ࡱ> ){ m*bjbj (((((Y)Y)Y)9*\+\Y)f3xi;{<{<{<V=@ FBIX2(dPV=V=dPdP(({<{<$tbtbtbdPN({<({<@tbdPtbtb^&{<C_)Y)W߰h*<fGY(׵JDL0tbtMhNJJJ ^TJJJfdPdPdPdPJJJJJJJJJ ':  Harvard University GL Journal Feed Specifications User Guide Author: Sara Oseasohn Creation Date: September 29, 1998 Last Updated: March 25, 2013 Control Number: Version: 3.1 Control Number and Version are marked by a Word Bookmark so that they can be easily reproduced in the header and footer of documents. When you change either of these values, be careful not to accidentally delete the bookmark. You can make bookmarks visible by selecting Tools->OptionsView and checking the Bookmarks option in the Show region. Approvals: Approver 2>To add additional approval lines, Press [Tab] from the last cell in the table above.  AUTOTEXT "PIC Oracle Logo" \* MERGEFORMAT  Copy Number _____ You can delete any elements of this cover page that you do not need for your document. For example, Copy Number is only required if this is a controlled document and you need to track each copy that you distribute. Document Control Change Record DateAuthorVersionChange Reference30-JUN-1999Sara OSeasohn1.0Initial Version  CREATEDATE \@ "d-MMM-yy" 7-May-98Celia Donatio1No previous document28-May-98Charles Price1Edit content22-Jun-98CP/CD1Incorporated first draft comments17-Jul-98CP/LS1Revised to send out second draft29-Sep-98Dan Chase1Removed references to AP interfaces09-Oct-98Celia Donatio1Revised to send out third draft01-Dec-98Lisa Malkasian1Revised to send out again to Source System Contacts20-JAN-99Lisa Malkasian1Revised to finalize Standard File Format 11-FEB-99Lisa Malkasian1Revised to add Fringe Allocation Bypass Indicator as a DFF to the File Format17-Feb-99Lisa Malkasian1Revised file format Removed Local Attribute1 and reduced size of Student Name, Budget Period and Refersal Period in LINE record. Removed tech email address from TAIL record. Opened up use of Statistical Units to HPRE. Added file extension (date) to filename. Revised direcotry locations. Added Appendix J File Format Samples25-Feb-99Lisa Malksaian1Revised file format: Added BATCH IDENTFIER to TAIL record.10-Mar-99Lisa Malkasian1Updated Appendix E (per Charles Maxson)17-Mar-99Lisa Malkasian1Modified references to server name from ADAPTSX to finprod.cadm-harvard.edu. Clarified file extention naming suggestions.12-May-99Lisa Malkasian1Added Pipe Restriction, Inserted new Category table in Appendix. Corrected COA_VALIDATIOIN API call example. 18-Dec-2001S. Waliszewski1Removed assumption that Encumbrance journals must all be for the same period. This restriction applies to Actual Journals only. (ref PRB580 remedy ticket)08-Mar-2002Lisa Malkasian2Cleaned up formatting used to track changes. Removed references to the COA Mapper, as this conversion utility which has been made obsolete. Removed references to Constellar, which is no longer being used as a data transformation tool.26-Jan-2006Lisa Malkasian3Accepted previous Word Track changes. Made some minor edits (spelling, wording) and updated URL links. Replace Open/Closed Issues with Frequently Asked questions.07-JUL-2009C.Raymond3.1Remedy Ticket 631230 Update document to reflect current environment.13-JUL-2009C.Raymond3.1Accepted Word Track changes.13-Nov-2009C.Raymond3.1Final changes for ticket 63123023-Nov-2009C.Raymond3.1Accepted Word Track changes made by Sharon Olson. and suggestions from Sharon Waliszewski.23-Nov-2011Peter Drahos3.1Updated secure file transfer section25-Mar-2013Barbara Finegan3.1 Formatting, syntax errors corrected Reviewers NamePositionADAPT GL Team (led by Sara OSeasohnADAPT Implementation Managers (led by Jack Wise)ADAPT Technical Team (led by Chayim Herzig-Marx)IR&S Team (led by Chayim Herzig-Marx)Source System ContactsKaren ORourkeFinancial Data Control (FAD) Distribution Library MasterProject LibraryProject Manager The copy numbers referenced above should be written into the Copy Number space on the cover of each distributed copy. If the document is not controlled, you can delete this table and the Copy Number label from the cover page. Contents  TOC \o "1-4" \h \z \u  HYPERLINK \l "_Toc246737807" Document Control  PAGEREF _Toc246737807 \h 2  HYPERLINK \l "_Toc246737808" Contents  PAGEREF _Toc246737808 \h 4  HYPERLINK \l "_Toc246737809" Introduction  PAGEREF _Toc246737809 \h 6  HYPERLINK \l "_Toc246737810" Definitions  PAGEREF _Toc246737810 \h 7  HYPERLINK \l "_Toc246737811" Assumptions  PAGEREF _Toc246737811 \h 9  HYPERLINK \l "_Toc246737812" GL Interface  PAGEREF _Toc246737812 \h 10  HYPERLINK \l "_Toc246737813" File Layout  PAGEREF _Toc246737813 \h 10  HYPERLINK \l "_Toc246737814" File Naming Convention  PAGEREF _Toc246737814 \h 10  HYPERLINK \l "_Toc246737815" File Transfer Process  PAGEREF _Toc246737815 \h 10  HYPERLINK \l "_Toc246737816" Security  PAGEREF _Toc246737816 \h 11  HYPERLINK \l "_Toc246737817" Policy for Use  PAGEREF _Toc246737817 \h 11  HYPERLINK \l "_Toc246737818" Validation  PAGEREF _Toc246737818 \h 11  HYPERLINK \l "_Toc246737819" Error Handling  PAGEREF _Toc246737819 \h 11  HYPERLINK \l "_Toc246737820" Error Tolerances  PAGEREF _Toc246737820 \h 12  HYPERLINK \l "_Toc246737821" Error Correction  PAGEREF _Toc246737821 \h 12  HYPERLINK \l "_Toc246737822" Verification Source  PAGEREF _Toc246737822 \h 12  HYPERLINK \l "_Toc246737823" Standard Interface Processing Steps  PAGEREF _Toc246737823 \h 13  HYPERLINK \l "_Toc246737824" Processing Steps  PAGEREF _Toc246737824 \h 13  HYPERLINK \l "_Toc246737825" 1) Local Site File Transfer  PAGEREF _Toc246737825 \h 13  HYPERLINK \l "_Toc246737826" 2) Staging Directory  PAGEREF _Toc246737826 \h 14  HYPERLINK \l "_Toc246737827" 3) Pre-Validation Processing  PAGEREF _Toc246737827 \h 14  HYPERLINK \l "_Toc246737828" 4) Loading Oracle GLs Standard Interface Table  PAGEREF _Toc246737828 \h 14  HYPERLINK \l "_Toc246737829" 5) Oracles Journal Import API  PAGEREF _Toc246737829 \h 14  HYPERLINK \l "_Toc246737830" 6) GL Applications  PAGEREF _Toc246737830 \h 14  HYPERLINK \l "_Toc246737831" 7) Error Handling  PAGEREF _Toc246737831 \h 14  HYPERLINK \l "_Toc246737832" 8) File Maintenance  PAGEREF _Toc246737832 \h 14  HYPERLINK \l "_Toc246737833" File Formats and Datatypes  PAGEREF _Toc246737833 \h 15  HYPERLINK \l "_Toc246737834" Overview  PAGEREF _Toc246737834 \h 15  HYPERLINK \l "_Toc246737835" Examples - File Format  PAGEREF _Toc246737835 \h 15  HYPERLINK \l "_Toc246737836" File Formats  PAGEREF _Toc246737836 \h 15  HYPERLINK \l "_Toc246737837" Examples - Data Types  PAGEREF _Toc246737837 \h 16  HYPERLINK \l "_Toc246737838" NUMBER  PAGEREF _Toc246737838 \h 16  HYPERLINK \l "_Toc246737839" CHAR  PAGEREF _Toc246737839 \h 16  HYPERLINK \l "_Toc246737840" DATE  PAGEREF _Toc246737840 \h 16  HYPERLINK \l "_Toc246737841" Frequently Asked Questions  PAGEREF _Toc246737841 \h 17  HYPERLINK \l "_Toc246737842" Appendix A - GL File Formats  PAGEREF _Toc246737842 \h 18  HYPERLINK \l "_Toc246737843" Appendix B - Standard Journal Import Execution Report & Journal Import Standard Data Validation  PAGEREF _Toc246737843 \h 23  HYPERLINK \l "_Toc246737844" Appendix C Updating IP Addresses  PAGEREF _Toc246737844 \h 27  HYPERLINK \l "_Toc246737845" Appendix D - File Transport Server Specifications  PAGEREF _Toc246737845 \h 28  HYPERLINK \l "_Toc246737846" Directory Structure  PAGEREF _Toc246737846 \h 28  HYPERLINK \l "_Toc246737847" Appendix E Feeder System Transfer Method and F-Secure / SSH  PAGEREF _Toc246737847 \h 29  HYPERLINK \l "_Toc246737848" Appendix F Journal Categories  PAGEREF _Toc246737848 \h 30  HYPERLINK \l "_Toc246737849" Appendix G Budget Names & Encumbrance Types  PAGEREF _Toc246737849 \h 33  HYPERLINK \l "_Toc246737850" Budget Names  PAGEREF _Toc246737850 \h 33  HYPERLINK \l "_Toc246737851" Encumbrance Types  PAGEREF _Toc246737851 \h 33  HYPERLINK \l "_Toc246737852" Appendix H Journal Creation  PAGEREF _Toc246737852 \h 34  HYPERLINK \l "_Toc246737853" Appendix I - File Format Samples  PAGEREF _Toc246737853 \h 36  To update the table of contents, put the cursor anywhere in the table and press [F9]. To change the number of levels displayed, select the menu option Insert>Index and Tables, make sure the Table of Contents tab is active, and change the Number of Levels to a new value. Introduction Local systems will generate much of the transactional data needed to load into the Harvard General Ledger (GL). These feeds will come from a variety of applications/systems. The various sources also mean that data will migrate from multiple operating systems, originate in different formats, and