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4. Executing the Scrubber and Poster Jobs: Processes the origin transactions and updates balance tables.
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Step 1: Create Feeder Files from the Source System
Generate two flat files from your feeder system: data file and reconciliation file. The reconciliation file serves as a batch control file to validate the number of transactions and total dollars contained in your file. You should name the data file filenname.data and filename.recon.
Filename.data File
The batch file format is identical to the files created by exporting an origin entry group from the GL Correction Process document. They are 187 character long flat file entries with each line corresponding to one origin entry.
Note that the Encumbrance Update Code (D=Document, R=Reference) is required for encumbrance transactions. When the encumbrance update code is “R” (dis-encumbrance), additional three fields to reference the encumbering transactions are required.
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Column Name | Length | Start | End | Requirement | Comment |
Fiscal Year | 4 | 1 | 4 | Req'd | Fiscal Year (ending year). |
Chart Code | 2 | 5 | 6 | Req'd | High level structure of the KFS Chart of Accounts. For example, IR is Irvine Campus Chart, MC is Medical Center Chart. |
Account Number | 7 | 7 | 13 | Req'd | Identifies a pool of funds assigned to a specific university organization entity for a specific purpose. In KFS, the UC Fund will be an attribute of a KFS Account Number and will not be visible on the accounting line. |
Sub-account Number | 5 | 14 | 18 | Optional | Defines an optional part of the accounting string that allows tracking of financial activity within a particular account at a finer level of detail or processing of cost share. For example departments will be able to sub-divide the account number using sub-account to track expenses. |
Object Code | 4 | 19 | 22 | Req'd | Classifies all financial activities into detailed categories of income, expense, asset, liability, and fund balance. |
Sub-object Code | 4 | 23 | 26 | Optional | Defines an optional part of accounting string that allows departments to create finer distinctions within a particular object code on an account. |
Balance Type Code | 2 | 27 | 28 | Req'd | Type of balance (Actual, Encumbrance, Budget, etc) used by the balance table |
Object Type Code | 2 | 29 | 30 | Req'd | Defines the general use of an object code such as income, asset, expense, or liability. |
Fiscal Period | 2 | 31 | 32 | Optional | A period within a fiscal year starting with 01 (July), 02 (August), etc. If left blank scrubber will assign the current fiscal month |
Document Type | 4 | 33 | 36 | Req'd | Similar to Type Entry which defines the nature of transaction. |
Origin Code | 2 | 37 | 38 | Req'd | Indicates the source system. The Origin Code must be defined in KFS. |
Document Number | 14 | 39 | 52 | Req'd | Number assigned by the source system. |
Entry Seq Number | 5 | 53 | 57 | Optional | Sequence number starting with 1. |
Description | 40 | 58 | 97 | Req'd | Transaction description. |
Sign | 1 | 98 | 98 | Req'd only for budget transaction | Sign (+ or -). Only required for budget transactions. |
Amount | 20 | 99 | 118 | Req'd | Transaction Amount |
Debit/Credit Code | 1 | 119 | 119 | Req'd | D or C |
Transaction Date | 10 | 120 | 129 | Req'd | YYYY-MM-DD |
Org Doc Number | 10 | 130 | 139 | Optional | Organization Document Number. Any text that can be assigned to the transaction for a reference purpose. |
Project Code | 10 | 140 | 149 | Optional | Defines an optional part of the accounting string that allows departments to assign an identifier which might span multiple accounts (e.g. construction projects, commencement, etc). |
Org Ref Id | 8 | 150 | 157 | Optional | Free format field for a reference purpose. |
Ref Type Code | 4 | 158 | 161 | Req'd for disencumbrance | Original Encumbrance Balance Type Code required for Enc Update Code of ‘R’ |
Ref Origin Code | 2 | 162 | 163 | Req'd for disencumbrance | Original Encumbrance Origin Code required for Enc Update Code of ‘R’ |
Ref Doc Number | 14 | 164 | 177 | Req'd for disencumbrance | Original Encumbrance Document Number required for Enc Update Code of ‘R’ |
Reversal Date | 10 | 178 | 187 | Optional | YYYY-MM-DD. The reversal date is used for encumbrances and accrual reversals. The system automatically reverses the transaction on the specified date. |
Enc Update Code | 1 | 188 | 188 | Req'd for encumbrance/ disencumbrance | D (Document) or R (Reference) |
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Sample Transactions
Code Block |
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1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 19
