Home

User Manual

1. ccccceeseeeseeeeeeeeeeseeeseeeeeeeneeeeenenees 4 2 v 1 0 posted 07 05 2014 Task A Process Rejected Food Instruments Complete the following steps to perform this task From the Home screen go to the Operations gt Food Instrument Investigation Tool The Food Instrument Investigation Tool screen displays 1 Food Instrument Investigation Tool amp Frank Rizzo Vendor Information Paid Amount Status LI Printing Vendor ID C BE Presentment Amount C Pending Name j O Issued r a sHie Coo Compliance C voided Rejected Reason J Voided not in hand Z Redeemed Search By Family 2 Enter search criteria to search for rejected food instruments included in the latest redemption file transmission w Food Instrument Investigation Tool amp Frank Rizzo Select Program wic Farmers Market Date Range Date Type Search By Family Voided not in hand C Redeemed Selecting a Search By option of Rejected Reason and a Status of All displays all rejected Fls v 1 0 posted 07 05 2014 3 Click Search The results of the search display within the Search Results grid Food Instrument Investigation Tool amp Frank Rizzo 4 Click the View button 4 for each listed rejected food instrument you want to investigate The Food Instrument Details Panel displays v 1 0 posted 07 05 2014 FI General Information Clinic and Local Agency Informatio
2. WRU IEGLAM Yes Om 265 2370 1672 1 16 2013 8521 AM es Om iis irs 1566 The Price File Batch Process Detail screen operates identically to the Batch Process Detail Screen for the Vendor File previously described This step generates the NTE Pricing Data File specific for the WIC bank used by the state 4 Click Cancel The Redemption Process Flow screen displays 5 Click the Issuance File The Batch Process Detail screen for the issuance file displays Batch Process Detail amp Frank Rizzo Database Innerexcepton System InvaldOperstonExcepton Nullsble object must have a value Inwald Daia Encocmbarad in eben Be ipo ae ypelD perl cha ha oval cir DataSer at eGerviced Jpsuancefow get_Poodinaiument ngs ia CSC ARCHIVE Croisade DaALASmraices ves i Ji el AM Ne On s L73m Pri ALTOS tseni vicki 731 at Crossroads Daba Seniots Ridempionlatr Senio Gengrakeondpieadissusnoe ie in D peml date pudd dr ACSC ARCHIVE iCrosoroeds Date Servines Datasets baServece whole ES v 1 0 posted 07 05 2014 The Issuance File Batch Process Detail screen operates identically to the Batch Process Detail Screen for the Vendor File previously described This step generates the Issuance Data File or Issue File specific for the state The file definition used is determined by the configuration setting labeled Banking Provider 6 Click Cancel The Redemption Process Flow screen displays 7 Click the Farmers
3. Complete the following steps to perform this task 1 From the Home screen go to Administration gt Configuration gt Manage Background Processes The Manage Background Processes screen displays Manage Background Processes m JAN SMITH Redemption j Finance EBT Last Run Last Run Last Run Date 1 16 2013 7 12 PH Date 2 4 2013 3 15 PM Dates 10 78 4012 12 00 AM Duration im 155 Duration Om 15 Duration Reporting Vendor Clinic Last Run Date 12 1 2010 12 00 AM Duration Security Last Run Date 12 1 2010 12 00 AM Duration Last Run m Date 1O e 2012 12 00 AM Duration v 1 0 posted 07 05 2014 2 Click the Redemption image The Redemption Process Flow screen displays Redemption Final Last Run 1 Date 12 1 2010 12 00 AM Proce Duration Reporting Venc Last R Process Never Ran Date Durath 3 If the Override Payment File was not successfully transmitted during the End of Day process it is possible to manually transmit it by clicking on the Override Payment File process link on the Redemption Process Flow screen The Batch Process Detail screen displays v 1 0 posted 07 05 2014 4 From the Batch Process Detail screen click Restart Process 5 After the Override Payment File is successfully sent to the FTP server the following occurs e The diagram turns green to indicate the transmission was successful e The Process Details table updates with information
4. C1 Sankar Descriptive Purpose 17 Credit Edit v 1 0 posted 07 05 2014 3 Under Vendor Information select the Payor Vendor When the Payor Vendor is selected the Bank Name ABA Routing Number and Account Number are displayed Click Edit to update the details for the payor vendor as needed Note that any changes made to the banking information for the vendor will be saved in the database They will become the settings on file for the vendor Bank Name FAKE BANK ABA Routing Number Account Number 02340275 03495834 Edit i Wg Click Edit to update the details for the payor vendor as needed After updating the information click OK 4 Click Save The EBT Override Payment Review screen and a status message display Congratulations You have successfully completed the Request ACH Payment process v 1 0 posted 07 05 2014 Override Payment Review The EBT menu allows you to search for EBT transactions and manage payments and discrepancies in the Crossroads WIC system Use this menu to perform various tasks related to EBT This process includes the following tasks Task A Reviewing an Override PayMent ccccceeseeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeneeseeneesees 3 5 v 1 0 posted 07 05 2014 Task A Reviewing an Override Payment Complete the following steps to perform this task 1 From the Home screen go to Operations gt EBT gt Overri
5. 00 AM Process Never Ran Duration Finance EBT Last Run ab Last Run Date 8 6 2012 2 06 AM amp im Date 8 6 2012 10 08 AM Duration 0m 4s Se 8 Oduration 0m 13s v 1 0 posted 07 05 2014 Processes are scheduled to run and then run automatically Additionally processes can be run manually at will If a process has not yet been run Process never ran will be displayed beside the interactive image The status of the automatic process is shown on the Manage Process Schedule screen This screen is accessed from the Administration Module The overall status of a process flow is represented by the color of the diagram and symbols A green outline and green check mark zZ indicate that the process flow executed successfully A red outline and exclamation mark mm indicate an error in processing Gray indicates that the process has not yet run 3 Click the Redemption image to display a visual representation of the process flow i 1 y I g WIC Bank Sl f I Y D AY i Y A a l A 2N J s 4 oa eS j Vendor File Price File Issuance File FarmersMarket Issuance File Redemption File FarmersMarket Redemption File Override Payment File Perform CAP Order FIP Transfer 5 oan gt g 0 40 178 12477 40004 14 Morgan County WIC Program EA TAB Ri 0096 l e IS L WS CES Land admin Ali STR eee AL
6. 07PM Yes mwema 14 ALYO119 yani EP Yes ms fims 14 ALWO1 1 VINAI 11 51AM Yes Omessa 14 ALWO110 Ys0 2003 edt AM Yes Om3s a7ms 14 ALO LO VIKIA Yes Om 3s 7s H ALWOLI0 A visual representation of the selected process is shown The name of the selected process is displayed above the diagram Each arrowed line represents a distinct part of the selected process In this example the Vendor File process consists of two distinct parts The first part represents the selecting of database information and generation of the Vendor batch file The second part represents the attempt to transmit the file over FTP The overall status of a calculation process or batch file is represented by the colors and shapes A green arrow with a check mark indicates that the process flow executed successfully A red arrow with an exclamation point indicates an error in processing Gray with no icons indicates that the process has not yet run The Process Details grid displays the name of each process whether the most recent run was successful the start and end times duration record count and error description The Process History grid displays previous processes including the date of each process whether the run was successful the duration record count and error description v 1 0 posted 07 05 2014 2 Click Cancel The Redemption Process Flow screen displays 3 Click the Price File The Batch Process Detail screen for the price file displays
7. 18 Manage Background Processes Processing Payment Exceptions 000 2 20 Task A Access the Redemption Process Flow ProCeSs ccccccsseceeeeeeeeeeseeeceeeeeeeeeseaeeeeeas 2 21 Task B Monitor the Redemption File Process cccccccccssseeeeeeceeeseeeeeeeaeeeceeeceaeeeeeesssaeeeens 2 22 Task C Perform Payment Exception ProCeSSing cccccsssseeeeeeceeeseceeecaaeeeceescsaseeeessaaaeeeess 2 23 FAS D OG a ONS mmmmw wwvwvwmvvwwvwwvwvwvwvv 2 27 Task E Transmit Override Payment Fie scisccsicccis cnc ecececs nd xcs iicieed ve discise ed cai eee ed acl eed nednciowsioee 2 31 Manage Background Processes Monitoring and Restarting Redemption Processes Manually ee caspase ies tenance minnie ilgsia A ansa a AA EAA sn ail aasi dhi RETRE 2 34 Task A View the Redemption Process FIOW cccccsssccccccseeeeeeeeseeeseeeeesseaeceesseeaeeseessaaeeeees 2 35 Task B Perform a Manual Process Restart c ccecccccseeeeeseeeeeeseeeeeeeeeeeeeseeseeeeeeeeeesnaeeeeeas 2 37 Manage Background Processes Monitoring EBT ceesseeeeeeeeeeeeeeeeeeeeneeeees 2 42 Task A Monitoring the EBT PTOCES S sessirnir teitsaevaenseaubnenuuateune 2 43 Task B Viewing Process Details ic cteanaacterdsaxecasensncsdrvannaesin cd ncuayiianiecaraneayeiicatadettiund sananenauteoaeductih 2 49 Task C Configuring Batch Processes ccccccssesceesceeeeeeeeeceeeeceeesaeeeeeeesaeaseeeesseaaseeeessaaaeeeees 2 52 OA 1
8. 2014 10 Click Cancel The Redemption Process Flow screen displays 11 Click the Farmers Market Redemption File The Batch Process Detail screen for the Farmers Market Redemption File displays Batch Process Detail m Frank Rizzo a ah EEEE Pe eo ee Sl ar tah eA AA e EET EN Se ee i gk Bidet ge I a i p i e F i H Tota Items 0 HOCES wore 5 ehh Stari iT Chor tan FI DOTES i I EERE eee ee RSA MG line Lure On Record Conk on AST Benen Samh f ee Total tems Q J aT a g Tus ten tecord C t Fle rror Deicriptia n Psa f n A Bu E watt Eminim sa e The Farmers Market Redemption File Batch Process Detail screen operates identically to the Batch Process Detail Screen for the Redemption File previously described v 1 0 posted 07 05 2014 12 Click Cancel The Redemption Process Flow screen displays 13 Click the Override Payment File The Batch Process Detail screen for the override payment file displays Batch Process Detail a Frank Rizzo Override Payment File cee hais gais FRAITAAM BEAM Oats tli 6 The Override Payment File Batch Process Detail screen operates identically to the Batch Process Detail Screen for the Vendor File previously described v 1 0 posted 07 05 2014 14 Click Cancel The Redemption Process Flow screen displays 15 Click the Perform CAP Order FTP Transfer File The Batch Process Detail screen for the perform CAP order F