on different platforms. It is therefore necessary that these interfaces be well defined, secure, and stable to support this environment. This document summarizes the overall interface specifications, which should be used to load journals into the GL Application. Specifically, this document addresses the following for the standard GL Journal Import Interfaces: File Layouts File Naming Convention File Transfer Process Security Policy for Use Error Handling Standard Interface Processing Steps Definitions The following definitions are associated with Interfaces: API (Application Programming Interface): A well-defined protocol for exchanging data between applications. An API might enable data conversions, might receive and process transactions, or might respond to requests for information. CoA: The abbreviation for Chart of Accounts. Data Validation Errors: Errors encountered while applying business rules or logic to translating data values, consolidating data, transforming data, and administering data. Local Site: Any school, department, office, organization, or other entity outside of the central administrative system. Journal Batch - A group of journal entries with common attributes. There can be multiple journal entries in one journal batch or there can be a separate journal batch for each journal entry. All journal entries in a batch must share the same period. A Harvard-specific business rule imposed on Journal Batches from feeder systems is that all journal entries in the batch must be for the same account type (Actual vs. Budget vs. Encumbrance.) Journal Entry - A set of debit and credits to GL accounts. A journal entry can be made up of several journal entry lines as long as they balance (i.e., total credits = total debits). Journal Line - The journal entry details that specify the debit or credit amount and the account it is applied to. All journal lines in a journal entry share the same period, effective date, category, source, balance type and description. Journal Source: The Journal Source identifies the origin of your journal entries. Each of the feeder systems will have their own Journal Source defined to help track imported journal entries. . Journal Category: Journal categories help you differentiate journal entries by purpose or type, such as accrual, payments or receipts. When you enter journals, you specify a category. Journal categories appear in reports, such as the Journals - General report. Outbound / Outbound System: Any computer based system/application that electronically receives data directly from the central administrative system. Processing Errors: Errors encountered during a file transfer process, while receiving, unloading and administering data files in the interface processing environment. Processing errors are always fatal errors, and will cause the program to abort and the data file to be sent to a named, reject subdirectory on the server. Precise error messages have been defined so the source system will know exactly where in the process there was a failure and why. Reversing Journals: Create reversing journal entries to reverse accruals, estimates, errors or temporary adjustments and reclassifications. By assigning a future reversal period and setting the reversal flag to Y, you can create a regular journal and designate it for reversal. Once the original journal has been created and marked, the reversal still must be generated and posted during the reversal period. This is a manual step, executed using the standard Reverse Journals form. Server User Name/Password: A server user name will be set up for each source to allow the secure transfer of files to the central environment. Source System: Any Harvard affiliated computer based system/application that electronically sends data to the central administrative Oracle Applications/General Ledger system. Standard Interface: Pre-existing APIs in the Oracle Applications such as GL Journal which will be used to load data from the local sites into the Oracle Applications. Assumptions The user interface requirements are based upon the following assumptions: All Source System owner(s) will be responsible for transferring the data files on the correct schedule to the appropriate server/directory. Regardless of the schedule, the interface design will be able to process all files as they are transmitted unless there is a conflict with a pre-defined business process such as Month-end or Year-end closing activities. In these cases, it will be up to the source system to transmit files according to the pre-defined schedule to meet business process deadlines. Each source will transmit their files to their standard gl directory on the production server. The specifics of this directory are laid out in Appendix D. Once data files have been transferred to the appropriate server/directory, they will be ready for automatic processing. The local sites are responsible for backing up their own data files in their local systems. If there is a processing error during the transport or load of the file, it may be necessary to resubmit the entire file. Dynamic Insertion is turned on in the General Ledger which allows new valid CoA code combinations to be created from transactions processed through the GL interface. (If Dynamic Insertion were not turned on, then transactions that were processed with new account code combinations would be rejected.) Each source of interface data within the University will be assigned an Oracle Application Journal Source Name. Upon importing data, this Journal Source Name will be assigned to the records of data. Therefore, when errors occur within the interface, the problem records can be easily identified by Journal Source Name. Each Journal Source associated with a Feed will be assigned Source Profile Options. These Source Profile Options will be used during import to derive various pieces of information, such as email address for the source system contacts. The source system will determine how they want their journal entries and journal lines to be created based on the information submitted within the data file. Appendix H defines the rules for creating journals in the GL Applications. Each file processed will equate to one batch of journals. Therefore, the journals in each file must be for the same type of journal (i.e. Actual vs. Budget) and for the same accounting period when the file contains Actuals. This document assumes all incoming interface files adhere to one of the file layouts presented in this document. The Online CoA validation program will reside on the Oracle Applications/General Ledger system and not the data warehouse, providing the latest valid information to the users. For a delimited file layout, all optional fields not used by the source system must have an empty placeholder. If a fixed-column format is used, these fields (including those defined as numeric) must be filled with blanks. A char datatype may include alphanumeric values. A number datatype includes signed numbers unless specified as unsigned and may represent a decimal or whole number. Suspense accounting will not be used. Therefore, every journal in each batch file must balance, where credits = debits. GL Interface This section identifies the requirements for the GL Journal Import Interface. File Layout The detailed descriptions of the GL file layouts are given in Appendix A. Two options for file layout are offered: ASCII character, field delimited with the character ASCII character, fixed format. File Naming Convention Each incoming data file will use the following naming convention: Interface Identifier + file format type + Super Tub Abbreviation + unique sequence number Each file will have a date (and timestamp or other unique identifier if necessary) as the file extension to prevent file overwriting in the event that files are left unprocessed for a number of days. If your file is monthly or weekly, using just the date as your file extension is probably sufficient. If your file is daily, you should also add a timestamp or other unique id to the file extention. The GL Interface process is only concerned with your file name the file extension is necessary in order to insure that the file is not inadvertently overwritten upon transmission. EXAMPLE: GLDHBS013.19990709 GL is the standard interface identifier for General Ledger data files, D indicates that it is a delimited file (or F for a fixed file format), HBS is the Super Tub abbreviation for Harvard Business School, and 013 is a unique sequence number that will