How to Feed Collector Batch Files

The KFS GL Collector File Upload process allows you to upload either the XML or flat file transactions from the external feeder systems. The uploaded files are pre-validated and processed by the Collector Job. The Scrubber and Poster jobs will then process the output to update the GL balances. Unlike the Enterprise Batch Feed,which only validates the totals to the reconciliation file, the GL Collector Batch Upload process performs the format validation and matching of the totals. It is designed for less trusted sources than ones using the Enterprise Feeder process.
For learning how to post interdepartmental billing information into the ID Billing Table, refer to a separate quick reference guide.

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

Difference from Enterprise Feeder

The collector Job rejects the whole file if there's a formatting error, or a reconciliation error.
Multiple Billing Detail data can be provided for recharges
col_scrberr2*.data (error file) can be corrected by GLCP
Scrubber validations: everything the same except no offsets generated, no built-in scrubber reports (reporting handled by collector)
File-wide validations that will get a file rejected:

bad formatting
totals don't match, duplicate header, more than one doc type, more than one bal type
details that don't match an entry
debit and credit balancing (EQUAL_DEBIT_CREDIT_TOTAL_DOCUMENT_TYPES parameter....Document types that trigger a balance of credits, debits and total as part of the Collector Step process.)

Data Warehouse Considerations

All transactional detail from KFS will be available in the Kuali Data Warehouse. End-users will be able to build reports, dashboards and query data using Cognos Business Intelligence. When making decisions on the data to be populated in each field of the collector file please consider the following:

Useful Information - Will the users be able to identify what the purpose of the transaction is by looking at the transaction detail in Data Warehouse? If there is an identifying data element for a transaction (Invoice ID, Billing Reference, etc.) in your system, would the user need to see this information in Data Warehouse?
Drill-Downs - Cognos provides the ability to take the user from a high-level, general view down to the specific, detailed information about that view.
1. Does the feeder system plan to or currently supply detailed data to Data Warehouse? If so, that system will need to populate the collector file with a unique identifier that Cognos can use to drill-down from a Kuali ledger transaction to the feeder system's detailed information. For example, in Cognos a user could drill-down from the Kuali ledger transaction to the detailed invoice data (date of transaction, description of services rendered, etc.) of a campus recharge system.
2. If the feeder is sending aggregate data in the collector file, then the drill-down could be do the detailed transactions that exist in the feeder system. For example, users with the proper authorization can drill-down from a Payroll ledger transaction to the detailed Payroll Expense transactions in Cognos.
3. The collector fields that will be used for drill-downs in Data Warehouse are:
  1. Org Doc Number - This is the unique identifier for each ledger transaction in the feeder system
  2. Origin Code - This is the source system identifier, which will be used in combination with the Org Doc Number to identify the feeder system information relating to the ledger transaction in Kuali

Process

The GL Collector Batch process involves the following four steps:

1. Creating the Feeder Files from your source system: Create a collector file in the specified XML (.xml) or Flat File format (.data).

2. Uploading the Collector Batch Files: Upload the above files to the KFS staging directory during testing, using the delivered interface or via SFTP software during production.

3. Executing the Collector 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.

Process Flow (XML File)

Process Flow (Flat File)

XML File Format

The XML file contains batch file format is identical to the files created by exporting an origin entry group from the GL Correction Process document. It contains the root tag of <batch></batch>, <header></header> tag, <glEntry></glEntry> tag optional <detail></detail> tag, and <trailer></trailer> tag.

NOTE: If a tag is optional and you do not want to use it, do not create the tag at all. The file may get rejected when a tag is sent with an empty value.

See the Kuali XML File Specification document for the exact layout or refer to the XSD below.

https://test.kuali.org/confluence/download/attachments/34560/BatchFileFormats.pdf?version=1