9. AS ise UF d ie The Redemption Process Flow screen graphically represents the automatic processes that run as a part of the Redemption process 4 The circular arrows and numbered colored circles er represent internal batch processes that execute daily or can be manually restarted on demand The arrowed lines represent batch files transmitted between Crossroads and external financial partners The overall status of a calculation process or batch file is represented by the color of the diagram A green outline and check mark indicate that the process flow executed successfully A red outline and exclamation mark me indicate an error in processing Gray indicates that the process has not yet run v 1 0 posted 07 05 2014 4 View the FI Type Calculation circular arrow icon to determine its status FI Type Calculation This is an internal process The Redemption process begins with the Fl Type Calculation Data is selected from the database a calculation is executed and then data is saved back into the database To determine FI Type the Fl s subcategories and quantities are compared to existing Fl Types If a match is found the existing Fl Type is assigned to the FI If no match is found a new FI Type is created and assigned Fis generated after the Fl Type Calculation process begins will not be evaluated until the next FI Type Calculation execution The FI Type and its associated maximum price are transmitted to t
10. Directory s r ALABAMA INPLUT Outgoing FIP Directory ir ALABAMA OUTPUT ox cancel 3 Edit the configuration settings as follows Enter the FTP Host URL Enter the Port Enter the User ID Enter the Password Enter the Incoming FTP Directory Enter the Outgoing FTP Directory 4 Click OK Congratulations You have successfully completed the Manage Background Processes Monitoring Redemption process v 1 0 posted 07 05 2014 v 1 0 posted 07 05 2014 Manage Background Processes Processing Payment Exceptions This scenario will describe how to process exceptions manually During the import processing of the redemption file the Crossroads WIC System can encounter one of five types of reconciliation exceptions The four exception types are Unknown Vendor ID Unknown FI Type Unknown FI Serial Number Duplicate Redemption Paid without Issuance In some cases manual exception processing is not required For example if a clinic is operating in disconnected mode and its issuance information has not been transmitted during the redemption process it would not be necessary to manually process exceptions identified as a result of this known issue Simply reconnect the disconnected clinic and allow exception re processing to occur However in other cases manual processing may be the solution to correct exceptions This process includes the following tasks Task A Access the Redemption Pro
11. E E E E A E E E A 3 1 Request ACH Payment nassnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnmnnn nnnm 3 1 Task A Requesting an ACH PayMe n ccccccssscecccsseeeccesscecseaseeeceaueeecseuseeessaseeessagseesseaeeeeees 3 2 Override Payment ROVICW cccssscscssecceseeceneeneneeseeneeseneesoesseonseseensesoaseseeneesennenes 3 4 Task A Reviewing an Override Pa VOC css snc tecscacenctisinanensnesatunsmenndepicacledeninate dencebciokansbittekestiedadents 3 5 Search Benefit Reconciliation Exception cccssscceesecseseceeseeeeseeeeeseseeseeseeeesens 3 7 Task A Searching for and Modifying a Benefit Reconciliation Exception ccccccseeeeeeeeees 3 8 Redemption DISCrepancies cccesscsesecceeceesesenseeeseeenseeeseeeeesoesesenseeesesonseseasenenes 3 10 Task A Viewing EBT Redemption DISCrepancles cccccceeeeeeeeceeeeeeeeeeeeeeeeeeeeaaaeeeeeeeaaaeeeess 3 11 Food OIL is TOOL mmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmm mmmmmmmmmmmmi ar 3 12 Task A Using the EBT Food Override Tool cree ccccecsmaenerenecuesesnnecscesacroseuseceeges sentence eeuereusenusyernes 3 13 4 FOOD INSTRUMENT INVESTIGATION TOOL cccceeceneeeeeeeeeneeeneensseneenesenecnes 4 1 Process Rejected Food Instruments ccccscceeeeeeeeeeneseneeeeneseesesenseneaeseneeoneeseneens 4 1 Task A Process Rejected Food Instruments cccccccceeseeeeeeceeeseceeeeaeeeeeeeseeeasee
12. Market Issuance File The Batch Process Detail screen for the Farmers Market issuance file displays The Farmers Market Issuance File Batch Process Detail screen operates identically to the Batch Process Detail Screen for the Vendor File previously described This step generates the Farmers Market Issuance Data File specific for the state 8 Click Cancel The Redemption Process Flow screen displays 9 Click the Redemption File The Batch Process Detail screen for the redemption file displays Batch Process Detail amp Frank Rizzo Redemption File t a Proc etais Taali a 0 PRH pn n Ss F p 7 br A Reco Co Error Descrip i oe AIE Ly rag E ect EA L EN i t e 303 Ik AM Ye r ALRI IIN Exe UV RA ARM Ye Om Gs 20 ams ALR LID ext YF ies ARM Ye On Oe iaa ALLE Bek Waa 13 11 30 A Tes Om Us ba ns AROLD TAT Lire Ear Type meree ea a a A 14 AA DS H a Pe Hamed neien Line eanl be parsed umi fhe ornen Farkit YW LIAM No On ts Thies ARDI TIT at Microalt Vinia Filet Tex thine ser Par saad ved th rer at armas R ont Procnsstiedemptenrie Sting RedemotonFilehlame in O ponl catabulld de RCS ARCHIVE Orospu Draenio DGatatervices RidenptonfetsSernace vocine 17803 Line Number 2 YAGI AM Me Om Oe Ome a hho Bie be procera ae Bam Gan Fae Fima Hin Dla he eee O L Gressroads WiC ES TAB C mms j v 1 0 posted 07 05 2014 The Batch Process Detail screen allows the user to monitor the status of the
13. Monitor the Redemption File process to determine a successful transmission after the End of Day process A green Redemption File process line and check mark will indicate success After verifying success proceed to Task C to process the rejected food instruments A grey process not run or red Redemption File process line and an exclamation mark indicating unsuccessful transmission of the redemption file will indicate redemption information has not been received Restart the process or initiate help until success is achieved in transmitting the Redemption File See scenario Generate and Process Redemption files Crossroads K 3 FI Type Calculation as NTE Calculation Re Process s Exceptions PON SARIN T ETT REER TSENT eee u N 17 vy Version 0 40 178 7 Redemption Process Flow amp Frank Rizzo Vendor File Price File Issuance File FarmersMarket Issuance File RedemptionFle j FarmersMarket Redemption File Override Payment File Perform CAP Order FIP Transfer 2 When it is determined the redemption file has been successful begin processing by navigating to the Food Instrument Investigation Tool screen v 1 0 posted 07 05 2014 Task C Perform Payment Exception Processing Complete the following steps to perform this task 1 From the Home screen go to the Operations gt Food Instrument Investigation Tool The Food Instrument
14. Payment File contains information for each Food Instrument that was processed manually as an override These Food Instruments are then reprocessed by the WIC Bank and paid according to the override instructions then sent back in the redemption file v 1 0 posted 07 05 2014 Task B Viewing Process Details Complete the following steps to perform this task 1 Onthe Redemption Process Flow screen click any of the interactive images The Batch Process Detail screen displays Redemption Process Flow amp Frank Rizzo ST mm om Vendor File FI Type Calculation Price File Issuance File FarmersMarket Issuance File NTE Calculation EIEE ENIS PS IIE A EY EP ges a S PES O ESSERE SAE OES S aL ni BA Morg c r 2 i in E TE You will be directed to the Batch Process Detail screen of the process you click For example if you click the Vendor File interactive image you will be directed to the Batch Process Detail screen of the Vendor File process v 1 0 posted 07 05 2014 Batch Process Detail Frank Rizzo Log pam Vendor File J0 Create Vendor Fie Ves JEDIA AA 2025 2013 AM Om BBO 11 i Transmit Vendor File via FTP Sa 16 08 Ad 425 2013 106044M Om Gs Hirs 11 ARADI UH AH Yes Alm Gs Fes 11 MLSS aa _ HAIWAN Yer Onaga II ANII aiaga LEAP Yes m s bims 14 ALWO115 VISAE aM Ves Om 5e936me 14 ANOLIS iaaa k G P Te Om 7s B n 14 AL 110 120 2013 1
15. Redemption File processing The process detail picture is composed of two distinct parts each capable of depicting success or failure of a distinct processing step A computer icon representing the WIC Bank and an arrowed line pointing to a rectangular file image An arrowed line pointing to the computer icon representing Crossroads The first step represents the attempt to retrieve the batch file using FTP from the WIC bank processors hosted site Potential errors include FTP timeouts FTP security authorization failures and FTP transmission errors If a failure occurs in this step the user can use the dashboard to correct FTP settings and immediately retry If this step succeeds the Redemption File is placed into Crossroads archiving folder The second computer icon and arrowed line represent the process of connecting to the Crossroads database and importing the information contained within the Redemption File into the Crossroads database tables An error in this step would color the image red and include an exclamation mark on the line Potential errors include a database connection problem database timeout file access permission errors or data related problems involved with writing the Batch File The process history section displays results from previous days and indicates trends in success or failure based on time of day or based on how many records are affected This step processes the Redemption Data File or Paid File unique to
