Solution: Resave the Pay Cycle Mapping Panel

Select Administer Procurement, Create Payments, Use, Pay Cycle Mapping. Change
anything and re-save the panel. If you get an error that "string literal too long" see incident
R-SDAVIE-R61B3.

This panel must be saved whenever you make a change to a table used during pay cycle. This
process rebuilds the PAYCYCL_MAP_SQL table stored SQL statements, and can actually affect
all pay cycle steps.

Unique constraints
1.

Check the following incidents for PS_PAYMENT_TMP1:

R-MSINN-OC0F3 for non Pay Groups

R-MSINN-XA6BF for Pay Groups

2.

Get trace file

Select Go, People Tools, Process Scheduler, Use, Process Definition, SQR process, APY2010.

On the Process Definition Options set the SQR flags to append and enter -debuge -s.

Usually called sqr.log.

Examine trace file.

Put show statements in the sqr to examine the value of the variable that is being lost. This is
best done by your IT or DBA groups.

Run select statements from the trace to determine where criteria is not being met.

Check Customer Connection for incidents.

If APY2010 fails
The following information contains steps to help you locate and resolve the problem.

Check the log file for the source of the error.

Search Customer Connection to see if this is a known problem.

At this point you have two options to salvage the data from the pay cycle.

Option 1: Reject and reset the pay cycle


This is only appropriate if the pay cycle that failed is the last PAY_CYCLE_SEQ_NUM that was
run.

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1.

UPDATE PS_PYCYCL_STAT SET PAY_RUN_AP_STATUS = V WHERE PAY_CYCLE

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= PAY_CYCLE on PYMNT_VCHR_XREF table AND PAY_CYCLE_SEQ_NUM =


PAY_CYCLE_SEQ_NUM on PYMNT_VCHR_XREF table
2.

UPDATE PS_PYCYCL_STATRPT SET PAY_RUN_AP_STATUS = V WHERE


PAY_CYCLE = PAY_CYCLE on PYMNT_VCHR_XREF table AND
PAY_CYCLE_SEQ_NUM = PAY_CYCLE_SEQ_NUM on PYMNT_VCHR_XREF table

3.

Reject the pay cycle (select Go, Administer Procurement, Create Payments, Use, Pay
Cycle Approval)

4.

Go back to Pay Cycle Manager and reset the pay cycle.

5.

If you havent resolved the data problem, re-run the pay cycle in a test environment with
production data.

6.

Get trace file of Payment Creation.

Select Go, People Tools, Process Scheduler, Use, Process Definition, SQR process, APY2010

On the Process Definition Options set the SQR flags to append and enter -debuge -s.

The trace file is usually called sqr.log.

Investigate the problem via the trace, check Customer Connection for incidents and call GSC if
necessary.

Option 2: Manually Reset the pay cycle

This will work for any voucher.

1.

Move your production data to a dev environment and test first.

2.

Delete the rows off the PAYMENT_TBL and PYMNT_ADVICE for the effected vouchers.

3.

If the payments have been posted, delete the payment rows off the VCHR_ACCTG_LINE
table.

4.

If the payment rows have been Journal Generated, delete these from GL.

5.

Reset the flags on PYMNT_VCHR_XREF as below for the vouchers affected:

Pay_Cycle = ' '

Pay_Cycle_Seq_Num = 0

Pymnt_Id = ' '

Paid_Amt = .00

Paid_Amt_Gross=.00

Paid_Amt_Dscnt=.00

Paid_Amt_Bnk_Bse= .00

Pymnt_Selct_Status ='N'

6.

Make sure the following tables are empty (as long as another Pay Cycle is not being run):

PS_PAYMENT_TMP1

PS_PYMNT_VCHR_CYC

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PS_PYCYCL_TMP

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7.

You may need to update the PYCYCL_STAT and PYCYCL_STATRPT. Set the
PAY_RUN_AP_STATUS = C (Complete) or N (New) for the current
PAY_CYCLE_SEQ_NUM

8.

Get trace file of Payment Creation

Select Go, People Tools, Process Scheduler, Use, Process Definition, SQR process, APY2010

On the Process Definition Options set the SQR flags to append and enter -debuge -s

The trace file is usually called sqr.log.

