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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. |
Requirements
- The Accounting office must approve of all file feeds to KFS before such files are sent to the production environment. Please contact Accounting and include them in the verification of your data uploads as part of the process.
Overview
The Enterprise Feeder Batch process involves the following four steps:
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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. Will carry FS Trans Code if it is currently sent in the Source Code field of the FS upload file. | |
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 3 | 23 | 26 25 | Optional | Defines an optional part of accounting string that allows departments to create finer distinctions within a particular object code on an account. NOTE: This attribute was char(4), it has been changed back to char(3) to conform to KFS base. | |
Balance Type Code | 2 | 26 | 27 | 28 | Req'd | Type of balance (Actual, Encumbrance, Budget, etc) used by the balance table |
Object Type Code | 2 | 28 | 29 30 | Req'd | Defines the general use of an object code such as income, asset, expense, or liability. | |
Fiscal Period | 2 | 30 | 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 32 | 36 35 | Req'd | Similar to Type Entry which defines the nature of transaction. | |
Origin Code | 2 | 36 | 37 38 | Req'd | Indicates the source system. The Origin Code must be defined in KFS. | |
Document Number | 14 | 39 38 | 52 51 | Req'd | Number assigned by the source system. It is recommended to provide the FS Trans ID in this attribute, this will cause the entire batch file to reject (All or Nothing), mimicking the current behavior of the FS upload process. If this behavior is unwanted, you can still send different document numbers for groups of transactions. Only that group with the same document number will be rejected if there is an error with one of the transactions, the other transactions that do not have that document number will continue to be processed. | |
Entry Seq Number | 5 | 53 52 | 57 56 | Optional | Sequence number starting with 1. | |
Description | 40 | 58 57 | 97 96 | Req'd | Transaction description. | |
Sign | 1 | 98 97 98 | 97 | Req'd only for budget transaction | Sign (+ or -). Only required for budget transactions. | |
Amount | 20 | 99 98 | 118 117 | Req'd | Transaction Amount | |
Debit/Credit Code | 1 | 119 118 119 | 118 | Req'd | D or C | |
Transaction Date | 10 | 120 119 | 129 128 | Req'd | YYYY-MM-DD | |
Org Doc Number | 10 | 130 129 | 139 138 | Optional | Organization Document Number. Any text that can be assigned to the transaction for a reference purpose. This attribute is equivalent to FS Reference. NOTE: If you plan to send data in an aggregate form and expect the detail transactions to be displayed in DataWarehouse, use this number for the purpose of drilling down to the detail. | |
Project Code | 10 | 140 139 | 149 148 | 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 10 | 150 149 | 157 158 | Optional | Free format field for a reference purpose. This attribute can be used for the FS Source. | |
Ref Type Code | 4 | 158 159 | 161 162 | Req'd for disencumbrance | Original Encumbrance Balance Type Code required for Enc Update Code of ‘R’ | |
Ref Origin Code | 2 | 162 163 163 | 164 | Req'd for disencumbrance | Original Encumbrance Origin Code required for Enc Update Code of ‘R’ | |
Ref Doc Number | 14 | 164 165 | 177 178 | Req'd for disencumbrance | Original Encumbrance Document Number required for Enc Update Code of ‘R’ | |
Reversal Date | 10 | 178 179 | 187 188 | 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 | 188 189 188 | 189 | Req'd for encumbrance/ disencumbrance | D (Document) or R (Reference) |
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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Enterprise File (The ruler at the top of sample file is to aid you locate fields easily, omit ruler in actual file)
Filename.recon File
The standard format of the reconciliation file is:
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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 Set Identifier
Upon successful upload, the staging directory will have three files identified by the File Set Identifier.
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.
Step 3: Execute enterpriseFeedJob
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.
Staging Directory after the Feed
When the enterpriseFeedJobruns successfully, the done file is removed from the Staging directory. The File Set without the done file will not be processed when you submit the enterpriseFeedJob next time.
Step 4: Execute Scrubber and Poster
Just as any other batch processes, execute the Scrubber and Poster Jobs to process the origin transactions and update the GL Balance tables. To use SFTP, instructions are found on the page KFS SFTP Instructions To Upload and Download Files.