16. action Food Instrument Investigation Tool amp Frank RIZZO a ae s Perr SOOL A Compliance Rejected Reason C Voided not in hand Z Redeemed Redeemed 4 12 2012 Redeemed NISSAN IN AND OUT 2 14 2012 1 1 0001 4 12 2012 3 Redeemed NISSAN IN AND OUT 2 14 2012 1 1 0001 4 12 2012 FAWNA 4 Redeemed 88776 ONSSANINANDOUT 2 15 2012 yyooon Da 5 Redeemed 88776 NISSAN IN AND OUT 2 15 2012 1 1 0001 4 12 2012 6 Redeemed NISSAN IN AND OUT 2 15 2012 1 1 0001 4 12 2012 Z BREASTFEEDING 7 Redeemed NISSAN IN AND OUT 2 15 2012 4 12 2012 18 OY Redeemed FOOD MART 2 15 2012 4 13 2012 void Replace override Void Fls must be in the Printing Pending or Issued Status to be voided Instruments in the Voided Voided not in hand and Redeemed status cannot be voided A message will alert the user to the number of Fls not in this status which was selected for Voiding If any selected instruments can be voided the Confirm Void Action popup will appear If none of the selected instruments can be voided the popup will not display v 1 0 posted 07 05 2014 2 Click Void The Confirm Action screen displays Reason iF Damaged CC ir 3 Select the Reason and select Void A status message indicates one or more instruments were voided Replace TE Fls must be in the Issued Status to be Replaced Instruments in the other five potential statuses cannot be Voided A message
17. actual amount paid by bank o Presentment Amount amount vendor entered on check m Use the criteria to select specific rejected instruments such as instruments rejected for a specific reason For example Early Cashing would show all rejected food instruments cashed before the first day to spend v 1 0 posted 07 05 2014 4 Click Search The screen is refreshed and the results are displayed in the Search Results grid O Food Instrument Investigation Tool amp Frank Voided not in hand Z Redeemed NISSAN IN AND OUT 2 14 2012 1 1 0001 NISSAN IN AND OUT 2 14 2012 1 1 0001 NISSAN IN AND OUT 2 14 2012 1 1 0001 NISSAN IN AND OUT 2 15 2012 1 1 0001 NISSAN IN AND OUT 2 15 2012 1 1 0001 NISSAN IN AND OUT 2 15 2012 1 1 0001 FOOD MART 2 15 2012 v 1 0 posted 07 05 2014 I T When searching for Fls Compliance Buy Instruments or Fls in the Rejected Status the system will display the following data elements Last Name and First Name of the Parent Guardian 1 or Fictional Participant associated with the FI Serial number SCS SO Fl s Status description Os Vendor ID and Vendor Name populated for redeemed instruments Os Fl Issuance Date Os FI Vendor Redemption Date and FI Expiration Date FI Void Date if voided the date it was and FI Type number Os Os Each Search Result row contains a check box for selection a magnify
18. indicate an error in processing Gray indicates that the process has not yet run 3 Click the EBT image to display a visual representation of the process flow The EBT Process Flow screen graphically represents the automatic processes that run as a part of the Redemption process aN 70 The circular arrows and numbered colored circles as represent internal batch processes that execute daily or can be manually restarted on demand The arrowed lines represent batch files transmitted between Crossroads and external financial partners The overall status of a calculation process or batch file is represented by the color of the diagram A green outline and check mark indicate that the process flow executed successfully A red outline and exclamation mark ve indicate an error in processing Gray indicates that the process has not yet run EBT Process Flow w Frank Rizzo MIS Crossroads J WIC Vendor File Process Response Files corners or Category Subcategory File hea ea UPC PLU and NTE File Reprocess EBT Failures Request ACH Payment File 74x i Reconcile EBT Benefit Activity py Reconcile EBT Redemption amp WIC Vendor Operational Activation File Daily Benefit Activity File Redemption File v 1 0 posted 07 05 2014 4 View the Process Response File circular arrow icon to determine its status i Process Response Files This is an internal process that will read a
19. list of Tasks less detail or you can go deeper and follow each Step of the process click by click and action by action more detail Buttons you ll need to click and data you ll need to enter are accented in bold to help them stand out on the page so that you can identify these items more easily Pictures of application screens are included within each training scenario to help familiarize you with the screens Data displayed in the pictures is intended for illustrative purposes only and does not represent live data During classroom training use the data supplied by the instructor Outside of classroom training enter the appropriate data as necessary to complete the task at hand v 1 0 posted 07 05 2014 Callout boxes help you find specific types of information quickly The callout boxes are displayed and defined below Notes The notepad and pencil icon displays to the left of paragraphs that provide additional and usually more detailed information about the application Sometimes the notes give you additional information about the screen you re working with and sometimes the notes inform you where to find additional information elsewhere Either way it is well worth your time to watch for these helpful icons Using This Manual This manual can be used as a training manual during instructor led classroom training or as a reference guide once training is concluded Use the table of contents TOC to locate a training scena
20. then by scenario title Training Manual Overview Outlines the content of this manual and explains how this manual can be used It includes information about the general structure of this manual and tips to help you get the most out of it Training Scenarios Covers situations that one might encounter in a typical day Each scenario walks you through an entire process Scenarios connect the individual tasks necessary to complete a process The scenarios were written and organized to facilitate an instructor led training session but the scenarios can be used as reference guides after your training is complete Conventions and Features This manual follows certain conventions that make it easy for you to use the materials presented and includes the following features that help you identify similar information from one topic to another Training scenarios are grouped together by major system functions so that you can locate the desired scenario more easily Each training scenario begins with an Overview section that includes an explanation of what is covered within the scenario so you ll Know from the start what you ll be learning Training scenarios are documented using Tasks and Steps A Task is a major activity in a larger process and indicates a substantial portion of the overall process whereas a Step is one of several user actions within a Task The manual provides Tasks and Steps for differing levels of detail You can follow the
21. will alert the user if the selected instrument is not in the Issued Status Multiple Instruments can be replaced at the same time but they all must belong to the same Family and be aligned within the same month If they do not belong to the same Family and represent food for the same timeframe a message will halt further action and alert the user If any selected instruments can be replaced the system will navigate to the Replace Current Benefits screen v 1 0 posted 07 05 2014 4 Click Replace The Replace Current Benefits screen displays Q Replace Current Benefits amp Frank Rizzo Eggs All Authorized ain i Eggs iu All Authorized Cereal Adult Cereal Adult All Authorized Cereal Adult Cereal Adult All Authorized Legumes Peanut Butter 18 oz Containers Legumes Peanut Butter 18 oz Containers Breads Whole Grains Whole Grains All Authorized Ounces Breads Whole Grains Whole Grains All Authorized Ounces Milk Low fat Low Fat Milk Gallons Milk Low fat Low Fat Milk Gallons ai a EEn maya enon ri FEIS As ind _ Override The override operation allows an administrator to modify the payment amount or correct the Vendor association for Fls that have already been redeemed Fls must be in the Redeemed Status to be overridden Instruments in the other five potential statuses cannot be overridden A message will alert the user to the number of Fls not in the Redeemed status that were selected for ove
22. 2 12 29 2011 99 75 Food Subcategory Benefit Quantity Benefit UoM Benefit End Date Claimed Amount Cereal Adult All Authorized 5 00 Ounces 1 28 2012 599 75 Vendor Information Family Information Vendor ID Number Vendor Peer Group Peer Group Maximum Price Family ID Number Family Parent Guardian 9255 National Urban 284 PAUL RUDD Vendor Name Peer Group Average Price DOWN WITH THE SICKNESS v 1 0 posted 07 05 2014 5 Click Override to override the food item The EBT Payment Override Confirmation screen displays 6 Select the Override Payment Reason 7 Click Save A status message displays 8 If multiple transactions need to be overridden for the same reason on the EBT Food Override Tool screen select the check box for each record to override in the Search Result grid 10 Select the Override Payment Reason 11 Click Save A status message displays Congratulations You have successfully completed the Food Override Tool process v 1 0 posted 07 05 2014 v 1 0 posted 07 05 2014 4 FOOD INSTRUMENT INVESTIGATION TOOL Process Rejected Food Instruments The Crossroads system downloads the Redemption File generated by the bank processor during End of Day EOD processing The redemption file contains rejected food instruments This scenario will describe how to process rejected food instruments This process includes the following tasks Task A Process Rejected Food Instruments