be assigned by the Office of Administrative Systems (OAS) to each source from that TUB. The file extension identifies the creation date of the file which is July 9, 1999 in the sample above. (Date format is YYYYMMDD.) File Transfer Process See Appendices D and E for details of the File Transfer Process from each source. Appendix D gives the details of the file directory structures and identifies where the source system must send their files. Appendix E gives an explanation of the file transfer method and the software that will allow the local sites to security transmit their data files. Security Each source of GL interface data within the University will be identified by its Journal Source Name and Source Profile Options in the GL Applications. Each source of interface data within the University will also be assigned a UNIX server user name and password to allow them to electronically transmit data files. A UIS/SOC business process has been established to enable a source to request a UNIX username (See Appendix E.) Policy for Use Any new requests for interfaces will have to apply for approval from General Accounting. The GL Feed Request Form can be downloaded from ABLE (http://able.harvard.edu/forms/gl_feed_req.pdf) Validation Certain types of transactions will not be allowed through this interface. Below is a partial list of the types of transactions that will be screened out. Refer to Appendix B to view a list of standard errors that will be screened out during Journal Import. Transactions coded to invalid CoA combinations based on cross validation rules; Journal transactions coded to a closed GL period; Budget transactions coded to a closed budget; IDI Journal transactions (journal category = Internal Billing) which do not identify a Batch-level contact Transactions to a fund that has been closed, or use of a central only object code, by a non-central unit; Interdepartmental charges that use external revenue codes for consolidation entities; Unbalanced Actuals/Encumbrance journal entries (i.e., Debits do not equal Credits). Note that both the entire Batch and each specific journal within the batch must balance. (EXCEPTION: Batch file of Budget Journals do not need to balance.). Note that there is no funds checking in GL journal import, and that transactions imported may cause negative balances on affected funds. Error Handling This section defines data processing errors and data validation errors in the GL Journal Import interface, and how to accommodate these situations. Error Tolerances Processing errors are the operation errors of migrating data from one environment to another. Processing Errors are encountered during a file transfer process, while receiving, unloading and administering data files in the interface processing environment. All processing errors are fatal. When these errors occur, the data file will be moved to the reject directory and an email message will be sent to the source contact explaining the nature of the errors. Processing errors indicate that there is something wrong with the file itself and the GL Feed process would not be able to load any of the data to the interface tables. Data validation errors occur when a transaction in the interface table fails to pass the Harvard specific business rules applied within the GL Feeds pre-validation processing and final Journal Import process. During both the pre-validation processing and the Journal Import process, if any records fail validation, the entire file will continue to be evaluated and an error report will be generated based on the entire file. All data validation errors are fatal for the GL interface unless specific rules have been defined to handle errors from certain sources (e.g., Payroll). Each GL interface file that is sent will be processed through Journal Import by submitting the source name. If there are any errors within the data file, then the entire batch is rejected. Errors are identified in the Journal Import Execution Report (see Appendix B) which is generated automatically. If there are any errors, the appropriate contact will be notified via email referencing the Journal Import Execution Report. See Appendix B for a list of the standard errors that are identified during the journal import processt. Error Correction A process has been established for interface error correction. The local unit is responsible for reviewing all attachments emailed to the feed contact and for taking the necessary steps to correct the data or file format issues locally. Once the correction has been made to the local system, then the file containing the correction should be retransmitted for processing. In some cases, an email is not sent to the feed contact because the GL Feed process can not determine the source of the feed. This typically occurs when there are problems validating the contents of the TAIL record, which contains the assigned GL Feed File name. In these cases, GL Feed Support Staff will forward the email to the likely feed contact. Verification Source Source systems will have the option to submit a file for journal import verification, which will allow them to check data validation without actually importing the records into the GL Applications. A file submitted with the Verification Only Flag = Y in the TAIL record will be submitted through the transformation process and the Journal Import process but a predefined error record will automatically be created during the Journal Import process to force the import to fail even if all other validation checks are acceptable. The Journal Import Execution Report and the GL Feed Error Report will be sent back to the originating source. If there is only the predefined error record on the Journal Import Report then the source system will know that all other records passed validation. If there are additional records identified in error, the source system will be able to correct those errors in their system and resend the file. Standard Interface Processing Steps The following demonstrates the high-level processing steps, which are used by the standard GL interface.  EMBED Visio.Drawing.5  Processing Steps The feed interface processing steps should be as follows: 1) Local Site File Transfer Data files will be transferred to the appropriate directory on the production server (see Appendix D). If a processing error has been detected by the source system, the problem should be corrected by the source system and then resent. Data files will then be reviewed by a script to determine if the files are readable, acceptable and fully transferred. See the Error Handling Section of this document for more details on processing errors. 2) Staging Directory Once an incoming file is determined to be acceptable, it is automatically moved to the /progress directory to ensure it is not overwritten by another incoming file. If any processing errors are detected, the file will be sent to the reject directory. The process will be aborted and the source systems contact will be notified via email of the file name, location and reason for failure. 3) Pre-Validation Processing Once it is determined that a data file is acceptable, the pre-validation process will be used to load the data into the interface staging target table. Within this pre-validation process, the process will map the file to the correct columns in the target table and perform any of the types of processing or special handling specific to the interface or source. 4) Loading Oracle GLs Standard Interface Table The pre-validation process will load the data from the interface staging tables into the Standard Interface table. Processing Errors and data validation errors can occur at this step. If an error occurs at this step, the data file will be sent to the reject directory. The process will be aborted and both production control and the source systems contact will be notified via email of the file name, location and reason for failure. 5) Oracles Journal Import API After loading the standard interface table, a script will start the Journal Import API for the source submitted using default parameters. 6) GL Applications If the Standard Journal Import API detects no errors, then the data in the interface tables will be successfully imported into the GL Applications. Each source systems contact will receive an email acknowledgment of a successful import. 7) Error Handling See the Error Handling Section of this document for specific details. 