AVL - Service

Pre AVL
  1. Download Summary Files
    • System -> Download Summary
      • Download & Unzip
        • Enter 1st 4 letters of the County in CAPS as the password (In some cases, this may be different)
Service AVL
AVL – Automated Voucher Listing
Maintenance -> SED Summary ->
  1. Load File (ending in EV means Eval, all others are Service)
    • OK
  2. Update Service
    • OK
Download File
Claims -> Load/Create AVL File
  • From SED (Double Click)
    • Download AVL File
      • Enter SFTP/Go Anywhere username and Password
      • School year drop-down
        • Get Listing
    • Highlight file (most recent file date)
      • Download
      • Done
    • Double Click AVL Text
    • Double Click from SED
      • Highlight most recent
      • Load AVL file (you will see it loading)
      • Done -> OK
Check for AVL Adjustments
  • Reports -> AVL/Claiming -> AVL
  • Bottom right -> AVL adjustments
    • (if there are adjustments, you must reconcile before finishing AVL)
    • [will bring up report]
  • Click OK
Claims -> Process AVL
  • Refresh
  • Select All -> Claim
  • Try to Part Claim -> Select All -> Claim
  • Change Service Type (for all CB, SEIT, and RS) -> Refresh
    • Select All -> Claim
    • Select All -> Part Claim
  • X Out
Claims -> Audit AVL RS/ SEIT sessions (this will not be for CB)
  • Run Audit
    • Will give failed
  • Double click on first
    • Edit -> OK -> Yes -> Close
    • (When sessions aren’t matching, use as opportunity to check for problems)
  • If there are problems (that cannot be resolved here)
    • Claims -> Audit AVL RS/SEIT Sessions
    • Select all -> Right Click -> Remove Claim from AVL    
      • These will go to Unclaimed Payables to review later
Reports -> AVL/Claiming -> AVL
  • Run AVL Report
    • Print last page (at least)
  • X Out
  • If adjustments -> Get report
  • AVL breakdown report (if you choose)
  • Cancel
Claims -> AVL Check
  • Generate AVL Balance Check Report
    • Preschool and SED should match
    • Print
    • X Out
      • Should send this to either preschoolsupport@cpseportal.com and copy your support contact, or fax the document to 518-393-9938 at the attention of your support contact.
Create Return File
  • Claims -> Load/Create AVL File
    • Create Return AVL tab
      • Create AVL Return file
        • OK
      • Upload AVL Return File
      • SFTP/GO Anywhere password
        • OK
    • Yes – to auto-generate