Audience: AP Processors and AP Approvers

Author: Raphael Braganza

Current Version Release: July 25, 2025

 

Accounts Payable (AP) department users who process vouchers using the uploader are required to take training courses in SF Learning prior to obtaining system access to this feature in SF Financials. This solution article provides information about the AP Voucher Spreadsheet Uploader, as well as the job aid and all other resources required to submit the spreadsheet. This article also includes the questions, answers and slide deck presented at the July 2025 AP Voucher Uploader Training, as well as information about how to enroll into the SF Learning course that contains the AP Voucher Uploader training.

 

Required Trainings in SF Learning

  • CON0AP150-050124 AP PO Voucher Uploader and AP Direct Voucher Uploader
  • CON0AP151-071625 Enhancements to the AP PO Voucher Uploader and AP Direct Voucher Uploader (See below for information on how to self-enroll into this course in SF Learning).

 

Please download the attached:

  • Voucher Spreadsheet Uploader Job Aid (updated July 18, 2025)
  • Supplemental Information for Voucher Uploader
  • DV_ExcelUpload_FSPPRD_071825.xlsm excel sheet (updated as of July 18, 2025)
  • PO_VOUCHER_ExcelUpload_FSPPRD_071825.xlsm excel sheet (updated as July 18, 2025)
  • RelLangMcro.xla (please download this file into the SAME folder as your uploader file)

 


July 2025 AP Voucher Uploader Training available in SF Learning now!

If you did not attend the July 16 or July 17 live training, it is mandatory to complete the training before using the new uploader. The July 2025 training about the new AP Voucher Spreadsheet Uploader is available in SF Learning. You can self-enroll into the CON0AP151-071625 Enhancements to the AP PO Voucher Uploader and AP Direct Voucher Uploader course by following the step-by-step instructions in our How to search for and enroll into courses using the Learning Catalog tile solution article.



Q&As from the July 2025 AP Voucher Uploader Training and other FAQs


Please visit this solution article again during the week of July 21, as we will publish the answers to the questions from the July 2025 AP Voucher Uploader Training event.


Q1. Must I stop using my current uploader when a new version is implemented?

A1. Yes, previous versions of uploaders should no longer be used when a new version is implemented.

 

Q2. What if I forget and continue to use my current uploader?

A2. Using previous versions greatly increases the chance of input error, which may cause serious downstream impact in FSCM.


Q3. If we encounter any of the errors you mentioned, there is no voucher build error generated. Once we fix the error(s) then a voucher gets created; the voucher won't go to a build error. Is this correct?

A3. The uploader checks for formatting errors, which must be corrected before the import. Data validation occurs in SF Financials after the import. However, we urge users to validate the data before importing. If the same user causes voucher upload errors three times, the user’s access will be removed and cannot be reinstated until training is retaken and upon AOSD's approval.

If the imported data is valid, it should pass the voucher build with no errors. However, if there are any data errors like invalid account # or fund code, duplicate invoice #, invalid PO#, etc, they will appear in the Voucher Build Error Details. You must correct the errors in SF Financials asap.

 

Q4. Should we still avoid copying and pasting into the uploader?

A4. Do not copy and paste a range in rows that cross across columns. You can copy and paste a column range one column at a time. Just be careful to align the data rows correctly.

 

Q5. Maybe I am not doing it right, but I always voucher build manually and it goes through. Can we not voucher build manually?

A5. Some users may still have the ability to access the Voucher Build page. However, this access will be removed in the near future, and voucher build will run on a schedule by batch process. This is to prevent contention when multiple processes are running. Currently, the voucher build is scheduled to run at 11:15 a.m. and 3:15 p.m. Mondays through Fridays.

 

Q6. For Voucher Build Error, is there a query to capture all vouchers within a certain date range? Can I still use the voucher builder to run my batch?

A6. You can use the public query FSP_AP_VCHR_BUILD_ERRORS. The query prompts for:

  1. Dept Code (3-character Dept Code i.e. DPH) 
  2. Invoice Date less than date entered. 


You can also view build errors online by clicking your Accounts Payable tile and selecting Voucher Build Error Detail from the Vouchers folder of your Navigation Collection. 

See Screenshots A & B below for more information.

 

Q7. Once we clear error entries, do we have to hide the columns again?

A7. The new uploader will re-hide those hidden/restricted columns once you Generate XML and Post.

 

Q8. If I upload 50 invoices to the uploader, how can I find the voucher numbers for the invoices in SF Financials? Is there a report to find the voucher number?  If so, where can I get the reports for the voucher number?

A8. To view uploaded vouchers and see the assigned Voucher ID, you can go to the Voucher Inquiry page and enter the criteria. Use Voucher Source ‘Excel Upload (Payables)’ and enter your User ID. You can also enter other criteria like invoice date, accounting date, etc. After clicking Search, the results will be at the bottom of the page. 

See Screenshots A & C below for more information.

 

Q9. I'm new to the uploader. Does the training go over how to find the vouchers?

A9. The online training will show you how to use the voucher uploader. More information is available in the Where are my Vouchers section of the Accounts Payable: Voucher Spreadsheet Uploader solution article.

We also suggest completing the SF Learning Course CON0AP110-22421 Correcting Invoice & Voucher Errors for information on troubleshooting voucher errors.

To view uploaded vouchers and see the assigned Voucher ID, you can go to the Voucher Inquiry page and enter the criteria. Use Voucher Source ‘Excel Upload (Payables)’ and enter your User ID. You can also enter other criteria like invoice date, accounting date, etc. After clicking Search, the results will be at the bottom of the page. 

See Screenshots A & C below for more information.



 







Q10. I’m running into an error saying that Microsoft has blocked macros from running because the source of this file is untrusted.

A10. Please follow these steps to fix this issue:

  1. Close the Voucher Uploader (if it’s open)
  2. Open File Explorer and locate the Voucher Uploader.
  3. Right-click the file and select 'Properties'.


  1. In the Properties window, look at the bottom for a section labeled 'Security'.
  2. If you see a message that says “This file came from another computer and might be blocked to help protect this computer,” check the box that says 'Unblock'.


  1. Click “Apply” and then “OK” to close the Properties window.


  1. Reopen the Voucher File, and if you encounter a Pop-Up labeled “Enable Macro,” click it.


  1. These steps should fully resolve the issues regarding blocked macros.


 

Related Training



Previous Notes

As of July 1, 2022, department Accounts Payable teams must adopt a new Direct Voucher & Purchase Order (PO) spreadsheet uploader with Fiscal Year End Accrual Flag. This is a new required field for Fiscal Year End processing only. Read more information about the Fiscal Year End Accrual Flag, click on this link (go to pages 28-38): https://sfemployeeportalsupport.sfgov.org/support/solutions/articles/11000090829.