23. File EBT FTP Server WIC Vendor Operational Activation File Daily Benefit Activity File Redemption File You will be directed to the Batch Process Detail screen of the process you click For example if you click the WIC Vendor File interactive image you will be directed to the Batch Detail screen of the WIC Vendor File process v 1 0 posted 07 05 2014 Batch Process Detail Frank Rizzo WIC Vendor File MIS Crossroads EBT FIP Server Restart Process Schedule Process Edit Settings A visual representation of the selected process is shown The name of the selected process is displayed above the diagram Each arrowed line represents a distinct part of the selected process In this example the WIC Vendor File process consists of two distinct parts The first part represents the selecting of database information and generation of the Vendor batch file The second part represents the attempt to transmit the file over FTP The overall status of a calculation process or batch file is represented by the colors and shapes A green arrow with a check mark indicates that the process flow executed successfully Red with an exclamation point indicates an error in processing Gray with no icons indicates that the process has not yet run The Process Details grid displays the name of each process whether the most recent run was successful the start and end times duration rec
24. Investigation Tool screen displays Food Instrument Investigation Tool a Frank Rizzo X Select Program wic Farmers Market Search By Vendor Information Date Range Orf nb Vendor ID Date Type 2 From the Food Instrument Investigation Tool screen search for all bank exceptions In this search Exception was selected in Search By and All was selected for Status 3 Click Search All the bank exceptions appear in the Search Results grid a Food Instrument Investigation Tool JOE CONTACT S i i Lasaut v 1 0 posted 07 05 2014 4 For each listed bank exception you want to investigate click the View button The Exception Details page displays PrP as Duplicate Redemption P 14 Duplicate Redemption P 3 Unknown Vendor ID j 1331 Unknown Food Instrument Type 1977 Unknown Vendor ID Exception Details amp Frank Rizz er Exception Information Presented Serial Presented VendorID Presented FIType ID 0 Presentment Amount Paid Amount 0 00 0 00 Correction Data Presented VendorID Updated VendorID Comments Clinic and Local Agency Information Clinic ID Clinic Name Valid First Date to Spend Valid Last Date to Spend Local Agency ID Local Agency Name Family Information FamilyID Parent Guardian 1 Name 0 Vendor ID PeerGroup PeerGroupNTE Peer Group Average Price Peer Group Std Dev Peer Group Maximum Price NTE Rule Over Average Std Dev Above Average Unde
25. TP transfer file displays Batch Process Detail amp Frank Rizzo lt rem L tat Odes oea ONDA Rm PERS AM BESO AM On Oe Orme APSE aM SITS AM Om Os iom TIM SS AM POLIS m de ome SA el he AM 3F45 F2013 9 29 AM 2y28 2013 8 AM g a g Gal J 9 g a a The Perform CAP Order FTP Transfer Batch Process Detail screen operates differently than other Batch Details Screens in that it monitors FTP transactions in both directions from Crossroads to the CAP Warehouse v 1 0 posted 07 05 2014 16 Click Cancel The Redemption Process Flow screen displays 17 Click Cancel The Manage Background Processes screen displays Manage Background Processes JAN SMITH mai SSS SGT Redemption Finance EBT Last Run Last Run Last Run Date 1 16 2013 2 12 PH Date 2 4 2013 3 15 PM Date 10 8 2017 12 00 AM Curation im 15s Qruratbon rm 1s Duration Reporting Vendor Clinic Last Run Last Run Process Newer Ran Date 12 1 2010 12200 AM Date 12 1 2010 12 00 AM Duration Duration Security Last Run Date i0820 1200 AM Duration i Te Pr T w a i v 1 0 posted 07 05 2014 Task C Configuring Batch Processes Complete the following steps to perform this task 1 Access the Batch Process Detail screen Batch Process Detail w Frank 1 30 2013 1022 aw 110 2013 16 19 Ae il clientftp pdainc com Port 17 21 User ID iF wicbnkga Password if Po Incoming FTP
26. Void Date Voided 9 19 2011 11 17 2011 9 23 2011 Voided 9 19 2011 11 17 2011 9 19 2011 Voided 9 19 2011 11 17 2011 9 19 2011 Issued 9 19 2011 12 18 2011 No Void Date Issued 9 19 2011 12 18 2011 No Void Date Issued 9 19 2011 12 18 2011 No Void Date oooocoob Exception search results are different than other searches for Fls in that there are no check boxes for processing The next two screen captures display the Exception Details as a result of searching for exceptions and then selecting one FI to process In this case the exception is an unknown Vendor ID which can be seen within the Correction Data group box The Update Vendor ID field is enabled allowing a value to be entered and ultimately the check to be re processed by the WIC Bank Regardless of the nature of the exception the Exception Detail screen will automatically make the entry of data possible so that the exception can be re processed and resolved v 1 0 posted 07 05 2014 Exception Details amp Frank Rizzi FI General Information Serial 31 Participation Month Oct 2011 Valid First Date to Spend Valid Last Date to Spend 10 10 2011 1 9 2011 Paid Amount Void Information Status Void Date Voided 10 11 2011 Rejected Reason Void Reason Returned by Participant v 1 0 posted 07 05 2014 Task B Void Replace or Override Food Instruments Complete the following steps to perform this task 1 Click on Void Replace or Override for further
27. able values that control these automatic processes This scenario will focus on the redemption process It will explain how to monitor the redemption process flow at a high level and then how to view the details of each associated individual process This process includes the following tasks Task A Monitoring the Redemption Process cccssccseseeeseeeeeeeeeeeeeeseseneneeneneneas 2 2 Task B Viewing Process Details cccccesseeeseeeseeeseesseeseeesseeseeesseeseeeseeeaeoeseensenaeens 2 8 Task C Configuring Batch Processes ccccsseesesseseenecesesceseesenseseneeseeneeseneeees 2 18 v 1 0 posted 07 05 2014 Task A Monitoring the Redemption Process Complete the following steps to perform this task 1 From the Home screen go to Administration gt Configuration gt Manage Background Processes The Manage Background Processes screen displays Manage Background Processes m JAN SMITH Finance EBT 1 Redemption Last Run i Date 2 4 2013 3 15 PM Duration 1s i Last Run Date 1 16 2013 2 12 PH Duration im 155 Last Run Dates 10 8 2017 12 00 AM Duration Vendor Clinic Last Run Last Run Date 12 1 2010 12 00 AM Date 12 1 2010 12 00 AM Duration Duration E R n Date LO e 2012 100 AM Duration 2 View the most recent run date for each process inside the interactive images and the color of the image Redemption Finance Last Run Date 12 1 2010 12
28. cess Flow Process ccesseeeeeeeeeeeeeeeeeneees 2 21 Task B Monitor the Redemption File Process cccssscsesseseseeceseeeseseeeeeeneeeeeenes 2 22 Task C Perform Payment Exception ProceSSINg cesscssssssssessenseeeeeeeeeneees 2 23 Task D Re Process Exceptions eieeeeeeneeseeseeseeseeeeeneeneenee nee n sen Gonne Hon en een en eneene 2 27 Task E Transmit Override Payment Fil cccccseseeeseeseeeeeseeeeeneeeeeeseeeneneeneeenens 2 31 v 1 0 posted 07 05 2014 Task A Access the Redemption Process Flow Process Complete the following steps to perform this task 1 From the Home screen go to Administration gt Configuration gt Manage Background Processes The Manage Background Processes screen displays Manage Background Processes m JAN SMITH TJ uae Finance EBT Last Run Dates 2 4 2013 3 15 PM Duration 1s S 1 16 2013 2 12 PH Duration im 155 Last Run Dates 10 8 2017 12 00 AM Duration Clinic Last Run Date 12 1 2010 12 00 AM uration Last Run Date 12 1 2010 12 00 AM Duration qj Security Last Run Date i020 1200 AM Duration I eo gt Redemption Process Flow w Ryan Buysse PREF ERN ES PI TEREE AA T f eae EI ARNAI cane EEA AESI AEAEE AA E EIIN al eT g ta m nna re euu mn v 1 0 posted 07 05 2014 Task B Monitor the Redemption File Process Complete the following steps to perform this task 1
29. concile EBT Redemption circular arrow icon to determine its status Reconcile EBT Redemption This is an internal process This process will evaluate the redemption transactions received from the EBT provider against the Crossroads WIC system Any discrepancies such as exceeded price unauthorized purchases unauthorized vendors etc display on the EBT Redemption Discrepancies screen for subsequent research and resolution This process performs that evaluation 8 View the WIC Vendor File WIC Corporation File Category Subcategory File UPC PLU and NTE File and Request ACH Payment File arrowed lines to determine their status EBT Batch Process MIS Crossroads WIC Vendor File WIC Corporation File Category Subcategory File i UPC PLU and NTE File amus EBT FTP Server a 2 These files are transmitted from the Crossroads WIC System to the WIC EBT FTP Server The direction of the line indicates whether the batch files are being transmitted from Crossroads or downloaded from the EBT FTP Server Lines pointing in the direction from Crossroads to EBT FTP Server indicate transmitted files while lines pointing in the direction from EBT FTP EBT Failures _ Reconcile EBT Benefit Activity Server to Crossroads indicate downloaded files All files are transmitted to or downloaded from an FTP site The NTE calculation is included in the UPC PLU and NTE file that is sent to the EBT FTP Server
30. de Payment The EBT Override Payment Review screen displays EBT Override Payment Review amp Frank Rizz 2 Under Filter Criteria enter or select the Start Date and End Date and or the Vendor Name to search for EBT override payment records The screen refreshes and displays the results in the Search Result grid v 1 0 posted 07 05 2014 The Search Result grid displays the Unique Redemption Transaction Vendor Name Adjustment Amount Adjusted By Adjusted Date Time ACH Payment Request Trace ACH File Name and ACH Payment Request Transmitted Date Time for all EBT transaction record that match the specified filter Click a column header to sort the items in the grid Click and hold then drag and drop columns of information to reorganize the order of the columns in the grid Click the View button 4 to view the details of an existing record as needed Click ACH Payment Request to request an ACH payment For details refer to the Requesting an ACH Payment scenario Congratulations You have successfully completed the Override Payment Review process v 1 0 posted 07 05 2014 Search Benefit Reconciliation Exception The EBT menu allows you to search for EBT transactions and manage payments and discrepancies in the Crossroads WIC system Use this menu to perform various tasks related to EBT This process includes the following tasks Task A Searching for and Modifying a Benefit Reconciliation Except
