/ IF400 - Vendor Outbound Interface IOG

South Carolina Enterprise Information System

Interface Operations Guide (IOG)

IF400 - VendorOutboundInterface

Introduction

Document Purpose and Organization

The Interface Operations Guide (IOG) contains the interface specific informationrequired forState of South Carolina Agencies to integrate with the SCEIS system.Each interface will contain a separate IOG with specific information. The IOG information willinclude the ADS number, description, file name(s), examples of load reports, frequency, runschedule, error conditions, etc. Additionally, the IOG will contain the file layout for theinterface.

General systemupdates can be found on the SCEIS website,

Vendor Outbound Interface

Interface ADS Number / IF400
Inbound/Outbound / Outbound
Interface Title / AP Outbound Interface
Interface Description / This outbound interface will supply SCEIS vendor data to agency legacy systems on a weekly, daily or other basis.
SCEIS will provide the data in a common format for agencies to pick up via FTP or manual retrieval.
Outbound interface files will be created for a specific business area or a general file for all agencies to access.
Version / Version 4.0
SCEIS Point of Contact
Source System / SCEIS
Destination System / State Agency Subsystems
Interface Type / Tab-delimited text file
Mode / Asynchronous
Frequency / SCEIS will produce the files during a nightly, weekly or other batch cycle.
File Name(s) / Outbound interface file:
<business area>.if400.vendor.outbound.<date/time stamp>
<business area>.if400.vendor.outbound.<variant>
zall.if400.vendor.outbound.<date/time stamp>
zall.if400.vendor.outbound.<variant>
Example:
e120.if400.apvendor.outbound.all_zven
e120.if400.apvendor.outbound.100624123433
zall. if400.apvendor.outbound.all_zemp
zall.if400.apvendor.outbound.100624123434
FTP Path / /<business area>/vendoroutb
/vendoroutb

Version Control

Version / Description of Change / Date
1.0 / Initial Version / 07/21/2010
2.0 / Removed the ADRNR field (SAP Internal address number) from file layout / 07/22/2010
3.0 / Update contact info / 03/13/2013
4.0 / Added FEIN/SSN Indicator, Office Phone, Recipient Type amd Legacy Vendor Number; Changed field size/format for Search Term, Street, City, District, and Payment Terms / 06/01/2017

File Layout

No. / Field Name / Type / Size / Format / Description
1 / Vendor account group / CHAR / 4 / X(4) / ZVEN – Vendor
ZEMP – Employees as Vendors
ZCCD – City, County, District Vendors
ZINT – SCEIS Foreign Vendors
ZIDT – IDT Vendors
ZSIF – SIF Non-1099 Vendors
ZMED – Medicaid Providers
2 / Vendor Number / CHAR / 10 / X(10) / SCEIS vendor number - Standard ZVEN vendors begin with 7 and are 10 characters long
3 / Country / CHAR / 3 / XXX / Country
4 / Vendor Name 1 / CHAR / 35 / X(35) / Vendor Name 1
5 / Vendor Name 2 / CHAR / 35 / X(35) / Vendor Name 2
6 / Vendor Name 3 / CHAR / 35 / X(35) / Vendor Name 3
7 / Vendor Name 4 / CHAR / 35 / X(35) / Vendor Name 4
8 / Search Term / CHAR / 20 / X(20) / Search Term for Vendor
9 / Street / CHAR / 60 / X(60) / Street Address of Vendor
10 / PO Box / CHAR / 10 / X(10) / Post Office Box of Vendor Address
11 / PO Box Zip Code / CHAR / 10 / X(10) / Post Office Box Zip Code of Vendor Address
12 / City / CHAR / 40 / X(40) / City of Vendor Address
13 / District / CHAR / 40 / X(40) / District of Vendor Address
14 / State / CHAR / 3 / XXX / State of Vendor Address
15 / Zip Code / CHAR / 10 / X(10) / Zip Code of Vendor Address
16 / Tax Number/SSN/FEIN Number / CHAR / 16 / X(16) / FEIN Number or Social Security Number
17 / Social Insurance / CHAR / 1 / X / Indicator if the Vendor is registered for Social Insurance
18 / SI Code / CHAR / 3 / XXX / Activity Code for Social Insurance
00 – Primary Vendor
01 – Alternate Vendor
19 / Payment Method / CHAR / 10 / X(10) / List of valid Payment Methods for the Vendor
C – Checks: External, NON-P/R
E – EDI Payment
I – Inter-dept Transfers (IDT)
N – Checks: IDT, NON-P/R
P – Checks: Payroll Only
S – Checks: Single Pay, NON-P/R
20 / Payment Terms / CHAR / 4 / X(4) / Payment Terms
0001 – Payable Immediate Due Net
NT30 – Net 10 days
ZSPE – Payable immediately Due Net
21 / Individual Payment / CHAR / 1 / X / Indicator to pay all items separately
22 / Personnel Number / NUMC / 8 / 9(8) / Personnel Number
23 / Central posting block / CHAR / 1 / X / Indicator that the Vendor has been blocked centrally.
24 / Blocking Function / CHAR / 2 / XX / Reason for Block
01 – Block purchase Order
X1 – TIN not verified
X2 – IRS Mismatch
Y1 – State levy
Y2 – Federal levy
Y3 – Retirement system levy
Z1 – Must be on payroll
Z2 – Needs CG Review
Z3 – Vendor no longer exists
25 / Central Deletion Flag for Master Record / CHAR / 1 / X / Central Deletion Flag for Master Record
26 / Central deletion block for master record / CHAR / 1 / X / Central Deletion Block for Master Record
27 / Federal EIN/SSN Indicator / CHAR / 1 / X / Indicator for Federal EIN or SSN
F – FEIN
S – SSN
28 / Office Phone / CHAR / 30 / X(30) / Office Phone
29 / Recipient Type / NUMC / 2 / 9(2) / Recipient Type
01 – Individual
02 – Corporation
03 – Partnership
19 – Other
30 / Legacy Vendor Number / CHAR / 20 / X(20) / Legacy number for the vendor

Process Flowchart


Report Examples

A notification report will be emailed to selected agency users when the interface is executed. The report displays summary interface information and is sent as a email attachment in a PDF format.

Only reports generated for agency specific vendor files can be emailed to users. The common files that are generated

The following is an example of the interface notification report:

Miscellaneous Processing Notes

  • The output file format is a TAB-delimited text file.
  • Contact email addresses will need to be provided to SCEIS for each agency using the Vendor Outbound interface. Notification reports for agency specific vendor files containing summary information will be emailed to these users when the interface is executed.

GeneralFTP Processing Notes

The preferred method of data transfer will be via secure FTP, and SCEIS will host an FTPS server for thispurpose.

There will be a folder structure set up on the server for each business area. Security will be set up appropriately on the folders so that users will only have access to their data. The files for a specified agency for this outbound interface will be written to a ‘/vendoroutb’ folder under the main folder for the business area. Common files that can be used by any business area will be written to a ‘/vendoroutb’ folder under the main folder. An example FTP file structure is shown below.

/e120

/ar

/ap

/vendoroutb

/e160

/vendoroutb

/mm

/e200

/vendoroutb

/vendoroutb

To send files to SCEIS‐inbound or receive files from SCEIS‐outbound interfaces, FTPS client software willbe used on the agency side. Example FTP connection options are shown in the following print screen.(Using the CoreFTP desktop client software – in other clients, the options may be slightly different.)

For further questions/concerns regarding the File Transfer Protocol procedures. Please contact the SCEIS Interface Team at

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