Sample XML Collector File

<?xml version="1.0" encoding="UTF-8"?>
<!-- Copyright 2005-2006 The Kuali Foundation. Licensed under the Educational
	Community License, Version 1.0 (the "License"); you may not use this file
	except in compliance with the License. You may obtain a copy of the License
	at http://www.opensource.org/licenses/ecl1.php Unless required by applicable
	law or agreed to in writing, software distributed under the License is distributed
	on an "AS IS" BASIS, WITHOUT WARRANTIES OR CONDITIONS OF ANY KIND, either
	express or implied. See the License for the specific language governing permissions
	and limitations under the License. -->
<batch xmlns="http://www.kuali.org/kfs/gl/collector" xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance"
	xsi:schemaLocation="http://www.kuali.org/kfs/gl/collector https://test.kuali.org/kfs-reg/static/xsd/gl/collector.xsd">
    <header>
        <chartOfAccountsCode>IR</chartOfAccountsCode>
        <organizationCode>0320</organizationCode>
        <transmissionDate>2011-01-03</transmissionDate>
        <batchSequenceNumber>0</batchSequenceNumber>
        <personUserId>testuser</personUserId>
        <emailAddress>testuser@uci.edu</emailAddress>
        <campusCode>BL</campusCode>
        <phoneNumber>1234567890</phoneNumber>
        <mailingAddress>1500 Berkeley</mailingAddress>
        <departmentName>Kuali Developers</departmentName>
    </header>
    <glEntry>
        <universityFiscalYear>2012</universityFiscalYear>
        <chartOfAccountsCode>IR</chartOfAccountsCode>
        <accountNumber>A000035</accountNumber>
        <subAccountNumber>-----</subAccountNumber>
        <objectCode>8000</objectCode>
        <subObjectCode>---</subObjectCode>
        <balanceTypeCode>AC</balanceTypeCode>
        <universityFiscalAccountingPeriod>01</universityFiscalAccountingPeriod>
        <documentTypeCode>IBI</documentTypeCode>
        <originationCode>FA</originationCode>
        <documentNumber>FAC01</documentNumber>
        <transactionEntrySequenceId>1</transactionEntrySequenceId>
        <transactionLedgerEntryDescription>Description</transactionLedgerEntryDescription>
        <transactionLedgerEntryAmount>300.00</transactionLedgerEntryAmount>
        <debitOrCreditCode>D</debitOrCreditCode>
        <transactionDate>2011-01-03</transactionDate>
        <organizationDocumentNumber>ODN</organizationDocumentNumber>
    </glEntry>
    <detail>
        <universityFiscalAccountingPeriod>01</universityFiscalAccountingPeriod>
        <universityFiscalYear>2012</universityFiscalYear>
        <chartOfAccountsCode>IR</chartOfAccountsCode>
        <accountNumber>A000035</accountNumber>
        <subAccountNumber>-----</subAccountNumber>
        <objectCode>8000</objectCode>
        <subObjectCode>---</subObjectCode>
        <collectorDetailSequenceNumber>47</collectorDetailSequenceNumber>
        <originationCode>FA</originationCode>
        <documentTypeCode>IBI</documentTypeCode>
        <documentNumber>FAC01</documentNumber>
        <amount>200</amount>
        <detailText>Copier Fee, Order #12345</detailText>
        <createDate>2011-01-03</createDate>
        <balanceTypeCode>AC</balanceTypeCode>
    </detail>
    <detail>
        <universityFiscalAccountingPeriod>01</universityFiscalAccountingPeriod>
        <universityFiscalYear>2012</universityFiscalYear>
        <chartOfAccountsCode>IR</chartOfAccountsCode>
        <accountNumber>A000035</accountNumber>
        <subAccountNumber>-----</subAccountNumber>
        <objectCode>8000</objectCode>
        <subObjectCode>---</subObjectCode>
        <collectorDetailSequenceNumber>48</collectorDetailSequenceNumber>
        <originationCode>FA</originationCode>
        <documentTypeCode>IBI</documentTypeCode>
        <documentNumber>FAC01</documentNumber>
        <amount>100</amount>
        <detailText>Copier Toner, Order #12345</detailText>
        <createDate>2011-01-03</createDate>
        <balanceTypeCode>AC</balanceTypeCode>
    </detail>
    <trailer>
        <totalRecords>3</totalRecords>
        <totalAmount>300.00</totalAmount>
    </trailer>
</batch>

Sample XML Collector file

XML Schema Document (XSD)

<?xml version="1.0" encoding="UTF-8"?>
<!--
 Copyright 2007-2009 The Kuali Foundation