31. dicalSystem v 1 0 posted 07 05 2014 6 Select one or more checkboxes to display the Settlement of Rejected Food Instruments screen Frank Rizzo Settlement of Rejected Food Instruments oe a E Bonu Print nd save overde new oe c cr oo I Online Version 05371214980 40072 CLI Central WV WIC Propam Et TAB 105 jp 7 Enter the Override Amount 8 Select the Override Reason 9 Select the Override button This will override the previously settled payment amount for one or many Flis and can correct a payment made to a wrong vendor This process will generate paper food instrument to a vendor Congratulations You have successfully completed the Process Rejected Food Instruments process v 1 0 posted 07 05 2014 Search for Food Instruments and Take Actions Crossroads WIC staff may perform Food Instrument Investigation when required to investigate food instruments resolve as applicable redemption issues of one or more food instruments or to fully reconcile food instruments back to a family Modifications are logged for audit Authorized WIC staff may also void selected food instruments or replace food instruments current month only This process includes the following tasks Task A Search for Food Instruments c cceecceceeeceeeeeenscescnseeseeeeeeeensensensensenseaseas 4 7 Task B Void Replace or Override Food Instrument cssceseeeeseeeeeeee
32. each state The file definition used is determined by the configuration setting labeled Banking Provider v 1 0 posted 07 05 2014 Redemption File Processing Detail Every record contained within the Redemption File either updates a FI record with the redemption information or becomes a Reconciliation Exception There are four types of Reconciliation Exceptions which are identified while processing the data contained within the Redemption File Unknown Vendor ID This summarizes the situation which exists when the Redemption File reports a redemption against a Vendor ID that does not match a Vendor ID known within the Crossroads database This can be caused by a data entry error of the WIC bank that the Vendor ID has been invalidly entered into Crossroads or that the Vendor ID was corrupted in the data transmission Unknown FI Type This summarizes the situation which exists when the Redemption File reports a redemption with a FI Type that does not match a record known within the Crossroads database This can be caused by a data entry error or other processing error of the WIC Bank or that the Fl Type data entry was corrupted in the data transmission Duplicate Redemption This summarizes the situation which exists when the Redemption File contains a valid Redemption record against a Fl Serial Number which was previously reported as paid by another Redemption File The second time the same Serial Number was reported as va
33. econciliation Exceptions In this case the system would operate one at a time The first exception encountered would generate a record in the Reconciliation Exception table Once the first correction succeeds further analysis can identify a second exception which also creates an additional record in the Reconciliation Exception table A full history of all reconciliation exceptions are maintained for posterity v 1 0 posted 07 05 2014 9 View the Farmers Market Redemption arrowed line to determine its status Redemption Process Flow Frank Rizzo a gh Te a rn L Bo ENPE EOE E a e ut 3 Crossroads Vendor File Price File FI Type Calculation eo Issuance File FarmersMarket Issuance File NTE Calculation p2 Re Process Exceptions n i Emain eee eee Payment File E D L Perform CAP Order FIP Transfer The colors of the line and shapes of the icon on the line indicate the success status of the FTP transmission of the Farmers Market Redemption file 10 View the Override Payment File arrowed line to determine its status Crossroads Vendor File Price File Issuance File FarmersMarket Issuance File Redemption File File FarmersMarket Redemption File Redemption File CAP Warehouse NL Re Process Exceptions Override Payment Fle mm Override Payment Fle File 1a The Override
34. eees 4 13 v 1 0 posted 07 05 2014 Task A Search for Food Instruments Complete the following steps to perform this task 1 From the Home screen go to Operations gt Food Instrument Investigation Tool The Food Instrument Investigation Tool screen displays with the Search Criteria shown Food Instrument Investigation Tool amp Frank Rizzo Select Program wic Farmers Market Status i Vendor Information Paid Amount C Printing Vendor ID Pending O Issued C voided Rejected Reason C voided not in hand Z Redeemed j Presentment Amount Exception Compliance Search By Family Search Clear alll 2 Under Select Program select WIC or Farmers Market for the program to search The default is WIC 3 Select the Search By criteria e If Fl is selected then select search criteria from the following boxes o Status o Fl Serial Numbers enter the range of FI serial numbers or search by type an ID number system assigned to each unique type of FI o Vendor Information o Date Range The FI option is initially selected upon display of the screen If you are searching for Fls without special circumstances use this default selection and select search criteria from its associated boxes as necessary l you are looking for Food Instruments with special circumstances such as bank exceptions compliance buy Fls or rejected Fls then use one of the steps below t
35. een go to Administration gt Configuration gt Manage Background Processes The Manage Background Processes screen displays Manage Background Processes m JAN SMITH Finance EBT 1 Redemption Last Run i Date 2 4 2013 3 15 PM Duration 1s i Last Run Date 1 16 2013 2 12 PH Duration im 155 Last Run Dates 10 8 2017 12 00 AM Duration Vendor Clinic Last Run Last Run Date 12 1 2010 12 00 AM Date 12 1 2010 12 00 AM Duration Duration E R n Date LO e 2012 100 AM Duration 2 View the most recent run date for each process inside the interactive images and the color of the image Redemption Finance Last Run Date 12 1 2010 12 00 AM Process Never Ran Duration Finance Last Run Date 8 6 2012 2 06 AM Duration Om 45 a Date 8 6 2012 10 08 AM Duration Om 135 v 1 0 posted 07 05 2014 Processes are scheduled to run and then run automatically Additionally processes can be run manually at will If a process has not yet been run Process never ran will be displayed beside the interactive image The status of the automatic process is shown on the Manage Process Schedule screen This screen is accessed from the Administration Module TE The overall status of a process flow is represented by the color of the diagram and symbols A green outline and a check mark 7 indicate that the process flow executed successfully A red outline and exclamation mark me
36. eeseaegeeeeesaas 4 2 Search for Food Instruments and Take ACtiONnS ccccccecececsccccecsccecncecscseseeacacenes 4 6 v 1 0 posted 07 05 2014 Task A Search for Food Instr menis v5 sec sieeve ccxtn vente anes ce na ta As aa UN AA G GAA ANSA Qed arate iaaa 4 7 Task B Void Replace or Override Food Instruments cccccecceceeeeeeeeeeceeeeeseaeeeseeeeesaaeeees 4 13 v 1 0 posted 07 05 2014 1 OVERVIEW This manual will aid WIC staff in learning about the function and use of the Redemption module of the Crossroads WIC System The Redemption module is a comprehensive solution to help WIC staff manage a variety of tasks such as managing and processing redemption files Major functions of this module include the following WIC Redemption Files Used to generate and transmit WIC redemption files Import and Process Redemption File Used to import and process redemption files Rejection Processing Used to process redemption rejections Exception Processing Used to process redemption exceptions Manual Content This manual includes the following components organized in the order indicated 4 h S Table of Contents TOC Lists each documented training scenario included in this manual The TOC is organized to complement the delivery of instructor led classroom training Similar scenarios are grouped together by major system functions Use the TOC to look up training scenarios first by function and
37. gram provides a visual indication of the status of each part JE Sscr iO m mmm ECRras B EE eee Peel i Utilize the information within the Process Detail grid to help monitor the most recent process attempt and to help correct failed attempts In the example above the execution of the Vendor File process failed as a result of no authorized vendor records 4 Click Restart Process to restart the selected redemption process Processing is restarted Crossroads WI C Batch Process Detail Frank Rizzo Vendor File Clicking Restart Process only re starts the selected process v 1 0 posted 07 05 2014 5 Upon completion of the process review the diagram Batch Process Detail amp Frank Rizzo er ll Sh Ni A i On Ugg 3413855 1 1 15 2005 12 41PM 1 15 2013 9 57 AM 1 10 2013 1 16 PM UI0j2013 1 07 PM 1 10 2013 12 38 PM 10 2003 11 51 AM 1 10 2013 10 23 AM 110 2043 10 19 AM The color and icons showing success or failure is refreshed according to the status of the process The Process Details grid updates to include details about the most recent run attempt The Process History grid updates to include details of the previous run attempt v 1 0 posted 07 05 2014 6 Click Close to return to the Redemption Process Flow screen Redemption Pr
