Troubleshooting Expense File

  • Updated

If your community notices that approved expense claims:

  • Are not appearing in your ERP system; or
  • The expense claim(s) generated an error.

Follow the steps below to identify and resolve the Integration bottleneck.

 

Step 1. Identify the "Downloaded" State

The first sign that an expense claim has been picked up in a Transaction Run, is the Downloaded status. 

  • Go to the Expenses module. 
  • Enter the desired expense claim number, in the Search Name/Number field
  • Click the "X", in the Period field, and select Search icon.

 

  • On the expense claim, the State will appear as Downloaded:

 

Check the History (The Audit Trail)

The History of the individual expense claim is the most reliable place, to find the specific date/time stamp. The expense claim appears on the Expense Transaction Run.

  • Open the specific Expense Claim.
  • Click the History hyperlink.
  • In the Approval Process Instance field, select the dropdown to click the Current step.

 

  • Look for last Approved action (performed by the approver) > document the date/time.

Note: The date/time of this state corresponds to the exact moment, the Expense Transaction Run was generated by Unimarket, and sent to the customer's ERP.

 

Locate Transaction Run

Transaction Run includes, the expense claim number and the data has been transmitted to your ERP.

  • Navigate to the Insights module > Transaction Runs.
  • Look for the Transaction Run associated with the date/time the expense claim was last approved.
  • Once located, select Actions > View.
  • Select the Expenses tab, to confirm the expense claim is located within the specified Transaction Run.

 

Step 2: Check for Error Notifications

Unimarket sends error logs if an integration file fails to process. The data listed in the log, is at the line level of the expense claims.

Critical Rule: If a single expense in a file contains an error, the entire file is rejected by the system to prevent data mismatching.

  • Review the email inbox designated for your community's integration error notifications.
  • Search for alerts corresponding to the date of the Transaction Run identified in Step 1.
  • Review the attached log for errors, in column F (e.g., Vendor address not found) > correct the issue in your ERP for re-processing.
    • In column G of the log, the below initials are visible for each line:
      • The "V" indicates the expense claim is Valid. 
        • No further action is required.
      • The "E" means that expense claim received an Error.
        • Further action is required (within your ERP), to resolve the issue. 

Note:  If there is an "E" and no error message, we recommend reaching out to your IT team. To review ERP posting logs for other error messages, that Unimarket does not have visibility to.

  • Once the error(s) has been resolved in your ERP, resend the associated Transaction Run utilizing the instructions listed in Step 4.

 

Step 3: Internal ERP/IT Audit

If no error email was received from Unimarket, the issue may reside within your institution's internal network or ERP logic.

  • Coordinate with your IT Team to review the incoming file logs.
  • Check for any "silent" failures or rejection codes within the ERP system. That may have prevented the file from posting, after it was received.

 

Step 4: Resend the File

If your IT team confirms that the file was never received, no errors were found and/or the error received has been resolved. You can manually trigger a resend the Transaction Run file.

IMPORTANT Note: If you are on the Easy Connect Code and using the middleware Workato, you will have to resend the file through the Unimarket UI.

If you have not upgraded to Easy Connect, you can reload and process the expense file manually. Using the command FZUMEXI and coordinate with your IT team.

 

  • Go to the Insights module > Transaction Runs.
  • Locate the desired Transaction Run Number.
  • Click Actions and select Resend. This will push the file back into the Integration queue of your ERP.

 

For Banner Customers

If the file is still not showing in Banner, it is likely due to posting errors on the Banner side, that need to be resolved first. 

  • Confirm if you see any posting errors on the Banner side. 
  • Reach out to the Unimarket Support team and provide:
    • The number Transaction Run that was re-sent and
    • The exact posting error message(s) shown in Banner (Note: A full screenshot of the Banner screen would be helpful).

 

Important Note for Banner Customers

In some configurations, simply resending the file is not enough. You may need to manually run the specific job that "picks up" the file from the server and feeds it into the Banner environment for final posting.

 

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