 Licensed under the Educational Community License, Version 2.0 (the "License");
 you may not use this file except in compliance with the License.
 You may obtain a copy of the License at

 http://www.opensource.org/licenses/ecl2.php

 Unless required by applicable law or agreed to in writing, software
 distributed under the License is distributed on an "AS IS" BASIS,
 WITHOUT WARRANTIES OR CONDITIONS OF ANY KIND, either express or implied.
 See the License for the specific language governing permissions and
 limitations under the License.
-->
<xsd:schema elementFormDefault="qualified"
    targetNamespace="http://www.kuali.org/kfs/gl/collector"
    xmlns:kfs="http://www.kuali.org/kfs/sys/types"
    xmlns:dd="http://www.kuali.org/kfs/sys/ddTypes"
    xmlns="http://www.kuali.org/kfs/gl/collector" xmlns:xsd="http://www.w3.org/2001/XMLSchema">

    <xsd:import namespace="http://www.kuali.org/kfs/sys/types" schemaLocation="https://thea.adcom.uci.edu/kfs-poc/static/xsd/sys/types.xsd" />
    <xsd:import namespace="http://www.kuali.org/kfs/sys/ddTypes" schemaLocation="https://thea.adcom.uci.edu/kfs-poc/static/xsd/sys/ddTypes.xsd" />

    <!-- header fields -->
    <xsd:element name="organizationCode" type="xsd:normalizedString"/>
    <xsd:element name="transmissionDate" type="xsd:date"/>
   	<xsd:element name="batchSequenceNumber" type="xsd:integer"/>
   	<xsd:element name="personUserId" type="xsd:normalizedString"/>
   	<xsd:element name="emailAddress" type="xsd:normalizedString"/>
	<xsd:element name="campusCode" type="xsd:normalizedString"/>
	<xsd:element name="phoneNumber" type="xsd:normalizedString"/>
	<xsd:element name="mailingAddress" type="xsd:normalizedString"/>
	<xsd:element name="departmentName" type="xsd:normalizedString"/>

       <!-- glEntry fields -->
    <xsd:element name="universityFiscalYear" type="xsd:normalizedString"/>
    <xsd:element name="chartOfAccountsCode" type="xsd:normalizedString"/>
    <xsd:element name="accountNumber" type="xsd:normalizedString"/>
    <xsd:element name="subAccountNumber" type="xsd:normalizedString"/>
    <xsd:element name="objectCode" type="xsd:normalizedString"/>
    <xsd:element name="subObjectCode" type="xsd:normalizedString"/>
    <xsd:element name="balanceTypeCode" type="xsd:normalizedString"/>
    <xsd:element name="objectTypeCode" type="xsd:normalizedString"/>
    <xsd:element name="universityFiscalAccountingPeriod" type="xsd:normalizedString"/>
    <xsd:element name="documentTypeCode" type="xsd:normalizedString"/>
    <xsd:element name="originationCode" type="xsd:normalizedString"/>
    <xsd:element name="documentNumber" type="xsd:normalizedString"/>
    <xsd:element name="transactionEntrySequenceId" type="xsd:integer"/>
    <xsd:element name="transactionLedgerEntryDescription" type="xsd:normalizedString"/>
    <xsd:element name="transactionLedgerEntryAmount" type="xsd:decimal"/>
    <xsd:element name="debitOrCreditCode" type="xsd:normalizedString"/>
    <xsd:element name="transactionDate" type="xsd:date"/>
    <xsd:element name="organizationDocumentNumber" type="xsd:normalizedString"/>
    <xsd:element name="projectCode" type="xsd:normalizedString"/>
    <xsd:element name="organizationReferenceId" type="xsd:normalizedString"/>
    <xsd:element name="referenceDocumentTypeCode" type="xsd:normalizedString"/>
    <xsd:element name="referenceOriginationCode" type="xsd:normalizedString"/>
    <xsd:element name="referenceDocumentNumber" type="xsd:normalizedString"/>
    <xsd:element name="documentReversalDate" type="xsd:date"/>
    <xsd:element name="encumbranceUpdateCode" type="xsd:normalizedString"/>

    <!-- trailer -->
    <xsd:element name="totalRecords" type="xsd:integer"/>
    <xsd:element name="totalAmount" type="xsd:decimal"/>

    <!-- detail -->
    <xsd:element name="createDate" type="xsd:date" />
    <xsd:element name="collectorDetailSequenceNumber" type="xsd:normalizedString"/>
    <xsd:element name="detailText" type="xsd:normalizedString"/>
    <xsd:element name="amount" type="xsd:decimal"/>

