Unlike the GL batch processes where we have a few options (enterprise feeder, XML collector, and Flat File collector) for feeding data from the external systems, the Labor Distribution has only one way to process transactions; that is to feed a flat file into the Labor Enterprise Feeder Process. The institutions are required to produce a 298-character long flat file and the reconciliation file from their payroll system and FTP the files into the staging directory for processing.

Input Files (from Payroll System)

You must create a data file (flat file) and the recon file from the payroll system. The recon file contains the totals amount and count of the payroll records contained in the data file.

Recon File Format (.recon file)

The first line (c line) contains the total number of records

The second line (s line) contains the absolute total amount fed

The third line (e line) contains the total number of lines contained in the recon file excluding this line.

c ld_ldgr_entr_t 0000000001;
s trn_ldgr_entr_amt         000000000000100.00;
e 02;

Flat File Feed Format (.data file)

Column Name	Length	Start	End	UCI sample value
Fiscal Year	4	1	4	2013
Chart Code	2	5	6	IR
Account Number	7	7	13	GF13302
Sub-account Number	5	14	18	“-----“
Object Code	4	19	22	1100
Sub-object Code	3	23	25	“---“
Balance Type Code	2	26	27	AC
Object Type Code	2	28	29	Leave Blank
Fiscal Period	2	30	31	BB for beginning balance If left blank, current period will be assigned
Document Type	4	32	35	Need to be defined in KFS. Use ST until one is assigned
Origin Code	2	36	37	Use MF (Manual Feed)
Document Number	14	38	51	Assign the same doc number for the whole document (this way, the entire file will be rejected if there is an error)
Entry Seq Number	5	52	56	Start with 1 and increment by 1
Position Number	8	57	64	We magically generate &/or use existing SubO values where applicable.
Project Code	10	65	74	Leave blank
Description	40	75	114	“Initial Budget” Beware if you make this different, transactions will not be summarized by account and object code only when fed to GL
Sign	1	115	115	Leave blank
Amount	20	116	135	Annual amount
Debit/Credit Code	1	136	136	Normal condition for Expenditure is D
Transaction Date	10	137	146	YYYY-MM-DD
Org Doc Number	10	147	156	Anything to reference back to PBS
Org Ref Id	10	157	166	Same as above. UCI has expanded this to 10 digit long
Ref Type Code	4	167	170	Leave blank – this is for encumbrance
Ref Origin Code	2	171	173	Leave blank – this is for encumbrance
Ref Doc Number	14	174	186	Leave blank – this is for encumbrance
Reversal Date	10	187	196	Leave blank – this is for encumbrance
Enc Update Code	1	197	197	Leave blank – this is for encumbrance
Transaction Post Date	10	198	207	Yyyy-mm-dd
Pay Period End Date	10	208	217	Yyyy-mm-dd
Transaction Total Hour	9	218	226	168
Payroll Date Fiscal Year	4	227	230	2013
Payroll Date Fiscal Period Code	2	231	232	01 (01=July; 02=Aug, etc)
Employee ID	11	233	243	091008504
Employee Record	3	244	246	Number of jobs this employee holds
Earn Code	3	247	249	Regular, etc.
Pay Group	3	250	252	?
Salary Admin Plan	4	253	256	?
Grade	3	257	259	?
Run ID	10	260	269	Leave blank – PeopleSoft stuff
Labor Origin Chart Code	2	270	271	Leave blank
Labor Origin Account Number	7	272	278	Leave blank
Labor Origin Sub Account Number	5	279	283	Leave blank
Labor Origin Object Code	4	284	287	Leave blank
Labor Origin Sub Object Code	3	288	290	Leave blank
Company	3	291	293	Leave blank – PeopleSoft stuff
Set ID	5	294	298	Leave blank – PeopleSoft stuff

Processing the Data File

There are two ways to process files. One is to use the Labor Enterprise Feeder Batch Upload screen and the other is to FTP the files directly to the enterpriseFeed directory.

Labor Enterprise Feeder Batch Upload

The Labor Enterprise Feeder Batch Upload screen is available from the Administration menu. Upload the Data File and Recon File to this screen with a unique File Set Identifier and click add. The .done file is created automatically when the files are uploaded successfully.

Labor Enterprise Feeder

FTP the data file, recon file, and the .done file (0 byte file) to the staging directory called staging/ld/enterpriseFeed. The data file, recon file, and the done files should have the same base name (e.g. File1.data, File1.recon, and File1.done).

Viewing Uploaded Files

The files are viewable from the Batch File menu of the Administration menu.

Submit the laborEnterpriseFeedJob from the batch menu.

The laborEnterpriseFeederJob produces files called d_ldentry_entp.data and d_ldentry_entp.done in the staging/ld/originEntry directory and two reports in the reports directory. Be sure to review labor_enterprise_feed_yyyymmdd-hh-mi-ss.txt file for any errors.

The reports can be retrieved from the Batch File Menu.

2010-12-27 23:00 Labor Enterprise Feed Report PAGE: 1

Output File Name: /opt/work/reg/kfs/staging/ld/originEntry/ld_ldentry_entp.data

Files Successfully Loaded

No files were successfully loaded

Files NOT Successfully Loaded

All files were successfully loaded

Labor Scrubber and Labor Poster Job

After successful completion of laborrEnterpriseFeederJob, process the enterprise feeder output file with the laborScrubber and laborPosterJob. Upon successful completion of these jobs, you will be able to see the transactions from the Labor Ledger View screen from the Main Menu.

Labor Feed Job

To post the labor data in GL, you need to run the Labor Feed Job at the completion of labor poster job. The Labor Feed Job extracts summarized labor transactions and store them in a file in the GL staging directory for the next GL Scrubber processing.

Summarization of Labor Ledger Transaction to GL Transactions

The Labor Ledger transactions are summarized into the GL transactions when they are fed into the GL Scrubber. The summarization occurs on the following 22 separate fields. If the rows don’t match on all these criteria the rows will not combine and you will end up in seeing the same detailed transaction in the GL Entry Table.

UNIVERSITY_FISCAL_YEAR
UNIVERSITY_FISCAL_PERIOD_CODE
CHART_OF_ACCOUNTS_CODE
ACCOUNT_NUMBER
SUB_ACCOUNT_NUMBER
FINANCIAL_BALANCE_TYPE_CODE
FINANCIAL_OBJECT_CODE
FINANCIAL_SUB_OBJECT_CODE
FINANCIAL_OBJECT_TYPE_CODE
FINANCIAL_DOCUMENT_TYPE_CODE
DOCUMENT_NUMBER
ORGANIZATION_DOCUMENT_NUMBER
FINANCIAL_SYSTEM_ORIGINATION_CODE
PROJECT_CODE
ORGANIZATION_REFERENCE_ID
TRANSACTION_LEDGER_ENTRY_DESC
REFERENCE_FINANCIAL_DOCUMENT_TYPE_CODE
REFERENCE_FINANCIAL_SYSTEM_ORIGINATION_CODE
REFERENCE_FINANCIAL_DOCUMENT_NUMBER
FINANCIAL_DOCUMENT_REVERSAL_DATE
TRANSACTION_ENCUMBRANCE_UPDT_CD
TRANSACTION_DEBIT_CREDIT_CODE

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