38. he WIC bank in the Price File The FI Type is transmitted to the WIC bank in the Issuance File as well 5 View the NTE Calculation circular arrow icon to determine its status NTE Calculation This is an internal process The NTE Calculation calculates the food subcategory NTE price based on seitings defined on Apply NTE Rules screen The NTE calculation is included in the Price file that is sent to the WIC bank v 1 0 posted 07 05 2014 6 View the Vendor Price Issuance and Farmers Market Issuance File arrowed lines to determine their status Je Crossroads Vendor File A ROD ETAT r a A Price File FI Type Calculation o gt Issuance File as FarmersMarket Issuance File These files are transmitted from the Crossroads WIC System to the WIC Bank The direction of the line indicates whether the batch files are being transmitted from Crossroads or downloaded from the WIC Bank Lines pointing in the direction from Crossroads to WIC Bank indicate transmitted files while lines pointing in the direction from WIC Bank to Crossroads indicate downloaded files All files are transmitted to or downloaded from an FTP site The FI Type and its associated maximum price are transmitted to the WIC bank in the Price File The FI Type is transmitted to the WIC bank in the Issuance File as well The NTE calculation is included in the Price file that is sent to the WIC bank 7 View the Redemp
39. ing glass icon button that opens the FI Detail popup and display values containing information about the many FIs returned by the search When searching for Reconciliation Exceptions the system displays the following data elements Fe Serial Number reported in the Redemption File Description of the exception type Vendor ID reported in the Redemption File If the reported Vendor ID matches a known Vendor then the Vendor Name the Presentment Amount and Paid Amount of the Fl and the Fl Type number display Each Search Result row contains a magnifying glass icon button which opens the Exception Detail screen and display values containing information about the many FIs returned by the search v 1 0 posted 07 05 2014 5 To search on family click the Search by Family tab The Search by Family criteria displays 6 Select the criteria for the family or participant 7 Click Search The Search Results display all food instruments meeting the search criteria for the family or participant selected Select Program Search Crite wic Farmers Market Search Location Search Type Family ID LastName FirstName M I Telephone Number Date of Birth state wide Family ma i C Participant SSN EBT PAN p C Caretaker clinic Elrroxy Shenandoah Valley Me Local Agency Search By Other Criteria Vendor ID Vendor Name FI Issuance Date FI Vendor Redemption Date FI Expiration Date FI
40. ion 3 8 v 1 0 posted 07 05 2014 Complete the following steps to perform this task 1 From the Home screen go to Operations gt EBT gt Search Benefit Reconciliation Exception The Search EBT Benefit Reconciliation Exception screen displays Search EBT Benefit Reconciliation Exception m Frank Rizzo ST a a AET P E ae 2 Under Data Filter enter or select the Start Date and End Date and select Include Benefits with Resolution Outcomes as needed to search for EBT benefit reconciliation exception records The screen refreshes and displays the results in the results grid End Date Indude Benefits with Resolution Outcomes mas wi Search v 1 0 posted 07 05 2014 3 Click the Edit button to modify the EBT benefit reconciliation exception record The Reconciliation Exception Details screen displays Family ID Parent Guardian Name Serial First Date to Use Last Date to Use 2001 3 5 2012 4 4 2012 Resolution outcome 4 Select the Resolution Outcome 5 Click Save A status message displays Congratulations You have successfully completed the Search Benefit Reconciliation Exception process v 1 0 posted 07 05 2014 Redemption Discrepancies The EBT menu allows you to search for EBT transactions and manage payments and discrepancies in the Crossroads WIC system Use this menu to perform various tasks related to EBT This process includes the following tasks Task A Vie
41. it is possible to manually restart the process by clicking on the Re Process Exceptions icon from the Redemption Process Flow screen The Batch Process Detail screen displays Redemption Process Flow amp Frank Rizzo Crossroads Vendor File Price File J FI Type Calculation S Issuance File FarmersMarket Issuance File FarmersMarket Redemption File EEE EEEE meee penenang CAP Warehouse v 1 0 posted 07 05 2014 Batch Process Detail amp Frank Rizzo ror 5 From the Batch Process Detail screen click Restart Process Batch Process Detail amp Frank Rizzo ae 6 After the exceptions are successfully reprocessed the following occurs e The diagram turns green to indicate the calculation was successful e The Process Details table updates with information on the most recent calculation e The Process History table updates to include the details of the most recent calculation v 1 0 posted 07 05 2014 Batch Process Detail amp Frank Rizzo oe 8 7 2012 2 59PM 8 7 2012 2 59PM 0m 0s 76ms 8 7 2012 2 59PM 8 7 2012 2 59PM 0m 0s 63ms 7 Click Cancel to return to the Redemption Process Flow screen v 1 0 posted 07 05 2014 Task E Transmit Override Payment File The Override Payment File is transmitted as an internal process as a result of the End of Day process This activity sends any exceptions that have been updated since the last transmission
42. lidly paid A Fl may be reporting in a previous Redemption File as not paid and then in a subsequent Redemption File as Validly Paid and this Exception will not occur Unknown FI Serial Number a k a Paid Without Issuance This summarizes the situation which exists when the Redemption File reports a redemption within a Serial Number that does not match a record known within the Crossroads database This can be caused by a data entry error or other processing error of the WIC bank or it can represent a FI Issuance of a check at a disconnected server and the check being purchased and processed in the Redemption File before the disconnected server has been reconnected For all of the potential Reconciliation Exceptions a record is inserted into the Fl Reconciliation Exception table This records the exception and allows for future reprocessing once data or conditions are changed Users can manually correct the data irregularities or they can wait The system will reprocess the exception records like in the case of a disconnected server reconnecting and providing originally missing Fl Records The reprocessing of Reconciliation Exceptions handled by the Re Process Exceptions process When a Reconciliation Exception is not found while processing the redemption records the system updates the appropriate food instrument record with the Paid Date Paid Amount or if rejected the Rejection Reason data transmitted within the File v 1 0 posted 07 05
43. ll response files received from the EBT provider For g every file Crossroads sends to the EBT provider the provider will send a response file after they have processed it The response file will indicate if any errors occurred with the file in total or with a transaction within the file This process will read those files and if there are any errors will update the associated batch process to show an error 5 View the Reprocess EBT Failures circular arrow icon to determine its status Reprocess EBT Failures This is an internal process When a family is certified in an EBT enabled clinic the Crossroads WIC system creates an Electronic Benefits Account EBA for that family on the EBT provider system real time via a message based transaction If the transaction fails it is placed in a failure log for subsequent processing This process will reprocess those transactions 6 View the Reconcile EBT Benefit Activity circular arrow icon to determine its status Reconcile EBT Benefit Activity This is an internal process A file of benefit activity for the day is received from the EBT provider each night This process will take that file and reconcile it to the benefit activity recorded in Crossroads Any discrepancies are stored in the database in the EBT BenefitReconciliationException table and displayed on the Search EBT Benefit Reconciliation Exception screen for resolution v 1 0 posted 07 05 2014 7 View the Re
44. n Serial Participation Month Clinic ID Clinic Name 143 Feb 2012 2 CL24 Shenandoah Valley Medical System Valid First Date to Spend Valid Last Date to Spend Local Agency ID Local Agency Name 2 1 2012 2 29 2012 LA Shenandoah Valley WIC Region 06 Paid Amount Void Information Status Void Date Issued Void Reason Rejected Reason Not rejected Presentment Amount Family Information FamilyID Parent Guardian 1 Name 43 M Mai FI Type Paid Date 1 Vendor Information Vendor ID Peer Group Peer Group NTE Peer Group Average Price Peer Group Std Dev Peer Group Maximum Price Vendor Name NTE Rule Over Average Std Dev Above Average Under the Max Link to Check Image Rejection Override Void this FI Cancel 5 Using the details displayed on the Food Instrument Details Panel as well as other information gathered through staff investigation click Rejection Override as appropriate to override a rejected FI Select one or more checkboxes within the Search Results grid and click Override to display the Settlement of Rejected Food Instruments screen J DANEKHIKJHKHJ JULIEKHJKJHKH 1 Issued 11 25 2011 1 23 2012 ip DANEKHIKJHKHJ JULIEKHJKJHKH 1 Issued 11 25 2011 1 23 2012 1 44 25 2011 Issued 11 25 2011 1 23 2012 12 DANEKHIOHKHJ JUUIEKHOHKHI 1 _ Issued DANEKHJKJHKH JULIEKHIKJHKH 1 Page 1 of 202 eey J RERET 124 _ Pa aah V aa po ey Eis s
45. o complete your search e lf Exception is selected then select search criteria from the following boxes o Exception Status v 1 0 posted 07 05 2014 o FI Serial Numbers o Vendor Information o Paid Amount actual amount paid by bank o Presentment Amount amount vendor entered on check Choose Exception if you need to find one or more bank exceptions Bank exception discrepancies can occur when reconciling the bank processor redemption file to the Crossroads system The payment and rejection information received in the bank processor redemption file that could not be applied and reconciled to food instrument issuance information during the reconciliation processing is kept in the bank file for future re processing Leave the additional search parameters blank to display all unresolved exceptions e f Compliance is selected then select search criteria from the following boxes o Fl Serial Numbers o Vendor Information The default search option is Search by Other Criteria You must click on the Search by Family option to display criteria to search for a specific family Compliance will select all Fls issued for compliance purposes Leave criteria blank to select all compliance checks or use criteria for selecting specific instruments e lf Rejected is selected then select search criteria from the following boxes o Status Rejected Reason o Fl Serial Numbers o Vendor Information o Date Range o Paid Amount