    <!-- definition of complex type elements -->

        <xsd:complexType name="headerType">
            <xsd:all>
               <xsd:element maxOccurs="1" minOccurs="1" ref="chartOfAccountsCode" />
               <xsd:element maxOccurs="1" minOccurs="1" ref="organizationCode" />
               <xsd:element maxOccurs="1" minOccurs="1" ref="transmissionDate" />
               <xsd:element maxOccurs="1" minOccurs="1" ref="batchSequenceNumber" />
               <xsd:element maxOccurs="1" minOccurs="1" ref="personUserId" />
               <xsd:element maxOccurs="1" minOccurs="1" ref="emailAddress" />
               <xsd:element maxOccurs="1" minOccurs="1" ref="campusCode"/>
	           <xsd:element maxOccurs="1" minOccurs="1" ref="phoneNumber"/>
               <xsd:element maxOccurs="1" minOccurs="1" ref="mailingAddress"/>
               <xsd:element maxOccurs="1" minOccurs="1" ref="departmentName"/>
            </xsd:all>
        </xsd:complexType>

        <xsd:complexType name="detailType">
            <xsd:all>
               <xsd:element maxOccurs="1" minOccurs="1" ref="universityFiscalAccountingPeriod" />
               <xsd:element maxOccurs="1" minOccurs="1" ref="universityFiscalYear" />
               <xsd:element maxOccurs="1" minOccurs="1" ref="createDate" />
               <xsd:element maxOccurs="1" minOccurs="0" ref="chartOfAccountsCode" />
               <xsd:element maxOccurs="1" minOccurs="1" ref="accountNumber" />
               <xsd:element maxOccurs="1" minOccurs="0" ref="subAccountNumber" />
               <xsd:element maxOccurs="1" minOccurs="1" ref="objectCode" />
               <xsd:element maxOccurs="1" minOccurs="0" ref="subObjectCode" />
               <xsd:element maxOccurs="1" minOccurs="1" ref="balanceTypeCode" />
               <xsd:element maxOccurs="1" minOccurs="0" ref="objectTypeCode" />
               <xsd:element maxOccurs="1" minOccurs="1" ref="collectorDetailSequenceNumber" />
               <xsd:element maxOccurs="1" minOccurs="1" ref="originationCode" />
               <xsd:element maxOccurs="1" minOccurs="1" ref="documentTypeCode" />
               <xsd:element maxOccurs="1" minOccurs="1" ref="documentNumber" />
               <xsd:element maxOccurs="1" minOccurs="1" ref="amount" />
               <xsd:element maxOccurs="1" minOccurs="1" ref="detailText" />
            </xsd:all>
        </xsd:complexType>

        <xsd:complexType name="trailerType">
            <xsd:all>
		        <xsd:element ref="totalRecords" />
		        <xsd:element ref="totalAmount" />
            </xsd:all>
        </xsd:complexType>

        <xsd:complexType name="glEntryType">
            <xsd:all>
               <xsd:element maxOccurs="1" minOccurs="0" ref="universityFiscalYear" />
               <xsd:element maxOccurs="1" minOccurs="0" ref="chartOfAccountsCode" />
               <xsd:element maxOccurs="1" minOccurs="1" ref="accountNumber" />
               <xsd:element maxOccurs="1" minOccurs="0" ref="subAccountNumber" />
               <xsd:element maxOccurs="1" minOccurs="1" ref="objectCode" />
               <xsd:element maxOccurs="1" minOccurs="0" ref="subObjectCode" />
               <xsd:element maxOccurs="1" minOccurs="1" ref="balanceTypeCode" />
               <xsd:element maxOccurs="1" minOccurs="0" ref="objectTypeCode" />
               <xsd:element maxOccurs="1" minOccurs="0" ref="universityFiscalAccountingPeriod" />
               <xsd:element maxOccurs="1" minOccurs="1" ref="documentTypeCode" />
               <xsd:element maxOccurs="1" minOccurs="1" ref="originationCode" />
               <xsd:element maxOccurs="1" minOccurs="1" ref="documentNumber" />
               <xsd:element maxOccurs="1" minOccurs="0" ref="transactionEntrySequenceId" />
               <xsd:element maxOccurs="1" minOccurs="1" ref="transactionLedgerEntryDescription" />
               <xsd:element maxOccurs="1" minOccurs="1" ref="transactionLedgerEntryAmount" />
               <xsd:element maxOccurs="1" minOccurs="1" ref="debitOrCreditCode" />
               <xsd:element maxOccurs="1" minOccurs="1" ref="transactionDate" />
               <xsd:element maxOccurs="1" minOccurs="0" ref="organizationDocumentNumber" />
               <xsd:element maxOccurs="1" minOccurs="0" ref="projectCode" />
               <xsd:element maxOccurs="1" minOccurs="0" ref="organizationReferenceId" />
               <xsd:element maxOccurs="1" minOccurs="0" ref="referenceDocumentTypeCode" />
               <xsd:element maxOccurs="1" minOccurs="0" ref="referenceOriginationCode" />
               <xsd:element maxOccurs="1" minOccurs="0" ref="referenceDocumentNumber" />
               <xsd:element maxOccurs="1" minOccurs="0" ref="documentReversalDate" />
               <xsd:element maxOccurs="1" minOccurs="0" ref="encumbranceUpdateCode" />
            </xsd:all>
        </xsd:complexType>