DECEMBER 1999

PS_PAYMENT_TMP2

Investigate the problem via the trace, check Customer Connection for incidents and call the
PeopleSoft Global Support Center if necessary.

Approving the Pay Cycle


If the status is Awaiting Approval this means that you have chosen require user approval on the
Preferences Panel in the pay cycle criteria. When you click next step at this point you will
automatically kick off the trial register. This is a Crystal process that shows the checks that are
going to be cut by this pay cycle. After examining this the user, or the supervisor, will have to
approve or reject the pay cycle navigate to, Administer procurement, Create Payments, Use,
Pay cycle Approval. Simply click the approve or reject push button and then click the pay
cycle push button to return to the pay cycle manager. If you approved the pay cycle the next step
will be APY2010 and you will print the checks or create the payment files. If you reject the pay
cycle Reset will be available. You would then be able to Reset the Pay Cycle which will take
you back to the beginning of the Pay Cycle. You will be required to run Payment Selection again
to choose the vouchers again.

Print Checks APY2021 Crystal (Within Configuration Manager Setup)


APY2021 is a query designed to produce a file or check to actually pay the vendors. The check
printing, Advice and File Copy processes are Crystal reports. You can choose to have them come
up in a window and then push the print icon, run the checks to a custom file, or have the checks
run straight to a printer. This is set by the run control used in the pay cycle step table, discussed
earlier in this document. Each of these reports can be an additional step in the pay cycle; however,
if you have chosen the advice and/or overflow advice same report as check option in your
payment form set up, these processes will be combined in the same step. To get a File Copy you
will need to check the File Copy box in Define Business Rules, Define Banks/Counterparties
and choose a File Copy form. If you have a problem at this point refer the trouble shooting
sections in this document.
If you have EFT or ACH payments in this pay cycle you will run an SQR at this point which will
format and create the file that you will send to the bank. This file will go wherever you specify in
the run control on the pay cycle step table which is usually C:\Temp.

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After you have your checks and/or files and click refresh, you could be done. If the status is
Completed you are done! DO NOT CLICK NEXT STEP! Clicking NEXT STEP will make it
impossible to do a Restart if that is necessary and will unnecessarily run Payment Selection again.
If the status is not Completed you have more to do, so read on.

Common Problems and Solutions for APY2021


Process Will Not Begin
The process may not begin if there is a problem with the Run Control, or if there is another
instance of this program running in the system. The following information contains the steps on
how to resolve these issues.

Check Run Control

Select Go, Administer procurement, Create payments, Use, Pay Cycle Step Table. Scroll
down to the row that corresponds to the step you are trying to run and make sure that there is
a run control.
If there is one, select Edit, Preferences, Run Control and make sure the run control exists.
Keep in mind that it is case-sensitive. If the run control does exist, double-click on it and
make sure it is pointing to the proper run location
Check the Process Monitor and delete all APY2010 process instances.

Verify Information on the PSPRCSRQST Table

Check for and delete the rows off the PSPRCSRQST table for the process you are trying to run
that have a RUNSTATUS of 5, 6 or 7

The Crystal Window Comes Up and Immediately Disappears


This could occur if there is an issue with the Run Control, or if there is an issue with the set up for
the Crystal location. Follow the steps below to resolve these issues:

Check the Run Control

Select Go, Administer Procurement, Create Payments, Use, Pay Cycle Step Table. Scroll
down to the two rows that say Print Checks and make sure that there is a run control.
If there is navigate to Go, Edit, Preferences, Run Control and make sure the run control exists.
Keep in mind that it is case-sensitive. If the run control does exist, double-click on it and
make sure it is pointing to the proper run location

Incorrect Data or Black Box on Check or Overflow


Set Location in Crystal

Start Crystal

Open Crystal report

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Click on DATABASE/Set Location

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click on the Set Location button

You should get the PeopleSoft signon, Go ahead and sign on

Now you will get a list of all the queries

Scroll down until you find the queryname

Select it so that it is highlighted then click on DONE

Verify Database in Crystal

DECEMBER 1999

Make sure that the data fits the fields on the Crystal form. Sometimes you will have to make
fields larger to accommodate the data.
If this is an express check with overflow:
Overflow is not designed to work with an express check so you should limit the number of
vouchers chosen to the number allowed on your check.

