CAS Budgetary Control Batch Input - … Budgetary Control Batch Input ... Finance end users on the States entral Accounting System ... Not used by Regental System

Title CAS Budgetary Control

Batch Input Version 1.0

Date April 19, 2012

Created by Mary Ellen Garrett, BOR Office

Jim Schaefer, Bureau of Finance & Management

Process Owner Finance Module Leadership

Dept./Division

CAS Finance

Processes BC_Batch FTP Process

CAS Budgetary Control Batch Input Page 2 of 15

Finance end users on the State’s Central Accounting System (CAS) have an opportunity to create and electronically submit a journal voucher that contains a large number of document lines. The batch file begins with an Excel template and then is copied into a text file. The text file is picked up from the Bureau of Finance and Management’s (BFM) FTP server, swept and posted to CAS the next day. All CAS posting procedures apply. The General Ledger will be updated on Tuesday and Friday evenings. BC Batch Input Record Description and Rules Guidelines for required and optional fields follow the Budget Control Module Procedures for CAS. BFM has setup a template specifically for the Regental institutions. Fields needed to create the BC batch input record are defined below.

Required Fields Length Value

Description

Document Type 2 CR For the following document prefixes

C Cash Receipt

CI Cash Receipt that reimburses an agency for an expenditure

Z Travel Advance (not process on CAS by Regental institutions)

Note: Cash Receipt documents will be placed on hold and will need approval by the State Treasurer’s Office.

JV For the following document prefixes

A Other Adjustment

E Expenditure or Encumbrance Adjustment

I Investment Adjustment

P Prior Period Adjustment

R Revenue Adjustment

T Operating Transfer

Data Type 1 1 Generates an offset to cash

Document ID 10

PDDYIISSSS (E 15 2 02 0999) (E152020999)

Format: Document Prefix, Department Code, Fiscal Year, Institution, Sequence Number

Document Line 4

Start with line 1 and advance incrementally by 1

Application Area 2

Distinct code for each state government agency assigned by BFM

Line Amount

Amount must be a positive number and include the decimal

DR/CR Code 2

DR = Debit, CR = Credit (Upper Case)

Company 4 Account 18 Center 12 Effective Date 8

MMDDYYYY GL effective date of the transaction (01012012)

Description 1 30

Only the first 28 characters are available for use

Description 2 12

MUST be left blank for approval use

Description 3 10

Leave blank

Project_Comp

Not used by Regental System

Project_Code

Not used by Regental System

The required record length in total is 146.

Fields should be left-justified. Unused or blank fields will be filled with spaces.


Completing BC_Batch Template The goal is to format the Company/Account/ Center string, effective date, transaction amount and the debit/credit indicator so that the lines can be copied and pasted into the BC_Batch Template with ease. Below are tips for formatting and validation. Step #1 – Formatting the Transaction Lines

Determine the DR/CR indicator, if missing, from your data worksheet. o @if(Cell>0, “DR”, “CR”)

o

o Validate the output o (Column B) Copy/Paste Special/Values

Validate that all numbers are positive numbers o Change all negative numbers to positive numbers o @if(Cell>0, Cell *1.0, Cell*-1.0)

o

o Validate the output o (Column C) Copy/Paste Special/Values o Do not delete column A (you will need it for validating transaction totals)

Verify CAS rule: operating transfers in must equal operating transfers out o Sort rows by Account/Company/Center

o Add the operating transfer lines (Debits and Credits should equal zero)

Verify CAS rule: Debits must equal credits unless a Cash Receipt (C or CI) document is being prepared.

o Sort rows by Company/Center (including operating transfers)

o Total by Company

o The Company total should equal zero.

9065 51011900 152001 CR (4,957.97)

9065 52081900 152001 CR (10,010.88)

9065 5228000 152001 DR 14,968.85

9065 Total

-0

A B

1 14.56 @if(A1> 0, “DR”, “CR”)

2 136.69 DR

3 (1,000.00) CR

4 15,270.25 DR

5 (323.36) CR

A B C

1 14.56 DR @if(A1> 0, A1*1.0, A1*-1.0) 2 136.69 DR 136.69

3 (1,000.00) CR 1,000.00

4 15,270.25 DR 15,270.25

5 (323.36) CR 323.36


Step #2 – Copy data into BC_Batch_Input_Convert_Entry_BOR_Template

Open template

Unprotect the “Detail” work sheet

Copy/Paste the lines containing the Company/Account/ Center string, effective date, transaction amount

and the debit/credit indicator columns into to the template.

Complete the Document ID, Document Line (always start with 1), Application Area and Description 1 of

the template

Verify all cells with FORMULAS have been populated properly

Columns O (Acct), P (Len) and Q (SDAS BC BATCH INPUT RECORD)

Len = 146

Save the working template. (i.e. BC Batch E152020997)


Step #3 – Copy SDAS BC BATCH INPUT RECORD (Column Q) into Note Pad

Save the document BC_Batch_YYMMDDHHMM.txt

o (BC_Batch_1202171520) (2012, Feb 17, 3:20PM)


FTP Batch Process Two documents need to be copied to the BOR PROD folder.

1. Batch text file 2. BC_Batch_Entry_Import_BOR - an .flg file that flags the batch text file and initiates the processing of the

text file. If the FLG file is not present, the batch text file will not get picked up with the sweep. Its contents should not be changed.