        <xsd:complexType name="batchType">
            <xsd:sequence>
                <xsd:element name="header" type="headerType"/>
                <xsd:sequence maxOccurs="unbounded">
                    <xsd:element minOccurs="0" maxOccurs="1" name="glEntry" type="glEntryType"/>
                    <xsd:element minOccurs="0" maxOccurs="1" name="detail" type="detailType"/>
                </xsd:sequence>
                <xsd:element name="trailer" type="trailerType"/>
            </xsd:sequence>
        </xsd:complexType>

    <xsd:element name="batch" type="batchType"/>

</xsd:schema>

Flat File Format

The Collector Flat File consists of the first line being the header, followed by transactions lines with optional detail lines, then ending with a trailer line (total line count and the summation of absolute value amount for all transactions).

HEADER (Required)
Column Name	Length	Start	End	Type	Requirement	Comment
Fiscal Year	4	1	4	Numeric	Req'd	Fiscal Year (ending year).
Chart Code	2	5	6	AlphaNumeric	Req'd	High level structure of the KFS Chart of Accounts. For example, IR is Irvine Campus Chart, MC is Medical Center Chart.
Organization Code	4	7	10	AlphaNumeric	Req'd	Department code
Spaces	5	11	15	AlphaNumeric		Five spaces (' ')
Transmission Date	10	16	25	Date	Req'd	YYYY-MM-DD
Type	2	26	27	Alpha	Req'd	'HD'
Batch Sequence	1	28	28	Numeric	Req'd	0-9 (use a different number for different files in a day)
Email Address	40	29	68	AlphaNumeric	Req'd	Contact email address to receive notifications
Contact Person	30	69	98	AlphaNumeric	Req'd	First and Last name of dept. contact person
Department	30	99	128	AlphaNumeric	Req'd	Name of department
Campus Address	30	129	158	AlphaNumeric	Req'd	Campus mailing address
Campus Code	2	159	160	AlphaNumeric	Req'd	IR, MC
Telephone	10	161	170	AlphaNumeric	Req'd	Telephone number of dept. contact person. Do not use dashes, format as 9498241111.
Spaces	2	171	172	AlphaNumeric		Two spaces (' ')
TRANSACTIONS (Required)
Column Name	Length	Start	End	Type	Requirement	Comment
Fiscal Year	4	1	4	Numeric	Req'd	Fiscal Year (ending year).
Chart Code	2	5	6	AlphaNumeric	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	AlphaNumeric	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	String	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. Alphanumeric and special characters allowed, if used, it must exist in KFS. Left justified with padded spaces if less than 5 characters.
Object Code	4	19	22	AlphaNumeric	Req'd	Classifies all financial activities into detailed categories of income, expense, asset, liability, and fund balance.
Sub-object Code	3	23	25	String	Optional	Defines an optional part of accounting string that allows departments to create finer distinctions within a particular object code on an account. Alphanumeric and special characters allowed, if used, it must exist in KFS. Left justified with padded spaces if less than 3 characters. 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	AlphaNumeric	Req'd	Type of balance (Actual, Encumbrance, Budget, etc) used by the balance table
Object Type Code	2	28	29	AlphaNumeric	Optional	It is recommended NOT to use this attribute, leave blank or do not create the tag at all if using the XML format. Defines the general use of an object code such as income, asset, expense, or liability.
Fiscal Period	2	30	31	Numeric	Optional	A period within a fiscal year starting with '01' (July), '02' (August), up to '12' (June), and '13' for Year End. The following recommendation has been revoked by accounting: ~~It is recommended to leave this attribute blank, If left blank scrubber will assign the current fiscal month, this will minimize errors as you cannot post to past closed periods.~~ NOTE: It is now recommended that your system DOES explicitly provide the Fiscal Period for your transactions. This will ensure that your transactions land in the Fiscal Period that you specify, especially during month-end when you may be working across months.
Document Type	4	32	35	AlphaNumeric	Req'd	Similar to Type Entry which defines the nature of transaction.