8) File Maintenance Once files have been successfully processed, they will be moved to the history directory. Data files will be purged from this directory after the files have aged 40 days. File Formats and Datatypes This section provides an overview and some examples of Fixed vs. Delimited data files and describes the data types used within these files. Overview There are two file-formatting options supported for each of the interfaces: Delimited and Fixed Width. File naming conventions will be used to distinguish which file format is being submitted for an interface. Records in Delimited files will be of variable length, with fields separated by the character; null fields should be indicated by two consecutive delimiter characters. There should be no field delimiter character following the final field in a record. Records in Fixed Width files will all be of the same length; each field will be zero filled (for Number fields) or blank filled (for Char and Date fields) to the size indicated on the file description. Examples - File Format The example data file below will contain the following columns: Column NameDatatypeSizeEmployee Full NameCHAR15NicknameCHAR10Date of HireDATE*8Date of TerminationDATE*8SalaryUNSIGNED NUMBER10* The DATE format will be YYYYMMDD, e.g., 19980422 represents the date April 4, 1998. File Formats Below is an example data file for Fixed File and Delimited File. Fixed File Format Data xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx JOHN DOE 19930304 0000005.50 JANE DOE JANIE 19960402199712030000005.50 Delimited Format Data xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx JOHN DOE199303045.5 JANE DOEJANIE19960402199712035.5 Examples - Data Types This section will describe the results for different data types. NUMBER The NUMBER datatype stores only numeric values and a decimal point, if required. NUMBER fields which do not contain whole numbers must contain an explicit decimal point and up to two explicit decimal places. Some fields only contain numbers but are not truly numeric (in CoA segment values, for example, 42 is not equal to 042); these will be treated as CHAR. In Fixed Width files numeric values should be right justified and zero filled to the size of the field. Well use the number 5.50 as an example. For Fixed File Format, the value 5.50 will be 0000005.50. For Delimited Format, the value will be 5.5. CHAR The CHAR datatype can contain any alphanumeric values. For Delimited files, CHAR fields should only be the size of the meaningful data and should not contain leading or trailing spaces unless required as part of the actual value. Any CoA segment values will require leading zeros. Fixed Width CHAR fields should be left-justified and spaced filled to the size of the field. Well use the characters JOHN DOE as an example. For Fixed File Format of length 15, the value will be JOHN DOE . For Delimited Format, the value will be JOHN DOE. DATE The DATE datatype will be eight digits long in the format of YYYYMMDD, where YYYY is the year, MM is the month, DD is the day. Well use the date March 4, 1993 as an example. For Fixed File Format, the value will be 19930304. For Delimited Format, the value will be the same, 19930304. If the date is blank, for Fixed File Format, the value will be eight spaces . If the date is blank, for Delimited Format, the value will be null, or , where the first represents the end of the previous column and the second represents the beginning of the next column. Frequently Asked Questions Q: At what frequency will the GL Feed process be running? A: Every 30 minutes, on the half-hour, from 7am through 5pm, every day, 7 days a week, the GL Feed process will awaken in order to process all files that have been submitted prior to that moment. The GL Feed process will be stopped (when Blackout is set to ON) during the last day of month-end closing, when monthly allocations are run and the final transactions are posted to the month. General Accounting identifies the month end closing schedule and central support staff control when the GL Feed Blackout is ON and OFF. Local units can still transmit their files when Blackout is ON, however the GL Feed Process will not begin processing any files until Blackout is OFF. Q: Will the local sites be given the option of supplying files with a delimited format or a fixed file format? A: Yes, local sites will be given the option to submit files in either fixed or delimited format. Q: What FTP tool should the local sites use to securely submit their data files? A: See Appendix E for details on the FTP process from the local sites. Q: How long will processed GL feed files remain on the GL server? A: Files that have aged for 40 days will be purged on a daily basis. Appendix A - GL File Formats Local sites across the university will provide GL Journal data files in the following format.. There will be one physical file that contains both trailer and line information within the same file. NOTE: The pipe charcter (|) has special meaining to the GL Interface Programs, so DO NOT EMBED THIS CHARACTER IN YOUR FILE DATA. Journal Line Format Field NameRequiredDatatypeSize*Oracle Column for HUGL_INTERFACE TableDescriptionCommentsLine IndicatorYesCHAR4Used by data transformation tool to determine transformation logic.Default value = LINEJournal Entry Category NameYesCHAR25USER_JE_CATEGORY_NAMEJournal entry category user defined name.Must exist in Oracle GL Applications. A list of valid categories will be issued to each source system.Accounting DateYesDATE8ACCOUNTING_DATEThe accounting date for which the transaction is to be posted in the GL. Accounting Date is converted to Accounting Period by the Journal Import program. If you want the Accounting Date to be retained at the Journal Line level, store it in the Journal Entry Line Description, or one of the Local Reference fields or potentially Origination Date.Oracle GL assigns the journal batch to the earliest accounting period that includes the accounting date. Date format: CCYYMMDDTubYesCHAR3SEGMENT1Assign the TUB for this transaction.Must exist in Applications as a valid Tub. Zero fill on left as necessary.OrgYesCHAR5SEGMENT2Assign the ORG for this transaction.Must exist in Applications as a valid Org. Zero fill on left as necessary.ObjectYesCHAR4SEGMENT3Assign the OBJECT for this transaction.Must exist in Applications as a valid Object. Zero fill on left as necessary.FundYesCHAR6SEGMENT4Assign the FUND for this transaction.Must exist in Applications as a valid Fund. Zero fill on left as necessary.ActivityYesCHAR6SEGMENT5Assign the ACTIVITY for this transaction.Must exist in Applications as a valid Activity. Zero fill on left as necessary.SubactivityYesCHAR4SEGMENT6Assign the SUB-ACTIVITY for this transaction.Must exist in Applications as a valid Subactivity. Zero fill on left as necessary.RootYesCHAR5SEGMENT7Assign the ROOT for this transaction.Must exist in Applications as a valid Root. Zero fill on left as necessary.Debit AmountConditionalUNSIGNED NUMBER15,2ENTERED_DREnter the dollar amount if the journal line is a debit.Debit Amount and Credit Amount cannot both have values in the same journal line. Debit and credit lines in each journal entry must net to zero.Credit AmountConditionalUNSIGNED NUMBER15,2ENTERED_CREnter the dollar amount if the journal line is a credit.Debit Amount and Credit Amount cannot both have values in the same journal line. Debit and credit lines in each journal entry must net to zero.Journal Entry NameOptionalCHAR30REFERENCE4Enter a journal entry name.If the JOURNAL_ENTRY_NAME is supplied, it is pre-pended to the standard Journal Import default format: (Category Name)(Currency) (Encumbrance Type ID, if applicable) (Budget Version ID if applicable). Visible on standard forms and reports and Detail Listing.Journal Entry DescriptionOptionalCHAR50REFERENCE5Enter a journal entry description.If Journal Entry Description is left blank, then Journal Import automatically creates a description: Journal Import Concurrent Request ID. Visible on standard forms and reports.Journal Entry ReferenceOptionalCHAR50REFERENCE6Available to local system for additional reference information for describing or tracking journal entries (Journal Header Level).If Journal Entry Reference is left blank, then Journal Import automatically creates a refernce: Journal Import Created. Visible on standard forms.Journal Entry Reversal FlagConditionalCHAR3REFERENCE7Enter Yes for designating the creation of a reversing journal entry. If you do not enter Yes, Journal import automatically defaults to No. You must enter Yes when you are entering a Journal