46. ocess Flow DIANE HEPBURN es a aa Logout me The color and icons of the diagram are refreshed according to the status of the process Repeat the steps listed for Task B to restart other Redemption processes as necessary Congratulations You have successfully completed the Manage Background Processes Monitoring and Restarting Redemption Processes Manually process v 1 0 posted 07 05 2014 Manage Background Processes Monitoring EBT The Manage Background Processes screen graphically represents a number of automatic processes that run in Crossroads It serves as the launching point for the monitoring of each activity manually restarting failed processes and setting up the configurable values that control these automatic processes This scenario will focus on the EBT process It will explain how to monitor the EBT process flow at a high level and how to view the details of each associated individual process This process includes the following tasks Task A Monitoring the EBT Process cscccseseeeeeeeeeeeeeeeeeeeeeaeeeeeeseaeeneaeeeneeneneans 2 43 Task B VIEWING Process Details wviiciesidentvesesanevaxndanmcanndsnsnenencanreewssuewancaceesttiacerisavescs 2 49 Task C Configuring Batch Processes cccsssecsssseseesecesesceneesenseseenesseneeseneeees 2 52 v 1 0 posted 07 05 2014 Task A Monitoring the EBT Process Complete the following steps to perform this task 1 From the Home scr
47. on the most recent transmission e The Process History table updates to include the details of the most recent transmission Batch Process Detail amp DIANE HEPBURN Teen Override Payment File Transmit Food Instrument Rejection Override Fle via FTP Yes 2 25 20139 59 AM 2 25 20125 59AM Om Os Sites 6 6 Click Cancel to return to the Redemption Process Flow screen Congratulations You have successfully completed the Manage Background Processes Processing Payment Exceptions process v 1 0 posted 07 05 2014 Manage Background Processes Monitoring and Restarting Redemption Processes Manually This scenario will explain how to restart a Redemption process manually The basic instructions outlined below can be used to restart any Redemption process This process includes the following tasks Task A View the Redemption Process FIOW ccscccsssesssseesseeseseeseeeneeeeeeseaeeees 2 35 Task B Perform a Manual Process Restart cccsscsesseeseeeseeeeeeeeeeeeeeneeeneeeneeeaes 2 37 v 1 0 posted 07 05 2014 Task A View the Redemption Process Flow Complete the following steps to perform this task 1 From the Home screen go to Administration gt Configuration gt Manage Background Processes The Manage Background Processes screen displays Manage Background Processes w Frank Rizzo Finance j EBT Last Run Last Run Date 2 25 2013 12 00 AM Date 3 25 2013 12 00 AM 3 Vendor Last Ru R
48. ord count and error description The Process History grid displays previous processes including the date of each process whether the run was successful the duration record count and error description 2 Click Close The EBT Process Flow screen displays 3 Click Close again The Manage Background Processes screen displays v 1 0 posted 07 05 2014 Manage Background Processes JAN SMITH Redemption Finance Last Rum Last Run Date 1 16 2013 2 12 PH Date 2 4 2013 3 15 PM Duration im 155 Duration 1s Reporting Vendor Last Run Process Newer Ran Date 12 1 2010 12 00 AM Duration Security Last Run Date i0820 1200 AM Duration Te Pr T w a i mai SSS SGT EBT Last Run Dates 10 8 2017 12 00 AM Duration Clinic Last Run Date 12 1 2010 1200 AM Duration i v 1 0 posted 07 05 2014 Task C Configuring Batch Processes Complete the following steps to perform this task 1 Access the Batch Process Detail screen WIC Vendor File FTP Host URL if _dientftp pdainc com Port 17 41 User ID if wicbnkga Password ir Po Incoming FTP Directory 1 ALABAMA INPLUT Outgoing FIP Directory ir ALABAMA OUTPUT o 3 Edit the configuration settings as follows Enter the FTP Host URL Enter the Port Enter the User ID Enter the Password Enter the Incoming FTP Directory Enter the Outgoing FTP Directory 4 Click OK Congrat
49. ount Exceeds NTE amount Exceeds NTE amount Exceeds NTE amount Exceeds NTE amount The EBT Redemption Discrepancies grid displays the Fictional Participant ID if applicable Family ID Name Participation Month Discrepancy Reason for all EBT redemption discrepancies Click a column header to sort the items in the grid Click and hold then drag and drop columns of information to reorganize the order of the columns in the grid v 1 0 posted 07 05 2014 Food Override Tool The EBT menu allows you to search for EBT transactions and manage payments and discrepancies in the Crossroads WIC system Use this menu to perform various tasks related to EBT This process includes the following tasks Task A Using the EBT Food Override Tool ccccesseeceseceseeceneeseesessenseseneeees v 1 0 posted 07 05 2014 Task A Using the EBT Food Override Tool Complete the following steps to perform this task 1 From the Home screen go to Operations gt EBT gt Food Override Tool The EBT Food Override Tool screen displays Redemption Information Start Date End Date Unique Redemption 2 Under Search Criteria complete information in one or more of the following sections Under Vendor Information complete the following to perform a search by vendor e Enter the Vendor WIC ID e Enter the Vendor Name e Enter the Peer Group Enter the Corporate Parent Under Redemption Information com
50. plete the following to perform a search by vendor e Select or enter the Start Date e Select or enter the End Date e Enter the Unique Redemption Under Family Information complete the following to perform a search by vendor e Enter the ID e Enter the First Name e Enter the Last Name Under Food Categories complete the following to perform a search by vendor v 1 0 posted 07 05 2014 e Select the Category e Select the Subcategory e Select the UPC 3 Click Search to filter the results displayed The Search Result grid updates and displays results based on the filter criteria UFL igp hl duhora o vendor 0 peer croup m _ pesemotoa e D pg i ey Eggi io As i 3l ton lo a i 4 Eas 275 jo s i i O s eS fom fom The Search Result grid displays the Vendor ID Peer Group ID Redemption Category Subcategory Quantity UoM Presentment Paid and NTE for all food items that match the specified filter criteria Click a column header to sort the items in the grid Click and hold then drag and drop columns of information to reorganize the order of the columns in the grid 4 Click the View button to view the details of an existing food item record as needed The Food Item Details screen displays Food Item Information Food Category UPC Vendor Redemption Date BenefitBegin Date Obligation Amount Benefit Reason Cereal Adult General Mils Wheat Chex 1 5 201
51. r Information rer Peer Group Peer Group NTE Peer Group Average Price Peer Group Std Dev Vendor Name Peer Group Maximum Price NTE Rule EBT TEST2 Over Average Std Dev Above Average Under the Max v 1 0 posted 07 05 2014 Task D Re Process Exceptions The Re Process Exceptions activity is an automatic internal process that occurs as a result of the End of Day process Complete the following steps to perform this task 1 From the Home screen go to Administration gt Configuration gt Manage Background Processes The Manage Background Processes screen displays Manage Background Processes m JAN SMITH 3 Finance Last Run Dates 2 4 2013 3 15 PM Duratban rn 1s Date 1 16 2013 2 12 PH Duration im 155 Vendor Last Run Date 12 1 2010 12 00 AM Duration Last Run Gate 1O e 2012 1200 AM Duration Security v 1 0 posted 07 05 2014 2 Click the Redemption image The Redemption Process Flow screen displays Redemption Process Flow amp Frank Rizzo es SSS Crossroads FI Type Calculation Price File Issuance File FarmersMarket Redemption File sl Override Payment File CAP Warehouse Perform CAP Order FTP Transfer close 3 Review the Redemption Process Flow screen 4 lfthe Re Process Exceptions activity did not run successfully during the End of Day process
52. r the Max v 1 0 posted 07 05 2014 5 Update the bank exception with the correct Vendor ID in the Updated Vendor ID field in the Correction Data section then click Refresh The Vendor Information section then updates with information for the Vendor ID entered Exception Details amp Frank Rizzo PERT Exception Information Presented Serial Presented VendorID Presented FiIType ID 0 Presentment Amount Paid Amount 0 00 0 00 Correction Data mam ee i Comments _ a FI General Information Clinic and Local Agency Information Serial Participation Month Clinic ID Clinic Name 0 Valid First Date to Spend Valid Last Date to Spend Local Agency ID Local Agency Name Paid Amount Presentment Amount Family Information Fi Type Paid Date FamilyID Parent Guardian 1 Name 0 Vendor Information Vendor ID Peer Group PeerGroupNTE Peer Group Average Price Peer Group Std Dev Peer Group Maximum Price Vendor Name NTE Rule Over Average Std Dev Above Average Under the Max Vendor Information Peer Group Peer Group NTE Peer Group Average Price Peer Group Std Dev Peer Group Maximum Price 24524524 NTE Rule Y Over Average Std Dev Above Average So Under the Max v 1 0 posted 07 05 2014 6 Click Save Exception Details amp Frank Rizzo p Presented VendorID Updated VendorID Comments a FI General Information zem Participation Month Valid First Date to Spend Valid Last Date to Spend Vendo