Origin Code	2	36	37	AlphaNumeric	Req'd	Indicates the source system. The Origin Code must be defined in KFS.
Document Number	14	38	51	AlphaNumeric	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. Left justified with padded spaces if less than 14 characters.
Entry Seq Number	5	52	56	Numeric	Optional	NOTE: At UCI it has been decided NOT to use this attribute, leave blank or do not create the tag in the XML file. Sequence number starting with 1 for all transactions in the file.
Description	40	57	96	String	Req'd	Transaction description. Alphanumeric and special characters allowed. Left justified with padded spaces if less than 40 characters.
Sign	1	97	97	(+,-)	Req'd for Budget transactions	Sign (+ or -). Only required for budget transactions.
Amount	20	98	117	Decimal	Req'd	Absolute transaction amount
Debit/Credit Code	1	118	118	Alpha	Req'd	D or C
Transaction Date	10	119	128	Date	Req'd	YYYY-MM-DD
Org Doc Number	10	129	138	String	Optional	Organization Document Number. Any text that can be assigned to the transaction for a reference purpose. This attribute is equivalent to FS Reference. Alphanumeric and special characters allowed, no spaces in between. Left justified with padded spaces if less than 10 characters. 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	139	148	String	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). Customer (Rechargee) Supplied with KFS Account# Alphanumeric and special characters allowed, if used, it must exist in KFS. Left justified with padded spaces if less than 10 characters. NOTE: Project Codes must be predefined in KFS. They are stored in uppercase and the validation of such is case sensitive. Please make sure that your Project Codes are in uppercase to properly match KFS.
Org Ref Id	10	149	158	String	Optional	Free format field for a reference purpose. This attribute can be used for the FS Source. Alphanumeric and special characters allowed, no spaces in between. Left justified with padded spaces if less than 10 characters.
Org Ref Type Code	4	159	162	AlphaNumeric	Optional	Original Encumbrance Document Type Code required for Enc Update Code of ‘R’
Ref Origin Code	2	163	164	AlphaNumeric	Optional	Original Encumbrance Origin Code required for Enc Update Code of ‘R’
Ref Doc Number	14	165	178	AlphaNumeric	Optional	Original Encumbrance Document Number required for Enc Update Code of ‘R’
Reversal Date	10	179	188	Date	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	189	189	AlphaNumeric	Optional - Re'd for Encumbrances	D (Document) or R (Reference)
DETAIL (Optional)
Column Name	Length	Start	End		Requirement	Comment
Fiscal Year	4	1	4	Numeric	Req'd	Fiscal Year (ending year).
Chart Code	2	5	6	AlphaNumeric	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	AlphaNumeric	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	String	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	AlphaNumeric	Req'd	Classifies all financial activities into detailed categories of income, expense, asset, liability, and fund balance.
Sub-object Code	3	23	25	String	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.
Type	2	26	27	AlphaNumeric	Req'd	'DT'
Spaces	2	28	29	AlphaNumeric		Two spaces (' ')
Item Number	2	30	31	AlphaNumeric	Optional
Doc Type Code	4	32	35	AlphaNumeric	Optional
Doc #	14	36	49	AlphaNumeric	Req'd
Amount	20	50	69	Decimal	Req'd
Debit/Credit	1	70	70	AlphaNumeric	Req'd
Additional Explanation	120	71	190	String	Optional
TRAILER (Required)
Column Name	Length	Start	End	Type	Requirement	Comment
Spaces	25	1	25	AlphaNumeric
Type	2	26	27	AlphaNumeric	Req'd	'TL'
Spaces	18	28	45	AlphaNumeric
Number of Transactions & Detail records in file	6	46	51	Numeric	Req'd
Spaces	42	52	93	AlphaNumeric
Amount	20	94	113	Decimal	Req'd	Summation of absolute value amount for all transactions
Spaces	65	114	178	AlphaNumeric

Sample Flat Collector File (The ruler at the top of sample file is to aid you locate fields easily, omit ruler in actual file)

Screenshot of Locations of Important Identifying Numbers

image2012-4-20 10:53:11.png

Uploading Collector Batch Files Through Secure FTP

Instructions are found on the page KFS MFT/SFTP Instructions To Upload and Download Files.