Entry Reversal Period (see below), else enter No or leave blank.Must enter Yes, No or leave blank.Journal Entry Reversal PeriodConditionalCHAR6REFERENCE8The name of the open or future entry period for which a reversing journal entry will be created, in the format MON-YY, (e.g., JUL-98).If Journal Entry Reversal Flag = Yes, then you must enter a reversal period, which must be an open period or future entry.Journal Entry Line DescriptionOptionalCHAR100REFERENCE10Optional description for the journal entry line. If left blank, Journal Import assigns the value JOURNAL IMPORT CREATED Visible on standard forms and reports and Detail Listing.Local Reference 1OptionalCHAR25REFERENCE21Available to local system for additional reference information for describing or tracking journal entry lines.GL prints the value stored in Local Reference Date in standard reports run with line detail. The value from this field is stored in the REFERENCE1 column of the GL_JE_LINES table.Local Reference 2OptionalCHAR240REFERENCE22Available to local system for additional reference information for describing or tracking journal entry lines.The value from this field is stored in the REFERENCE2 column of the GL_JE_LINES table. Visible only through ad-hoc queries or custom reports via HDW.Local Reference 3OptionalCHAR240REFERENCE23Available to local system for additional reference information for describing or tracking journal entry lines.The value from this field is stored in the REFERENCE3 column of the GL_JE_LINES table. Visible only through ad-hoc queries or custom reports via HDW.Local Reference 4OptionalCHAR25REFERENCE24Available to local system for additional reference information for describing or tracking journal entry lines.GL prints the value stored in LOCAL_REF_4 in standard reports run with source detail. The value from this field is stored in the REFERENCE4 column of the GL_JE_LINES table.Local Reference 5OptionalCHAR25REFERENCE25Available to local system for additional reference information for describing or tracking journal entry lines.The value from this field is stored in the REFERENCE5 column of the GL_JE_LINES table. Visible only through ad-hoc queries or custom reports via HDW.Budget Period NameConditionalCHAR6PERIOD_NAMEThe name of the period for budget journals, in the format MON-YY, (e.g., JUL-98).If Actual Flag = B, Budget Period Name is required. Must be associated with an open budget fiscal year associated with the Budget Name identified in the Trailer Record.Unit AmountOptionalUNSIGNED NUMBER15,4STAT_AMOUNTThe statistical amount associated with journal entry line data. Use this when you want to see statistical and monetary amounts in the same journal entry line.This field is used only by authorized personnel such as General Accounting to correct the units amount in a previous journal entry. Leave NULL / Blank if not providing unit amount.Originating Document Information OptionalCHAR25ATTRIBUTE11Descriptive Flexfield information Corresponds to cash_rcpt_no; gift_advice_no; inter_dept_invc_no; je_voucher_no; md_voucher_no; univ_invoice_no; origination_idStored at the Journal Line level.Originating Document DateOptionalDATE8ATTRIBUTE12Descriptive Flexfield information Corresponds to current invoice_dt; gift_rcpt_dt; source_dtStored at the Journal Line level. Date format: YYYYMMDD. University ID Number (HUID)ConditionalCHAR8 ATTRIBUTE14Context-Sensitive DFF (context = OBJ code) University ID associated with StudentUsed for Student Term Bill & Payroll journal entries See Harvard Specific Fields Document for more information. Validation for existence and format (99999999) only.(based on object code value.) Leave NULL / Blank if not providing University ID NumberNameConditionalCHAR30ATTRIBUTE15Context-Sensitive DFF (context = OBJ code) Student name corresponding to University ID above. Recommendation is Last name, First name, validated or populated from person table if possibleUsed for Student Term Bill & Payroll journal entries. See Harvard Specific Fields Document for more information. Validation for existence only (based on object code value.) Leave NULL / Blank if not providing Name.Student Department AffiliationConditionalCHAR2 ATTRIBUTE16Context-Sensitive DFF (context = OBJ code) Department affiliation corresponding to Student above.Used for Student Term Bill journal entries. This is used to record the GSAS student departmental affiliation. See Harvard Specific Fields Document for more information. Validation for existence only and format (99) (based on object code value.) Leave NULL / Blank if not providing Student Department Affiliation.Effective DateConditionalDATE8ATTRIBUTE13Context-Sensitive DFF (context = OBJ code) Used for investment unit entries for changes in net assets- all Object codes between 9510 and 9960. Validation for existence and format only (based on object code value.) Date format: YYYYMMDD. Leave NULL / Blank if not providing Effective DateFringe Allocation Bypass IndicatorConditionalCHAR1ATTRIBUTE13Context-Sensitive DFF (Context = OBJ Code) Only releveant to journals with Payroll object codes (6010-6220, excuding budget only payroll object codes in this range) A value of C indicates that this payroll journal line should be bypassed by the Fringe Allocation processes. A null value will indicate that this payroll journal line will be included in the Fringe Allocation processes. Validation for valid value of C (based on object code value.) Leave NULL / Blank if not providing Fringe Allocation Bypass Indicator.*For Fixed File format, please use this column size. For details and examples, please refer to the Delimited vs. Fixed File Formats section. Journal Trailer Format Field NameRequiredDatatypeSize*Oracle Column for HUGL_INTERFACE TableDescriptionCommentsTrailer IndicatorYesCHAR4Used by data transformation tool to determine file instance.Default value = TAILVerification Only FlagYesCHAR1This indicates whether the interface will be run only to verify the source information for validity without importing data to the production tables.Y or NFilenameYesCHAR10Name of the file containing this header record.Each filename will be associated with a unique Journal Source. Based on the filename supplied, the interface program will be able to retrieve Journal Source, which is a required attribute for GL_INTERFACE.Batch IdentifierYesCHAR10REFERENCE 1Should uniquiely identify batch from feeder system. May be used by reconciliation reports. Local Unit will determine how to derive a unique identifier. The standard GL Interface Process will NOT validate this value for uniqueness or format.This will be the prefix to the Batch Name. Oracles Journal Import will append additional text to this in order to insure that the Batch Name in GL is unique (See Appendix H). It will be viewable through standard GL Journal-related forms and reports. It will also be on displayed on the Detail Listing report.Internal Billing ContactConditionalCHAR100REFERENCE2Populates the Batch Description field with the name/dept and phone number to contact with questions regarding IDI entries. This column is conditionally optional. If any transaction in your file has a Journal Category of Internal Billing, then you must populate this field with a contact name and phone number (Lastname, first: 123-1234). This is the person (or department) that should be contacted if someone has a question about a charge against their account(s). You can still populate this optional field with information that describes the contents of the batch, even if you are not processing IDIs in the file. If it is left blank, Oracles standar journal import program will supply a batch description which contains the journal source name and accounting period. Actual FlagYesCHAR1ACTUAL_FLAGDenotes what types of transactions are contained in the Batch. actuals, budgets or encumbrance.Enter A for actual, B for budget, or E for encumbrance. Encumbrance TypeConditionalCHAR30ENCUMBRANCE_TYPE_IDIf actual flag = E, you must specify the encumbrance type. Current valid values are Commitment or Obligation or Salary.Must exist in Oracle GL Applications. A list of valid encumbrance types is included in Appendix G.Budget NameConditionalCHAR30BUDGET_VERSION_IDIf actual flag = B, you must specify the Budget Version.Must exist in Oracle GL Applications. A list of valid budget names is includeed in Appendix G.Total Debit AmountYes UNSIGNEDNUMBER15, 2Enter the total debit amount for the entire batch.This will be used during the data transformation tool process to verify that the submitted debits are equal to the total debits for the new records created.Total Credit AmountYesUNSIGNEDNUMBER15, 2Enter the total credit amount for the entire batch.This will be used during the data transformation tool process to verify that the submitted credits are equal to the total credits for the new records created.Total Record CountYesUNSIGNEDNUMBER15Enter the total number of record in the submitted data file to ensure all records have been received and processed. This record count includes the trailer record and all of the line records.This field is used during the data transformation tool process to verify that the number of records expected have all been received and processed.