AVL - Service

Pre AVL

1. Download Summary Files
   • Maintenance>SED Data> Import summary Data from CPSE Portal
   • 
     • Select School Year, then select:
       • Click on the 'Import Service Summary' button and then click 'Auto Match Services (STAC-1)
         • (You will need to do separate imports for each service and for each year)

Service AVL

AVL – Automated Voucher Listing

Claims -> Load/Create AVL File

• From SED (Double Click)
  1. Download AVL File
  2. 
     • Enter SFTP/Go Anywhere username and Password
     • School year drop-down

• Click 'Get Listing'

1. Highlight file (most recent file date)
   • Click Download at the top
   • Done
2. Double Click the AVL Text Folder 
3. Double Click on the from SED Folder
   • Select/highlight the most recent file
   • Click 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

1. Refresh
2. Select All -> Claim
3. Try to Part Claim -> Select All -> Claim
4. Change Service Type (for all CB, SEIT, and RS) -> Refresh
   • Select All -> Claim
   • Select All -> Part Claim

1. 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 you have adjustments -> Get report (AVL Adjustments)

• 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

1. Create AVL Return file
   • OK
2. Upload AVL Return File
3. SFTP/GO Anywhere password
   • OK

• Yes – to auto-generate
  1. C.c. Robert.wojtkiewicz@nysed.gov
  2. Write only "Total Claimed" in email