Notes to the Process

1. The validation/import process checks file format and validates data, e.g. document ID, application area, GL coding (company/account/center combinations), etc. If a line of a document has an error, the entire document is rejected, so that documents are always processed in batch in their entirety. Available Funds checking is not done in this step; it is done in the nightly batch process; see Note 2. Designated personnel will receive an email showing a summary of the validation/import results.

2. Documents passing validation are added to a BC batch table and extracted daily at 4:35 pm for upload to the mainframe. Documents in text files pasted to the BC batch folder after 4:15 pm will be processed in the next day’s nightly schedule (assuming they have passed validation). The BC batch job runs M-F in the nightly accounting system batch schedules. Two reports, an edit report and an entry report, showing results of this job are emailed to designated personnel. These reports should be checked for errors or rejects and appropriate action taken.

3. Coding (company/account/center) is validated against the CC_GL_CACS table. This table includes GL coding as of the day before and is refreshed nightly. If you add coding to GL today, you will be able to use it in batch the next day.

4. Coding (company/account/center) also needs to be on the AFF. AFF is rebuilt on Wednesdays and Saturdays.

5. For test files, use the Test BOR folder link and paste the BC batch text file only. Notify BFM by email when you are ready to have the file tested.


Guidelines for Pasting a Production BC Batch Text File and the Related Flag File to the BFM Folder.

1. Don’t paste files too close to: 15 or: 45 past the hour. These are the times each hour when BFM’s event activation takes place. Event activation initiates processing of the job indicated in a flag file, in this case, validation and import of valid records in the BC batch text file (see Note A). You don’t want this job to start running in the middle of pasting your files. To have a text file’s documents processed in the same day you paste the file, you must do so before 4:15 pm and the documents must pass validation.

2. The folder should be empty when you paste files, unless you intend to replace files. And you can only paste one text file and one flag file at a time. If the folder already contains files, you will need to wait no more than half an hour.

3. If you paste files separately, paste the text file first, then the flag file. You should be able to safely paste both files at the same time, if it’s not too close to: 15 or: 45 past the hour.

4. After BFM’s validation/import job has run, the text file is archived to another folder and the flag file is deleted. The folder is empty and ready to accept a new set of text/flag files.


Posting the Batch and Flag Files

Using Citrix/full desk top

Open “bcbatch PROD” (Short cut added to desktop) \\bbpr1budget\apps\SDDSS\download\bcbarch\bor

Click on RGPR1NRT01 ON ESPR2TSV04 Go to: /H client/ directory where .txt files are stored /copy:

1. The batch file 2. The flag file

following the guidelines on the previous page.


Batch Output Reports

Both reports are sorted by document and line. In production, your documents will generally be among those from

other agencies.

BC_Batch_Edit_xxxx.pdf

The edit report shows the input records and any edit errors including incorrect format, GL coding, duplicate

documents, etc. Generally the validation process on import covers most of these types of errors. If there are edit

errors on a header, related lines will also be rejected. If a header is accepted and one or more lines reject, the

document will be placed on Hold in BC. Such a document would have to be completed online.


BC_Batch_Entry_xxxx.pdf

The entry report shows input transactions that updated the AFF and those that failed. The total page (second to

last page) shows totals for updated and rejected. Documents with rejected lines have to be completed online.


Designated personnel will receive an email showing a summary of the validation/import results.


FAQ’s Columns not lined up in the text file.

length is too long – length must not be > 146 Line amount and DR/CR are not in order Need to copy only Column Q

Not counting correctly entries correctly

Check the formula ‘@countif (P4:P1700,146)


Validation Errors A. CAC (Company/Account/Center) does not exist on G/L

> Go to CAS Screen 287 and Add the Company/Account/Center string

> The document is rejected

> Add the CAC on G/L (Screen 287) and resubmit the next day

A.


B. BD225: Funds not available for Company/Account/Center

> Nonsufficient funds message.

> Change funding source and resubmit batch text file (under new name).

> Submit a request to transfer authority. Once approved and transfer complete, resubmit

batch text file (under new name).

C. BC261: Not enough GL information exists for translated distribution.

> Company/Account/Center has not been updated on AFF.

> AFF updates Wednesdays and Saturdays

> The line can be entered online in BC and the document ended.


Is there a line limit on the batch? (Banner FUPLOAD is limited to 2000 lines)

BFM is not aware of a line limit for the batch files agencies create, but a BC document is limited

to 9,998 lines. The practical file limit is the amount of space allocated to the mainframe dataset

to which BFM uploads data each day. BC batch activity has been relatively small so far. If this

volume increased significantly, BFM may need to have that space allocation increased.

When we save the .txt file, do we need to use military time?

The goal is to help prevent duplicate file names. When creating files, you can use a date-time

stamp with military time (24 hour clock), e.g., BC_Batch_1204161438.txt (indicating 2:38 pm on

04/16/2012). As an alternative to the date-time stamp, you can use a document ID (that’s used

in the batch file) in the file name, e.g., BC_Batch_E152020190.txt

Can we enter a BC_Batch after between July 01 and BFM's July adjustment date with an effective date of

06/29/201X?

Yes. As with documents entered online, they must for adjustments of FY2012 business and be

effective 06/29/201X. (The effective is subject to change for each fiscal year. Refer to BFM’s

Year-End Closing memo)