*For Fixed File format, please use this column size. For details and examples, please refer to the Delimited vs. Fixed File Formats section. Appendix B - Standard Journal Import Execution Report & Journal Import Standard Data Validation HARVARD UNIVERSITY Journal Import Execution Report Date: 21-AUG-09 13:41 Concurrent Request ID: 17347669 Page: 1 Total Total Total Total Unbalanced Total Unbalanced Total Flex Total Non-Flex Journal Entry Source Name Group Id Status Lines Batches Headers Batches Headers Errors Errors ---------------------------- ----------- ------- ------- ------- ------- ---------------- ---------------- ---------- -------------- MALL920CIP Interest 920 Error 227 1 1 0 0 1 0 ------- ------- ------- ---------------- ---------------- ---------- -------------- *** TOTALS *** 227 1 1 0 0 1 0 ======================================================= Batches Created ======================================================== Total Total Total Total Warning Batch Name Period Name Lines Headers Accounted Debits Accounted Credits ------- -------------------------------------------------------- ----------- ------- ------- ------------------- ------------------- ================================================= Unbalanced Journal Entries** ================================================= Error Total Code Journal Entry Name Batch Name Lines Period Name Total Debits Total Credits ----- ------------------------------------- ------------------------------------ ----- ----------- ---------------- ---------------- ========================================================= Error Lines ========================================================== Accounting Error Code Source Date Currency Entered Debit Entered Credit Accounting Flexfield/CCID ------------------------------ ------------- ----------- -------- ------------------ ------------------ ---------------------------- EF04 MALL920CIP In 31-JUL-09 USD 3489.39 0 245.00000.1590.000000.004411 ============================================= EF04 - Invalid Accounting Flexfields ============================================= Accounting Flexfield ------------------------------------------------------------------------------------------------------------------------------------ Problem Description ---------------------------------------------------------------------------------------------------------------------------------- 245.00000.1590.000000.004411.0000.00000 Object Code not valid with this ORG^ (00000) ^ORG 00000 2-3 ========================================================== Error Key =========================================================== (Journal Import Standard Data Validation) Period Error Codes ------------------ EP01 This date is not in any open or future enterable period. EP02 This set of books does not have any open or future enterable periods. EP03 This date is not within any period in an open encumbrance year. EP04 This date is not a business day. EP05 There are no business days in this period. HARVARD UNIVERSITY Journal Import Execution Report Date: 21-AUG-09 13:41 Concurrent Request ID: 17347669 Page: 2 ========================================================== Error Key =========================================================== Unbalanced Journal Error Codes ------------------------------ WU01 Warning: This journal entry is unbalanced. It is accepted because suspense posting is allowed in this set of books. EU02 This journal entry is unbalanced and suspense posting is not allowed in this set of books. EU03 This encumbrance journal entry is unbalanced and the Reserve for Encumbrance account is not defined. Flexfield Error Codes --------------------- EF01 This Accounting Flexfield is inactive for this accounting date. EF02 Detail posting not allowed for this Accounting Flexfield. EF03 Disabled Accounting Flexfield. EF04 This is an invalid Accounting Flexfield. Check your cross-validation rules and segment values. EF05 There is no Accounting Flexfield with this Code Combination ID. Foreign Currency Error Codes ---------------------------- EC01 A conversion rate must be entered when using the User conversion rate type. EC02 There is no conversion date supplied. EC03 A conversion rate type or an accounted amount must be supplied when entering foreign currency journal lines. EC06 There is no conversion rate for this currency, conversion type, and conversion date. EC08 Invalid currency code. EC09 No currencies are enabled. EC10 Encumbrance journals cannot be created in a foreign currency. EC11 Invalid conversion rate type. EC12 The entered amount must equal the accounted amount in a functional or STAT currency journal line. EC13 Amount is too large. ECW1 Warning: Converted amounts could not be validated because the conversion rate type is not specified. Budget Error Codes ------------------ EB01 A budget version is required for budget lines. EB02 Journals cannot be created for a frozen budget. EB03 The budget year is not open. EB04 This budget does not exist for this set of books. EB05 The encumbrance_type_id column must be null for budget journals. EB06 A period name is required for budget journals. EB07 This period name is not valid. Check calendar for valid periods. EB08 Average journals cannot be created for budgets. EB09 Originating company information cannot be specified for budgets. Encumbrance Error Codes ----------------------- EE01 An encumbrance type is required for encumbrance lines. EE02 Invalid or disabled encumbrance type. EE03 Encumbrance journals cannot be created in the STAT currency. EE04 The BUDGET_VERSION_ID column must be null for encumbrance lines. EE05 Average journals cannot be created for encumbrances. EE06 Originating company information cannot be specified for encumbrances. Reversal Error Codes -------------------- ER01 A reversal period name must be provided. HARVARD UNIVERSITY Journal Import Execution Report Date: 21-AUG-09 13:41 Concurrent Request ID: 17347669 Page: 3 ========================================================== Error Key =========================================================== Reversal Error Codes -------------------- ER02 This reversal period name is invalid. Check your calendar for valid periods. ER03 A reversal date must be provided ER04 This reversal date is not in a valid period. ER05 This reversal date is not in your database date format. ER06 Your reversal date must be the same as or after your effective date. ER07 This reversal date is not a business day. ER08 There are no business days in your reversal period. ER09 Default reversal information could not be determined. Descriptive Flexfield Error Codes --------------------------------- ED01 The context and attribute values do not form a valid descriptive flexfield for Journals - Journal Entry Lines. ED02 The context and attribute values do not form a valid descriptive flexfield for Journals - Captured Information. ED03 The context and attribute values do not form a valid descriptive flexfield for Value Added Tax. Miscellaneous Error Codes ------------------------- EM01 Invalid journal entry category. EM02 There are no journal entry categories defined. EM03 Invalid set of books id. EM04 The value in the ACTUAL_FLAG must be "A" (actuals), "B" (budgets), or "E" (encumbrances). EM05 The encumbrance_type_id column must be null for actual journals. EM06 The budget_version_id column must be null for actual journals. EM07 A statistical amount belongs in the entered_dr(cr) column when entering a STAT currency journal line. EM09 There is no Transaction Code defined. EM10 Invalid Transaction Code. EM12 An Oracle error occurred when generating sequential numbering. EM13 The assigned sequence is inactive. EM14 There is a sequential numbering setup error resulting from a missing grant or synonym. EM17 Sequential numbering is always used and there is no