The work around is to restart the quick pay cycle. Doing this runs APY2010 again and the check
should print properly with the overflow.

Confirm Check References


If your pay cycle status is Printed the next step is to Confirm Check References. This step is
only necessary when you have pre-numbered check stock and is set up at the bank level.
ChooseDefine Business Rules, Define Banks/Counterparties, Use, External Accounts,
Payment Method. At this point you will be required to select Create Payments, Use, Reference
Confirmation, and make sure that the checks that printed have the same numbers that the
computer assigned them. If the numbers are correct click the confirm all button, otherwise make
any needed changes. Changing the starting number will automatically change all of the numbers.
If the computer is out of sync with the pre-numbered forms you should investigate to find out what
happened to the missing check(s). When you go back to the Pay Cycle Manager the status will
either be Completed or Format Positive Pay. If the status is Completed you are done!!! DO
NOT CLICK NEXT STEP! Clicking NEXT STEP will make it impossible to do a Restart if
that is necessary and will unnecessarily run Payment Selection again.
If the status is not Completed you have more to do so read on

Positive Pay
Positive Pay is an anti-fraud mechanism that allows you to send a flat file of your payments to the
bank and the bank, in turn, verifies that this matches the actual payments that are submitted for
remittance. To set up Positive Pay, select Define Business Rules, Define Banks/Counterparties,
Use, External Accounts, Payment Methods. You will have to check the positive pay box and
choose a Positive Pay Form. Positive Pay is divided into 2 steps in the pay cycle. The first is
Format Positive Pay and the second format is Create Positive Pay.

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Format Positive Pay (APY2050)


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Format Positive Pay is an Application Engine process that will change the positive pay status of
the payments so they will be included in the Positive Payment file. It will actually select the
payments from this Pay Cycle as well as any Express Check Payments that were made in between
regular Pay Cycles. Express Check Pay Cycles will not produce individual Positive Payment files.
Voided payments will also be included in the file.

Common Problems and Solutions for APY2050


APY2050 Stays Initiated or Wont Kick Off
This may occur if there is an issue with the Run Control, or if there is another instance of the
program running in the system. Follow the steps below to resolve this issue.

Check the Run Control

Choose Go, Administer procurement, Create payments, Use, Pay Cycle Step Table.
Scroll down to the row that says Format Positive Pay and make sure that there is a run
control.
If there is one navigate go to Edit, Preferences, Run Control and make sure the run control
exists. Keep in mind that it is case-sensitive. If the run control does exist, double-click on it
and make sure it is pointing to the proper run location

If there is another instance of the program running or hung up in the system, check the Process
Monitor and delete all Application Engine process instances.

Create Positive Pay (APY2055)


The Create Positive Pay File step is a Crystal process that will use the run control selected in the
Pay Cycle Step Table to determine where the file will go. Each time you create the file it will have
the same name so it is important to rename the file and send it to the bank immediately after the
pay cycle is completed. This file format is defined by the APY2055 Query and the associated
Crystal report. We provide a default positive pay report called POS1. The Form ID and Crystal
report name must have the same name, such as POS1 and POS1.RPT. If you alter the POS1
Crystal report and rename it to POS2.RPT, you must use POS2 as the Form ID. You will probably
have to alter this report to get the format your bank requires.

APY2055 Stays Initiated or Wont Kick Off


This could occur if there is an issue with the Run Control, or if there is another instance of the
program running in the system. Follow the steps below to resolve the issue.

Check the Run Control

Go, Administer Procurement, Create payments, Use, Pay Cycle Step Table. Scroll
down to the row that says Create Positive Pay File and make sure that there is a run
control.

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If there is one navigate to Edit, Preferences, Run Control and make sure the run control

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exists. Keep in mind that it is case-sensitive. If the run control does exist, double-click on it
and make sure it is pointing to the proper run location

If there is another instance of the program running or hung up in the system, check the Process
Monitor and delete all Application Engine process instances.