Reviewing the Job Log and Reports

The job log and the reports can be viewed from the Batch File menu.

2009-10-19 20:53                                         Collector Reports                                         PAGE:        1
Header  *********************************************************************
        Chart: MA
        Org: 0000
        Campus: A2
        Department: M
        Mailing Address: Campus Drive
        Contact: Keiko
        Email: keiko@uci.edu
        Transmission Date: 2009-10-29
               Group Credits     = 00001          $271,748.08
               Group Debits      = 00001        $1,923,000.00
               Group Not C/D     = 00000                $0.00
               Valid Group Count = 00002        $2,194,748.08


***** Totals for Creation of GLE Data  *****
      Total Records Read      000000002
      Total Groups Read       000000001
      Total Groups Bypassed   000000000
      Total Records Bypassed  000000000
      Total WWW Records Out   000000000
      Total GLE Records Out   000000002
      Total GLE Debits        $1,923,000.00
      Debit Count             000000001
      Total GLE Credits       $271,748.08
      Debit Count             000000001
      Total GLE Not C or D    $0.00
      Not C or D Count        000000000

Inserted 0 detail records into gl_id_bill_t

2009-10-19 20:53                                         Collector Reports                                         PAGE:        2

                                                  Collector Pre-Scrubber Report
Origin Entries In                    2
Origin Entries Out                   2

2009-10-19 20:53                                         Collector Reports                                         PAGE:        3


2009-10-19 20:53                                         Collector Reports                                         PAGE:        4

*********************************************************************************************************************************
*********************************************************************************************************************************
*******************                                    S T A T I S T I C S                                    *******************
*********************************************************************************************************************************
*********************************************************************************************************************************
                             UNSCRUBBED RECORDS READ                             2
                             SCRUBBED RECORDS WRITTEN                            2
                             ERROR RECORDS WRITTEN                               0
                             TOTAL OUTPUT RECORDS WRITTEN                        2
                             EXPIRED ACCOUNTS FOUND                              0

2009-10-19 20:53                                         Collector Reports                                         PAGE:        5

                             ERROR RECORDS READ                                  0
                             VALID RECORDS READ                                  2
                             ERROR RECORDS REMOVED FROM PROCESSING               0
                             VALID RECORDS ENTERED INTO ORIGIN ENTRY             2

2009-10-19 20:53                                         Collector Reports                                         PAGE:        6

ID-Billing detail data matched with GLE errors to remove documents with errors
Total-Recs-Bypassed  0
Total Error Records 0
Total Debit Dollars $0.00



ID-Billing Detail Records with Account Numbers Changed Due to Change of Corresponding GLE Data
Tot-Recs-Changed 0

2009-10-19 20:53                                         Collector Reports                                         PAGE:        7

                                         GENERAL LEDGER INPUT TRANSACTIONS FROM COLLECTOR

BAL TYP ORIG YEAR PRD REC CNT DEBIT AMT           DEBIT CNT CREDIT AMT          CREDIT CNT NO D/C AMT          NO D/C CNT
------- ---- ---- --- ------- ------------------- --------- ------------------- ---------- ------------------- ----------
AC      FA   2010 CB        2        1,923,000.00         1          271,748.08          1                0.00          0
Subtotal(AC):               2        1,923,000.00         1          271,748.08          1                0.00          0
--------------------- ------- ------------------- --------- ------------------- ---------- ------------------- ----------
Grand Total:                2        1,923,000.00         1          271,748.08          1                0.00          0

Email Notification

If the job runs successfully, you will receive only one email (Collector Input Summary) from the server. If the job fails, you will receive additional email.

When the XML data has a problem, you will receive additional notification email, describing the reason why the data was rejected.