assignment for this set of books and journal entry category. EM18 Manual document sequences cannot be used with Journal Import. EM19 Value Added Tax data is only valid in conjunction with actual journals. EM21 Budgetary Control must be enabled to import this batch. EM22 A conversion rate must be defined for this accounting date, your default conversion rate type, and your dual currency. EM23 There is no value entered for the Dual Currency Default Rate Type profile option. EM24 Average journals can only be imported into consolidation sets of books. EM25 Invalid average journal flag. Valid values are "Y", "N", and null. EM26 Invalid originating company. EM27 Originating company information can only be specified when interfund balancing is enabled. ** Batches listed under "Unbalanced Batches**" have not been imported. ***** End of Report ***** Custom Harvard-Specific Validation Rules When Journal Category = Internal Billing, Batch Description must be populated with IDI Contact Information Sum of debit values in LINE records must equal Total Debits stored in TAIL record. Sum of credit values in LINE records must equal Total Credits stored in TAIL record. Count of TAIL and LINE records must equal Total Records stored in TAIL record. When Object Code is for Student Term Bills, then Harvard Id, Student Name and Department Affiliation must be populated. When Object Code is for investment unit entries for changes in net assets, then Effective Date must be populated. When Object Code is for Federal Work Study, then Harvard Id and Student Name must be populated. When Object Code is for Payroll, then Harvard Id and Employee Name must be populated. Appendix C Updating IP Addresses Listed below are instructions for existing feeder systems that need to update their IP connections. Old feed > New local servers Send an email to ( HYPERLINK "mailto:OAS-Release-Managers@harvard.edu" OAS-Release-Managers@harvard.edu) Please CC Lisa Justiniano ( HYPERLINK "mailto:Lisa_Justiniano@harvard.edu" Lisa_Justiniano@harvard.edu), Mary OBrien ( HYPERLINK "mailto:mary_e_obrien@harvard.edu" mary_e_obrien@harvard.edu) , and Barbara Finegan ( HYPERLINK "mailto:Barbara_Finegan@harvard.edu" Barbara_Finegan@harvard.edu). Identify name of the feed (i.e. GL Feed, AR Feed, AP Feed, etc) Identify if this is a replacement or additional IP Address. Current IP =? Does it feed TEST (apollo34) or PROD (apollo36) or both. New IP =? Will it feed TEST (apollo34) or PROD (apollo36) or both. Provide effective date of cutover. Indicate if old IP Address should be removed from ACL. Provide point-of-contact name, email address and phone number. Appendix D - File Transport Server Specifications Directory Structure Source systems will transfer data files to the /u03/ftp//gl directory. Each file transmitted from a particular source system will be assigned a unique filename by OAS. When your UNIX account is established on the Oracle Financials server, your home directory will be /u03/ftp//. If you already have an established Accounts Receivable feed or Accounts Payable Feed, then your connection to the Oracle Financials server has already been established. However, you will still need to request that the /gl subdirectory be created so that you can transmit your GL feed file to that folder. Appendix E Feeder System Secure File Transfer Method Many local units need to transmit their institutional data to the NSS-maintained Oracle Financials Unix server to conduct official University business. This data may contain sensitive information such as accounting data. To secure the data and to secure the authentication information needed to conduct the data upload, NSS (Network and System Services) requires that all files are transmitted via SSH (ssh2). The recommended procedure for a secured copy is to use the scp or sftp protocol based utility that comes with many ssh client software packages. To read more about the various SSH client software products, please go to:  HYPERLINK "http://en.wikipedia.org/wiki/Comparison_of_SSH_clients" http://en.wikipedia.org/wiki/Comparison_of_SSH_clients Here are some recommendations Licensed SecureFX by HYPERLINK "http://www.vandyke.com/products/securefx/"Van Dyke Software Free  HYPERLINK "http://www.chiark.greenend.org.uk/~sgtatham/putty/download.html" Putty - Putty can be downloaded in modules pscp or psftp or as a complete installer.  HYPERLINK "http://winscp.net/eng/download.php" WinSCP User administration for both SSH and UNIX accounts is part of normal NSS/SOC activities. Your HUIT contact will help guide you through the process of establishing your UNIX account and exchanging your keys with NSSs system administration staff. Appendix F Journal Categories Note that the list will continue to evolve. For the most accurate up-to-date list, you should query the Harvard Data Warehouse. Note that Case is relevent. NameDescriptionUsageAccrualMonth End Accrual EntryAccrual BudgetsAccrual BudgetsAdjustmentAdjusting Journal EntryAidAid transactions from Student FinanceAllocationAllocationMass Allocations, customizations or local allocation of expenses to other accounts (orgs, funds, activities..)Application FeeApplication Fee transactions from AdmissionsAsset DispositionAsset DispositionBalance ForwardBalance Forward EntriesBank ChargesBank Collection ChargesBookingBookingBudgetBudgetBudget - IndexationBudget - IndexationBudget - Next YearBudget - Next Year Carry ForwardBudget - ReprofileBudget - ReprofileBudget - UploadBudget - SpreadsheetCampaignsCampaignsCap Asset SaleCapital Asset Salesales of land, buildings or equipment, central onlyCap Equip ReclassCapital Equipment Reclassificationreclassifications of equipment, central onlyCarry ForwardCarry Forward Journal Entryyear end balance forward entriesChargebacksChargebacksto be used by accounts receivableChargesCharge transactions from Student FinanceClaimsClaimsConfirmedContract Commitment - ConfirmedCredit Memo ApplicationsCredit Memo ApplicationsCredit MemosCredit MemosCreditsCredit transactions from Student FinanceCust Returns (OPM)Customer Returns of Process ItemsDebit MemosDebit MemosDebt IssuanceDebt Issuance- internal, external, debt, bondall debt issuances, central onlyDebt ServiceDebt Service- internal, external, debt, bondall debt service, central onlyDeductionsDeductionsDepositsDeposit transactions from Student FinanceDepreciationFixed Asset Depreciationall depreciation entries, central onlyDiscountsDiscountsEndow CapitalizationsEndowment CapitalizationsEndowment Capitalizations, central onlyEndow DecapitalizationEndowment DecapitalizationsEndowment Decapitalizations, central onlyExchange Gain/LossGain or Loss from Foreign CurrencyFixed BudgetsFixed BudgetsFringe BenefitsFringe BenefitsHMC JournalsHarvard Management Company JournalsHarvard Management Company Journals, central onlyIncome OffsetIncome OffsetInflation Acc DeprnInflation Acc DeprnInflation Acc RevalInflation Acc RevalInflation Acc TransInflation Acc TransInflation Acct DeprnInflation Acct DeprnInflation Acct RevalInflation Acct RevalInflation Acct TransInflation Acct TransInternal BillingsInternal University Billing Activityany sale or goods or services to another University OrgInternal ChargeInternal Trading Cross Charge CategoryInternal ReceiptsInternal Order Receipts of Process ItemsInternal ShipmentsInternal Order Shipments of Process ItemsLoss ProvisionLoss ProvisionMELO ActivityMortgage and Educational Loan Office ActivityMortgage and Educational Loan Office Activity, central onlyMisc ReceiptsMiscellaneous ReceiptsMiscellaneousMiscellaneousMonth End EntryMonth End Entrymonth end entries including reclassifications and accrualsOLDOracle Labor DistributionOPM Inv TransfersOPM Inventory TransfersOtherOther Misc Transactionsany entries not falling into another categoryOverhead AssessmentOverhead AssessmentPaymentsCash Disbursementsused by Payables for all payments made & other cash paymentsPayrollPayroll Distribution EntryPM ExpenseProperty Manager ExpensePM RevenueProperty Manager RevenuePO Receipts (OPM)PO Receipts of Process ItemsProvisionalContract Commitment - ProvisionalPurchase InvoicesAccounts Payable Invoicesused by Payables for all purchases fed to GLPyrl Bi WeeklyBi Weekly PayrollPyrl CasualCasual Payrollall casual payroll expense entries, including adjustmentsPyrl FacultyFaculty Payrollall faculty/ monthly payroll expense entries, including adjustmentsPyrl MonthlyMonthly PayrollPyrl PensionPension Payrollall payroll entries relating to pensionPyrl PS HIST VACPS Historical Vacation FundingPyrl