The Crystal Window Comes Up in the Window Instead of Going to a File


This could occur if there is an issue with the Run Control. The following information contains the
steps to resolve this issue.

Check the Run Control

Select Go, Administer procurement, Create Payments, Use, Pay Cycle Step Table.
Scroll down to the row that says Create Positive Payment File and make sure that there is a
run control.
If there is one navigate to Edit, Preferences, Run Control and make sure the run control
exists. Keep in mind that it is case-sensitive. If the run control does exist, double-click on it
and make sure it is pointing to the proper run location

Check for a Letter in the PYMNT_ID_REF field on the PAYMENT_TBL

At the time of this writing, you will get an error if the pymnt_id_ref on the payment_tbl has a
letter in it as opposed to all numbers. This can happen with manual payments.

Complete the Pay Cycle


After the positive pay file is created you will definitely be done with the pay cycle and the status
should go to Completed. You are done! Do not click next step because you will kick off
APY2005 again and you will not be able to Restart the pay cycle. You will also have to Reset the
pay cycle unnecessarily. The only thing that you should do is Restart the Pay Cycle if youve had
a printer problem.

Restart the Pay Cycle


You should think of Restarting the Pay Cycle as Reprinting the checks. It doesnt actually start
the Pay Cycle over again, it just allows you to print replacement checks. You will go directly to
the Pay Cycle restart panel where you can choose to use the same reference numbers (aka. check
numbers) or to use new ones. You will actually create new rows on the payment_tbl when you run
APY2010 again.

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Common Problems and Solutions for Check Restart


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Reprinting Checks
Follow the directions below to reprint checks.

If for some reason you cannot restart the Pay Cycle try to print directly from Crystal:

Open up your check.rpt file

Hit preview

Enter the required information when prompted. (pay_cycle_seq_num can be found on the
pycycl_stat table)

If you are unable to restart a restart see incident R-MSINN-CW38N.


You can only use restart for the most current Pay Cycle. If you have run APY2005 (Payment
Selection) again for this pay cycle you will be unable to restart the pay cycle.

Voiding and/or Reissuing of Checks


Follow the directions below to void and/or reissue checks.

If you have already run APY2005 again the recommended method to fix the data is to
Void/reissue all of the payments:

Post the original payments.

Cancel the payments using void/reissue option Create Payments, Use, Payment Cancellation

Post the cancellations by running payment post again.

Rerun the pay cycle.

1.

If void/reissue is not a viable option (eg if you have 1000 checks) do a manual reset:

Move your production data to a dev environment and test first.

Delete the rows off the PAYMENT_TBL and PYMNT_ADVICE for the effected vouchers.

If the payments have been posted, delete the payment rows off the VCHR_ACCTG_LINE table.

If the payment rows have been Journal Generated, delete these from GL.

Reset the flags on PYMNT_VCHR_XREF as below for the vouchers affected:

Pay_Cycle = ' '

Pay_Cycle_Seq_Num = 0

Pymnt_Id = ' '

Paid_Amt = .00

Paid_Amt_Gross=.00

Paid_Amt_Dscnt=.00

Paid_Amt_Bnk_Bse= .00

Pymnt_Selct_Status ='N'

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Make sure the following tables are empty (as long as another pay cycle is not being run)

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PS_PAYMENT_TMP1

PS_PYMNT_VCHR_CYC

PS_PYCYCL_TMP

PS_PAYMENT_TMP2

2.

Also you may need to update the PYCYCL_STAT and PYCYCL_STATRPT. Set the
PAY_RUN_AP_STATUS = C (Complete) or N (New) for the current
PAY_CYCLE_SEQ_NUM

3.

Re-run the pay cycle and the vouchers will be selected again. Do not do restart.

DECEMBER 1999

Summary
The purpose of this paper is to provide troubleshooting steps, in order to more effectively resolve
errors encountered while running the Pay Cycle. We hope that the tips provided here will enable
you to understand what causes common Pay Cycle errors, and give you some techniques for
resolving those errors. If you do need to contact GSC, you will have a clear understanding of the
problem to help expedite the resolution.

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