----|----|----|----|----|----|----|----|----|----|----|----|----|----|----|----|----|----|----|----|----|----|----|----|----|----|----|----|----|----|----|----|----|----|----|----|----|----|
2010BL2336320-----5105---ACES04INVW013187 00006Writeoff for 3100. +00000000000000010.00D2009-10-09 ----------
2010BL1023200-----4100---EXEX04PO 013022 00001MK CORPORATION ACTIVE +00000000000000604.00D2009-10-09 ---------- PO 011008 R
2010BL1023200-----9892---EXFB04PO 013022 00002TP Generated Offset +00000000000000604.00C2009-10-09 ---------- PO 011008
2010BL1023200-----4100---EXEX04PO 013046 00001MK CORPORATION ACTIVE +00000000000000604.00D2009-10-09 ---------- PO 011010 R
2010BL1023200-----9892---EXFB04PO 013046 00002TP Generated Offset +00000000000000604.00C2009-10-09 ---------- PO 011010
2010BL1023200-----4100---EXEX04PO 013058 00001MK CORPORATION ACTIVE +00000000000000604.00D2009-10-09 ---------- PO 011011 R
2010BL1023200-----9892---EXFB04PO 013058 00002TP Generated Offset +00000000000000604.00C2009-10-09 ---------- PO 011011
2010BL1023200-----4100---EXEX04PO 013066 00001MK CORPORATION ACTIVE +00000000000000604.00D2009-10-09 ---------- PO 011012 R
2010BL1023200-----9892---EXFB04PO 013066 00002TP Generated Offset +00000000000000604.00C2009-10-09 ---------- PO 011012
2010BL1023200-----4100---EXEX04PO 013077 00001MK CORPORATION ACTIVE +00000000000000604.00D2009-10-09 ---------- PO 011013 R
2010BL1023200-----9892---EXFB04PO 013077 00002TP Generated Offset +00000000000000604.00C2009-10-09 ---------- PO 011013
2010BL1023200-----4100---EXEX04PO 013087 00001MK CORPORATION ACTIVE +00000000000000604.00D2009-10-09 ---------- PO 011014 R
2010BL1023200-----9892---EXFB04PO 013087 00002TP Generated Offset +00000000000000604.00C2009-10-09 ---------- PO 011014
2010BL1023200-----4100---EXEX04PO 013096 00001MK CORPORATION ACTIVE +00000000000000604.00D2009-10-09 ---------- PO 011015 R
2010BL1023200-----9892---EXFB04PO 013096 00002TP Generated Offset +00000000000000604.00C2009-10-09 ---------- PO 011015
2010BL1023200-----4100---EXEX04PO 013102 00001MK CORPORATION ACTIVE +00000000000000604.00D2009-10-09 ---------- PO 011016 R
2010BL1023200-----9892---EXFB04PO 013102 00002TP Generated Offset +00000000000000604.00C2009-10-09 ---------- PO 011016
2010BL1023200-----4100---EXEX04PO 013110 00001MK CORPORATION ACTIVE +00000000000000604.00D2009-10-09 ---------- PO 011017 R
2010BL1023200-----9892---EXFB04PO 013110 00002TP Generated Offset +00000000000000604.00C2009-10-09 ---------- PO 011017
2010BL1023200-----4100---EXEX04PO 013119 00001MK CORPORATION ACTIVE +00000000000000604.00D2009-10-09 ---------- PO 011018 R
2010BL1023200-----9892---EXFB04PO 013119 00002TP Generated Offset +00000000000000604.00C2009-10-09 ---------- PO 011018
2010BL1023200-----4100---EXEX04PO 013129 00001MK CORPORATION ACTIVE +00000000000000604.00D2009-10-09 ---------- PO 011019 R
2010BL1023200-----9892---EXFB04PO 013129 00002TP Generated Offset +00000000000000604.00C2009-10-09 ---------- PO 011019
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Step 2: Uploading Enterprise Feeder Files
Use the delivered interface from the Administration -> Enterprise Feed Upload menu.
Select the files you have created, enter the File Set Identifier, and click add. The File Set Identifier must be unique for each upload.
When you click add, the Enterprise Feeder Batch Upload Process saves the files in the staging directory
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File | Physical Name | Explanation |
Done File | entpBatchFile_UserName_FileSetID.done | 0 byte file created by the Enterprise Feeder Batch Upload process |
Data File | entpBatchFile_UserName_FileSetID.data | Your data file is uploaded and renamed |
Reconciliation File | entpBatchFile_UserName_FileSetID.recon | Your reconciliation file is uploaded and renamed |
The files in the staging directory can be viewed from the Administration Tab -> Batch File menu. Search for the files in the staging/enterprise feed directory.
? Warning: If you exceed the file size, you will experience the file upload limit error. In this case, you can FTP the files to staging directly. Make sure to create the done file manually.
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From the Administration Tab -> Schedule menu, execute the enterpriseFeedJob.
To manually execute the job, modify the unscheduled job, and click run.
Verify that the job has run successfully and review the log file. Be aware that “Succeeded” does not always mean your data file has been accepted correctly – it only means that the job has completed. You need to verify the log file to determine if the rows were inserted into the Origin Table.
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Just as any other batch processes, execute the Scrubber and Poster Jobs to process the origin transactions and update the GL Balance tables.