Semi MonthlySemi Monthly Payrollall staff/ semi-monthly payroll expense entries, including adjustmentsPyrl SpecialSpecial PayrollPyrl TFellowTeaching Fellow Payrollall teaching fellow payroll expense entries, including adjustmentsPyrl WeeklyWeekly Payrollall weekly payroll expense entries, including adjustmentsQuick ChecksQuick ChecksRebookRebookReceiptsCash, gifts, other receiptsReclassReclassification Journal EntryReconciled PaymentsReconciled DisbursementsRefund OffsetRefund transactions from Student FinanceReleaseReleaseRenewalRenewalRetirementRetirementRevenueRevenueRevenue InvoicesAccounts Receivable InvoicesReverseReverseSettlementSettlement of Claims/DeductionsStanding OrdersStanding Orderscentral onlyStu Loan ActivityStudent Loan Activityall entries relating to student loansStu Rcvbl ActivityStudent Receivable Activityall entries relating to student receivablesSyndicationSyndicationTaxTax Journal EntryTerminationTerminationTrade ReceiptsTrade ReceiptsTransferTransferVacation ReimbrsmtVacation ReimbursementYear End AP AccrualsYear End AP AccrualsYear End AR AccrualsYear End AR AccrualsYear End EntryYear End Entryyear end entries including reclassifications and accruals Appendix G Budget Names & Encumbrance Types Note that the lists below will continue to evolve. When using these values in your feeder file, case is relevent. Note that Budget Names are in UPPER CASE and Encumbrance Types are in Mixed Case. Budget Names CORPORATE FORECAST OPERATING PREPARATION SPONSORED TARGET Encumbrance Types Commitment Obligation Salary Appendix H Journal Creation - I feel like we might be able to get rid of this section. See what other think about this section. Does it add any value or does is confuse the user. Im not sure. Journal Batches, Journal Entries (aka Journal Headers) and Journal Lines may be created differently depending on what values are populated in the source system data file. If values are not entered in the optional REFERENCE fields, then the GL Application automatically defaults information where applicable and creates the journal batches, entries and lines according to predefined logic. Each Journal Batch is made up of journals which all have the same balance type of Actual, Budget or Encumbrance (column name = actual_flag). NOTE: Harvard-specific policy is that each file should contain one batch and must contain journal entries of the same balance type (Eg: A batch of all Actuals.) A Journal Entry is made up of Journal Lines which all have the same Category. For each different category submitted in the data file, a different journal entry will automatically be created. The following describes the optional columns of the GL_INTERFACE table: REFERENCE1 (Batch Name): Enter a batch name for your import batch. Journal Import creates a default batch name using the following format: (Optional User-Entered REFERENCE1) (Source) (Request ID) (Actual Flag) (Group ID). If you enter a batch name, Journal Import prefixes the first 50 characters of your batch name to the above format. Journal naming standards may dictate the contents of this column. NOTE: REFERENCE1 will be populated with the local units Batch Identifier for the interface feeds REFERENCE2 (Batch Description): Enter a description for your batch. If you do not enter a batch description, Journal Import automatically gives your batch a description using the format: Journal Import (Source) (Request Id). Journal naming standards may dictate the contents of this column. NOTE: REFERENCE2 is conditionally optional for the interface feeds. It must be populated with Internal Billing Contact information if any of the journals in the batch file are categorized as Internal billing journals. Otherwise this is an optional column which can be populated based on the Source Systems needs. If left blank, the journal batch description will be created automatically during journal import as specified above. REFERENCE4 (Journal entry name): Enter a journal entry name for your journal entry. Journal Import creates a default journal entry name using the following format: (Category Name) (Currency) (Currency Conversion Type, if applicable) (Currency Conversion Rate, if applicable) (Currency Conversion Date, if applicable) (Encumbrance Type ID, if applicable) (Budget Version ID, if applicable). If you enter a journal entry name, Journal Import prepends the first 25 characters of your journal entry name to the above format. Local Journal naming standards may dictate the contents of this column. REFERENCE5 (Journal entry description): Enter a description for your journal entry. If you do not enter a journal entry description, Journal Import automatically gives your journal entry a description using the format: Journal Import - Concurrent Request ID. Local Journal naming standards may dictate the contents of this column. REFERNCE6 (Journal entry reference): Enter a reference name or number for your journal entry. If you do not enter a journal entry reference Journal Import automatically creates a journal entry reference called Journal Import Created. Local source system may choose to store local information at the Journal Header Level in this column. REFERENCE10 (Journal entry line description): Enter a description for your journal entry line. If you do not enter a journal entry line description, Journal Import uses the subledger document sequence value. If there is no document sequence value, Journal Import creates a journal entry description called Journal Import Created. Local Journal naming standards may dictate the contents of this column. Appendix I - File Format Samples Note that all fields are populated in these samples for demonstration purposes only. In reality, not all fields will be populated only those required to define the specific type of journal entry. LINE Record Sample (Fixed Format) 1 1 2 3 4 5 6 7 8 9 0 1234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890 LINEAdjustment 19990808105001100010000740002513000000015000000000024.22000000000000.00 My Journal Entry Name My Journal Description My Journal Entry Ref erence YesAUG-99My Journal Entry Line Description My Local Reference 1 My Local Reference 2 My Local Reference 3 My Local Reference 4 My Local Reference 5 SEP-99 0000007890.1234My Originating Document #1999080412345678Lastname, Firstname DA19990808C TAIL Record Sample (Fixed Format) 1 1 2 3 4 5 6 7 8 9 0 1234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890 TAILNGLDSTD0024batchid123Lastname, Firstname: 555-5555 ASalary Operating 000000003122.1 1000000006789.33000000000000002 Line Record Sample (Delimited Format) LINEAdjustment1999020210500110001000074000251300000001524.220 My Journal Entry NameMy Journal DescriptionMy Journal Entry ReferenceYesAUG-99 My Journal Entry Line DescriptionMy Local Reference 1My Local Reference 2My Local Reference 3 My Local Reference 4My Local Reference 5SEP-997890.1234My Originating Document #19990804 12345678Lastname, FirstnameDAattr13C TAIL Record Sample (Delimited Format) TAILNGLDSTD0024batchid123Lastname, Firstname: 555-5555ASalaryOperating 3122.116789.332 Fixed Format FIELD NAME STARTING POSITION Line Record LINE Indicator 1 Journal Entry Category Name 5 Accounting date 30 Tub 38 Org 41 Object 46 Fund 50 Activity 56 Subactivity 62 Root 66 Debit Amount 71 Credit Amount 86 Journal Entry Name 101 Journal Entry Description 131 Journal Entry Reference 181 Journal Entry Reversal Flag 231 Journal Entry Reversal Period 234 Journal Entry Line Description 240 Local Reference 1 340 Local Reference 2 365 Local Reference 3 605 Local Reference 4 845 Local Reference 5 870 Budget Period Name 895 Unit Amount 901 Originating Document Information 916 Originating Document Date 941 University ID Number 949 Name 957 Student Department Affiliation 987 Effective Date 989 Fringe Allocation Bypass Indicator 997 TAIL Record TAIL 1 Verification_Flag 5 File_name 6 Batch Identifier 16 Internal Billing Contact 26 Actual_flag 126 Encumbrance_type 127 Budget_Name 157 Total_Dr 187 Total_Cr 202 Record_count 217     PAGE 7 if "styleref "Heading 2"Document Control" = "Error! No text of specified style in document." "" styleref "Heading 2"Document ControlDocument Control PAGE 2  FILENAME GL Interface Specification.doc Company Confidential - For internal use only  if " REF DocControlNumber  " = "Error! Reference source not found." ""  REF DocControlNumber     PAGE xii if "styleref "Heading 2"Appendix F Journal Categories" = "Error! No text of specified style in document." 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