How to Feed Enterprise Feeder Batch Files

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:

1. Creating the Feeder Files from your source system: Create a data file and a reconciliation file in the specified flat file format.

2. Uploading the Enterprise Feeder Batch Files: Upload the above files to the KFS staging directory, using the delivered interface (or, transfer the files directly to the KFS staging directory).

3. Executing the Enterprise Batch Job: Execute the batch job to insert rows into the Origin Group and Origin Entry tables.

4. Executing the Scrubber and Poster Jobs: Processes the origin transactions and updates balance tables.

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.

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	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. 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	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. 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	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	10	150	159	Optional	Free format field for a reference purpose. This attribute can be used for the FS Source.
Ref Type Code	4	160	163	Req'd for disencumbrance	Original Encumbrance Balance Type Code required for Enc Update Code of ‘R’
Ref Origin Code	2	164	165	Req'd for disencumbrance	Original Encumbrance Origin Code required for Enc Update Code of ‘R’
Ref Doc Number	14	166	179	Req'd for disencumbrance	Original Encumbrance Document Number required for Enc Update Code of ‘R’
Reversal Date	10	180	189	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	190	190	Req'd for encumbrance/ disencumbrance	D (Document) or R (Reference)

Sample 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:

C tableid row count ;

S field dollar amount ;

E checksum ;

A 'C' 'S' or 'E' must be the first character on a line unless the line is entirely white-space or a comment. The case of these three codes is not significant.

Semi-colons are required before any possible comments on C S or E lines. Any amount of white-space delimits the elements of C, S and E lines.

Row count must be a non-negative integer.

Fieldn is the technical fieldname(s) in the target database. -- Case *is* significant, since this must match the databasename(s) exactly.

Dollar amount may be negative; the check is significant to 4 decimal places: the origin entry transaction amounts are absolute amounts.

The check-sum on line E is the number of C and S lines.

A C line and a terminating E line are mandatory; S lines are optional.

There may be more than one C-E block per meta data file.

The example of the recon file:

5 Entries, totaling $1000

c gl_entry_t 5;
S trn_ldgr_entr_amt 1000;
e 02;

Step 2: Uploading Enterprise Feeder Files

To use SFTP, instructions are found on the page KFS SFTP Instructions To Upload and Download Files.

Or to use the delivered interface from the Administration -> Enterprise Feed Upload menu. Then follow the instructions below.

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

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.