Payables & Cash Management

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Topic

    Brian Burns
    Unable to View Printed Check Payment Files Over 1 Month OldAnswered
    Topic posted July 10, 2019 by Brian BurnsBlack Diamond: 60,000+ Points, last edited July 10, 2019, tagged Cash Management, Financials, General Ledger, Payables 
    148 Views, 11 Comments
    Title:
    Unable to View Printed Check Payment Files Over 1 Month Old
    Summary:
    We are trying to view a check file from a Payment File that is over 1 month old but the file appears to be purged
    Content:

    We are trying to look at a check from a Payment File that is over 1 month old. Usually you can go to Manage Payment Files  and search for the payment file. Click on Reference # and then on the next page there is a status button with a link. Click on the link and the payment file is available for viewing.

    Just recently we noted that the payment files are only available for 1 month. I did an SR and the tech also confirmed that files are purged over 1 month old. Doe anyone know of another way to access older payment files?  I didn't know that these items were purged from the system and I'm not sure what other items might also be purged but there are cases where users need to access older info.

    Best Comment

    Becky Alvarez

    You should be able  to generate an OBI report but I know that is not the answer you were looking for but the ESS logs/reports are only available for so long. 

    Comment

     

    • Lori Culp

      BB,

      We pdf our copies and save them on our network drives.  We need these for control purposes anyway.

      Lori

       

       

    • Becky Alvarez

      You should be able  to generate an OBI report but I know that is not the answer you were looking for but the ESS logs/reports are only available for so long. 

      • Brian Burns

        Thanks Becky,

        That's ok, I just wanted to make sure there wasn't a Content Server that may be housing that info.

        I'm thinking it may be possible when that check file ESS job is created that the system can also send the file to different server location automatically. Users are trained to save the report on our local network but in this case it didn't happen. I'll take a look at getting the system to send the report to a specific location when created and if I can do that then I think we should be fine in the future.

        Thank you,

        Brian

    • Becky Alvarez

      Brian,

      Also if you are emailing any remittances, you can also email to multiple addresses so you can do that as well.

    • Glen Ryen

      Hi Brian,

      For the one-off missing PDFs, do you have some BI Publisher developer skills in house?  A developer should be able to extract the source data XML from the iby_trxn_documents database table, then run it through a local preview on their pc with your (presumably RTF) BI Publisher template.  So not something an AP user can do easily themselves, but that's at least one way to recreate the PDF as it printed.  Unless that source XML was purged with the stored PDF after 30 days, you'd have to check.

      For automated backup, I don't think you're going to find a good way to do that as part of the payment process - you wouldn't be able to get electronic delivery if the PPP type is printed.  Do you have some form of middleware or PaaS tool available to you?  That's some relatively straightforward code that could be written there, to get the list of recent check PPRs and extract the PDFs to your local archive.  Does that sound like an option for you?

      Hope that helps,

      Glen

      • Brian Burns

        Thank you Glen,

        That is helpful information. I'm taking a look at the database table right now as that might be the easiest way to go.

         

        -Brian

    • Glen Ryen

      Hi Brian,

      A colleague of mine was just asking a similar question to yours and that drew me back to this post...and got me to one other potential option for you.  Not sure how far along you've gotten with this already, but are you using Positive Pay with your printed checks?  If not, that's an option on the PPP where you could set up a second copy of a PDF layout template and have seeded Oracle automatically SFTP that output to a different server.  It'd be a distinct layout template going against a different XML extract ('Disbursement Positive Pay File Format' vs. 'Disbursement Payment File Format'), so technically two distinct pieces of BIPublisher code (that you'd have to keep in sync).  But the fields in those two Oracle extracts are basically the same, so the PosPay PDF output you transmit should be able to mirror the check PDF you printed.  And then you'd be able to fire something automatically and piggyback off seeded Oracle transmission logic.

      Does that help?

      Glen

      • Brian Burns

        thank you Glen!

        That is a solid work around. We do already use the Positive Pay on our checks and we have that automatically sent to our Bank SFTP when the check run is confirmed.

        Luckily this doesn't happen often were we need to find the copy of the printed check as the check details are saved in the system even though the image is no longer there. I left it alone for now, thinking if we really needed to we'd recreate based on the XML in the table.

        -Brian

    • Glen Ryen

      Hi Brian,

      You raise another good point with your wording there..."if we really needed to".  What's driving the need to backup a copy of the PDF when you have a robust, audited, controlled AP system that stores the key details of the payment?  Would storing the details (via a report) instead of the PDF suffice?  And wouldn't leaving copies of the PDFs around on some other storage area create some security concerns on it's own?

      But if the requirement withstands some push-back and ad hoc recreation from the XML is not sufficient, then I'd say look to automate the users out of the backup process.  Get a good middleware tool (OIC, Boomi, Mulesoft, etc.) that can call SOAP web services.  A small custom BIP report could build a list of recently run Payment Format jobs, you could loop through that list to get the PDFs from the UCM before the one month archive kicks in.  We've built lots of integrations like that, not difficult once you have a good tool in place and some familiarity with calling the available SOAP or REST APIs.

      Hope that helps,

      Glen

      • Brian Burns

        That's a great idea. Ultimately, the "if we really needed to" was the key phrase in how much time we put into this. It came up as an audit request to show the copy of the printed check but we can also show via the system what the check #, payee, amount, ect are. We could also confirm with the bank to show it was deposited, ect.

        I like the middleware option as if it came to it I'd like to take the user out and save these automatically to a secure server in case they were needed.

         

        Thanks again,

        Brian