53. rio Once you ve located a specific training scenario review the Overview section at a minimum to find out important details surrounding the scenario such as the starting point type of data needed and a summary of the Task s to be completed in the overall process You can follow the associated Steps for more detail as needed State specific Functionality The Crossroads WIC System requires some initial setup before it can be used Setup for the User Manual includes the following Features Certain features of the User Manual are set up using the System Administration module These features must be set up before the system is used to ensure the system functions as expected Please refer to the Manage System Seitings section of the System Administration Module DFDD for additional information about state defined features The following is a list of applicable system settings Check Account Number The bank account number Check Routing Number The bank routing number Banking Provider The banking institution Is EBT Enabled Indicates whether the state is EBT Enabled v 1 0 posted 07 05 2014 2 CONFIGURATION Manage Background Processes Monitoring Redemption The Manage Background Processes screen graphically represents a number of automatic processes that run in Crossroads It serves as the launching point for the monitoring of each activity manually restarting failed processes and setting up the configur
54. rride If any selected instruments can be overridden the system will navigate to the Override Fl Payment screen If none of the selected instruments can be overridden navigation will not occur v 1 0 posted 07 05 2014 6 If you want to modify the payment amount or correct information on the FI click Override The Food Instrument Override screen displays Override Payment Reason C E Payment Information Reject Reason Rejection Code 9 Debit credit Free Form Notes NTE Amount Wrong Vendor Current vendor Vendor ID 7 Select the Override Payment Reason and enter other information as necessary 8 Click Save A status message indicates the payment override was successful Congratulations Rejection Description Overwrite NTE Reimbursement Presentment Amount Select Correct Vendor C Peer Group Name You have successfully completed the Search for Food Instruments and Take Actions process
55. tion File arrowed line to determine its status Crossroads Vendor File r mas ill Price File i FI Type Calculation i i DN Issuance File as NTE Calculation I ig The WIC Bank uploads a Redemption file and Crossroads downloads this file based on the established automated processing schedule The Redemption file includes paid and rejected Fls Crossroads performs additional processing during Redemption file processing Exceptions are identified and stored in the database for future reprocessing v 1 0 posted 07 05 2014 8 View the Re process Exceptions circular arrow icon to determine its status Re Process Exceptions This is an internal process When this process is executed all outstanding reconciliation exceptions are selected for reprocessing When this automatic process begins all outstanding reconciliation exceptions are selected for reprocessing The FI data for each exception is then re evaluated to see if any of previously missing data now exists such as a Vendor ID Fl Type or Serial Number When re evaluating the reconciliation the system locates a record that can be processed The system updates the necessary Redemption information such as Paid Date Paid Amount Presentment Amount and Vendor ID After saving the correct Redemption data the Reconciliation Exception is cleared from the queue It is possible for a single Redemption action to fail because of multiple R
56. ulations You have successfully completed the Manage Background Processes Monitoring EBT process v 1 0 posted 07 05 2014 v 1 0 posted 07 05 2014 v 1 0 posted 07 05 2014 3 EBT Request ACH Payment The EBT menu allows you to search for EBT transactions and manage payments and discrepancies in the Crossroads WIC system Use this menu to perform various tasks related to EBT This process includes the following tasks Task A Requesting an ACH Payment cccsscceeseeeseceeseeseeenseeeseeeaseeeneeoneseesenenees 3 2 v 1 0 posted 07 05 2014 Task A Requesting an ACH Payment Complete the following steps to perform this task 1 From the Home screen go to Operations gt EBT gt Request ACH Payment The EBT ACH Payment Request screen displays EBT ACH Payment Request amp JAN PARMAX E mi EE tf Payment Information Vendor Information 9 Debit Bank Name credit Account Number The EBT ACH Payment Request screen can also be accessed using a different method from the Home screen Go to Operations gt EBT gt Override Payment and click ACH Payment Request 2 Under Payment Information complete the following e Select Debit or Credit to indicate that this payment is a debit or credit e Enter the Amount e Enter Descriptive Purpose EBT ACH Payment Request amp JAN PARMAX f w Payment Information Vendor Information pebit Amount 17 Payor Vendor ir 12 000 00
57. un n Date 12 61 2010 12 00 AH Date 12 1 2010 12 00 AM Duration Duration N Clinic In the example above the red color and exclamation mark of the Redemption image indicates that one or more parts of the process failed v 1 0 posted 07 05 2014 2 Click the Redemption image The Redemption Process Flow screen displays Redemption Finance Last Run Date 8 7 2012 11 09 AM r Process M Duration 49m 415 Vendor Last Run Date 1 Duration Redemption Process Flow Frank Rizro Override Payment File Perform CAP Order FTP Transfer In the example above a quick examination of the diagram and its colors indicate that a number of processes have yet to run and that the execution of the Vendor File process failed v 1 0 posted 07 05 2014 Task B Perform a Manual Process Restart Complete the following steps to perform this task 1 Click an interactive image such as the Vendor File The Batch Process Detail screen displays for the process selected Redemption Process Flow w Frank Rizzo EOIS ORTSA SELL Inc E E mm m m i eer a 1 an 7 i Ha i j Fr 1 Lagout Th a aa v 1 0 posted 07 05 2014 Fe S a E a mi Batch Process Detail w Frank Rizz 2 Review the process diagram Batch Process Detail amp Frank Rizz v 1 0 posted 07 05 2014 Diagrams consist of several distinct parts A review of the dia
58. v 1 0 posted 07 05 2014 9 View the Redemption File arrowed line to determine its status EBT Batch Process amp Frank Rizzo A MIS Crossroads WIC Vendor File EBT Failures S Category Subcategory File UPC PLU and NTE File EBT FTP Server Reconcile EBT Benefit Activity Reconcile EBT Redemption gt Card Change File WIC Vendor Operational Activation File Daily Benefit Activity File Batch Process Detail amp Frank Rizzo ene S Redemption File The EBT FTP Server uploads a Redemption file and Crossroads downloads this file based on the established automated processing schedule v 1 0 posted 07 05 2014 10 View the Daily Benefit Activity File arrowed line to determine its status EBT Batch Process amp Frank Rizzo MIS Crossroads WIC Vendor File is WIC Corporation File EBT Failures ee Category Subcategory File UPC PLU and NTE File amp Payment Fie Reconcile EBT Benefit Activity D Reconcile EBT Redemption AN v 1 0 posted 07 05 2014 Task B Viewing Process Details Complete the following steps to perform this task 1 Onthe Redemption Process Flow screen click any of the interactive images The Batch Process Detail screen displays EBT Batch Process amp Frank Rizzo MIS Crossroads WIC Vendor File EBT Failures Category Subcategory File WIC Corporation File UPC PLU and NTE
59. v 1 0 posted 07 05 2014 CSC Prepared By Prepared For CSC Crossroads Staff 7701 College Blvd l F Overland Park KS 66210 nae ia C v 1 0 posted 07 05 2014 DOCUMENT INFORMATION Document Information Document Title v 1 0 posted 07 05 2014 Redemption User Manual Project Name Redemption Document Version 2 0 Author CSC Training Staff Contract Number 02476 09 Document Creation Date 01 30 2012 Document Current Version Date 03 05 2013 Purpose of Document User Manual v 1 0 posted 07 05 2014 DOCUMENT REVISION HISTORY Document Revision History 04 23 2012 CSC Training Staff First Draft 03 05 2013 CSC Training Staff User Acceptance Testing UAT Training Version v 1 0 posted 07 05 2014 TABLE OF CONTENTS i OVERVIEW mmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmmm rmrmrmmrm mrmmmrmmmmm 1 1 2 CONFIGURATION secant mes ve ceca vp eaten es st ee ose ea eee ese ennenen 2 1 Manage Background Processes Monitoring Redemption cscsccsseeseseeeeeeeeeees 2 1 Task A Monitoring the Redemption Proce ccccccceeeeseeeeeeeeeeeeeeeeeaaeeeeeeesseeeeeeeesaaeeeeeeeas 2 2 Task B Viewing Process Details sis recep ermcennvesedesersnmeneys nad atin evenstsnin prdnsetaleranetianadailedeimvaptdesereennn 2 8 Task C Configuring Batch Processes ccs ccccects pc tace nt dncc contented nndiceeddeed oaseweyeeednci waded aceetens 2
60. wing EBT Redemption Discrepancies sscsesseceseeeseseeseeeneeeneeees 3 11 v 1 0 posted 07 05 2014 Task A Viewing EBT Redemption Discrepancies Complete the following steps to perform this task 1 From the Home screen go to Operations gt EBT gt Redemption Discrepancies The EBT Redemption Discrepancies screen displays EBT Redemption Discrepancies amp Melissa Easley _ FO F01500000001 F01500000009 F01500000010 F01500000010 F01500000001 F01500000010 F01500000001 FO 1500000008 F01500000001 F01500000008 Fo1500000001 F01500000009 F01500000008 F01500000001 F01500000009 Fo1500000002 F01500000008 F01500000001 F01500000009 PAULA FAMILY002 PAULETTE FAMILY003 PENNY FAMILY004 PENNY FAMILY004 PAULA FAMILY002 PENNY FAMILY004 PAULA FAMILY002 POLLY FAMILY001 PAULA FAMILY002 POLLY FAMILY001 PAULA FAMILY002 PAULETTE FAMILY003 POLLY FAMILY001 PAULA FAMILY002 PAULETTE FAMILY003 BETTIE FAMILY005 POLLY FAMILY001 PAULA FAMILY002 PAULETTE FAMILY003 Congratulations You have successfully completed the Redemption Discrepancies process Benefits were transacted out of allowed timeframe Benefits were transacted out of allowed timeframe Exceeds NTE amount Exceeds NTE amount Exceeds NTE amount Exceeds NTE amount Exceeds NTE amount Exceeds NTE amount Exceeds NTE amount Exceeds NTE amount Exceeds NTE amount Exceeds NTE amount Exceeds NTE amount Exceeds NTE amount Exceeds NTE am

User Manual

Contents

Download Pdf Manuals

Related Search

Related Contents