How to Feed Enterprise Feeder Batch File
The KFS Enterprise Feeder Batch File Upload allows you to upload flat file transactions from the external feeder systems. The uploaded files are processed by the enterprise feeder job, which reconciles the totals as the minimum validation. The Scrubber and Poster jobs then process the accepted files to update the GL balances. Unlike the Collector Batch Upload, the Enterprise Feeder Batch Upload process is designed for a trusted source, processing the files faster and performing the minimum validation. They are most likely used by external feeder systems such as payroll and cashiering systems. |
Overview
The Enterprise Feeder Batch process involves the following four steps:
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Note that the Encumbrance Update Code (D=Document, R=Reference) is required for encumbrance transactions. When the encumbrance update code is "R" “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' ‘R’ |
Ref Origin Code | 2 | 162 | 163 | Req'd for disencumbrance | Original Encumbrance Origin Code required for Enc Update Code of 'R' ‘R’ |
Ref Doc Number | 14 | 164 | 177 | Req'd for disencumbrance | Original Encumbrance Document Number required for Enc Update Code of 'R' ‘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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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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Verify that the job has run successfully and review the log file. Be aware that "Succeeded" “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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