if387 iog-journal entry inbound interface

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IF387 - Journal Entry Interface IOG

South Carolina Enterprise Information System

Interface Operations Guide (IOG)

IF387 - ournal Entry Interface

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Introduction

Document Purpose and Organization

The Interface Operations Guie !IOG" contains the interface specific infor#ation re$uire for%tate of %outh &arolina 'gencies to integrate (ith the %&EI% syste#) Each interface (illcontain a separate IOG (ith specific infor#ation) The IOG infor#ation (ill inclue the '*%nu#+er, escription, file na#e!s", ea#ples of loa reports, fre$uency, run scheule, errorconitions, etc) 'itionally, the IOG (ill contain the file layout for the interface)

General syste# upates can +e foun on the %&EI% (e+site, http.//((()sceis)sc)go0

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http://www.sceis.sc.gov/http://www.sceis.sc.gov/


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ournal Entry In!ound Interface

Interface "#S$um!er

IF387

In!ound%Out!ound

In+oun

Interface &itle Journal Entry In+oun Interface

Interface#escription

This interface pro0ies an auto#ate #etho for users to create generalleger ocu#ents) In %&EI%, users refer to these as 2ournal entry !JE"ocu#ents)

The sening agency (ill translate their current legacy syste# ata into %'Pata ele#ents an uploa through the Interface)

ith this interface, there (ill +e t(o specific processes create for JournalEntries) The first process consists of those Journal Entries that o not re$uireagency appro0al) The secon process consists of Journal Entries that neeto +e re0ie(e an appro0e +y the agency)

'ersion 4ersion 5)6

SCEIS Contact

Source System %tate 'gency %u+syste#s

#estinationSystem

%&EI%

Interface &ype Ta+-eli#ite tet file

ode 'synchronous

Freuency The 'gencies (ill trans#it the interface files as neee) Files ha0e the optionof +eing processe upon receipt +y %&EI% !at 36 to #inute inter0alsthroughout the ay" or +eing hel an processe in a +atch cycle at night)

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File $ame(s) In+oun interface file.9+us) area:)9source syste#:)if387)2ournalentry)in+oun)9ate/ti#e sta#p:

Ea#ple.e16)a1)if387)2ournalentry)in+oun)65676;68361

---

Error file.9+us) area:)9source syste#:)if387)2ournalentry)errors)9original ate/ti#esta#p:)9creation ate/ti#e sta#p:

Ea#ple.e16)a1)if387)2ournalentry)errors)65676;68361)65676;6511

---

4ali confir#ation file.9+us) area:)9source syste#:) if387)2ournalentry)confir#0ali)9originalate/ti#e:)9creation ate/ti#e:

Ea#ple.e16)a1)if387)2ournalentry)confir#0ali)65676;68361)65676;6511

---

Error confir#ation file.9+us) area:)9source syste#:)if387)2ournalentry)confir#error)9originalate/ti#e:)9creation ate/ti#e:

Ea#ple.e16)a1)if387)2ournalentry)confir#error)65676;68361)65676;6511

F&* *ath *eter#ine +y the security re$uire#ents of the sening 'gency)

anual +pload


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'ersion Control

'ersion #escription of Chan,e #ate

1)6 Initial 4ersion 67/61/665

)6 'e fiel for assign#ent nu#+er@ ae report ea#ples@ ae #anualuploa infor#ation@ ae error file infor#ation@ ae source syste# i to filena#es

67/6/665

3)6 &orrecte the heaer se$uence nu#+er siAe fro# to @ &orrecte thetransaction Bey in ocu#ent type fro# 'C61 to 'C6, entere 0ali 0alues inta coe

68/17/665

)6 &orrect the 0ali 0alues for ta coe, a aitional infor#ation) 16/67/665

)6 'e layout for 0ali D error return files 1/61/665

;)6 'e fiscal perio fiel at the en of the recor layout 67/61/616

7)6 'e oc types =< an I, 'e $uantity an unit of #easure fiels 16/1/616

8)6 ' info a+out G? account 0aliation to ensure agency is authoriAe to use G?accounts su+#itte on each recor in interface file

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8)1 &orrecte escription of 'ppro0al %tatus fiel currently not use 6/65/61

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File ayout

$o. Field $ame /e%Opt

&ype Si0e Format #escription

ID Segment

1 usiness 'rea C &'C 'gency &oe - e)g) E16 %ource %yste#

IentifierC &'C 'gency specific &oe to represent source

syste#) 'gencies iscretion to use uni$uecharacters as neee)

3 File *ate C *'TE 8 HHHH** File creation ate - e)g) 665631

File Ti#e C TIE ; %% File creation ti#e in hr for#at - e)g)183;

Transaction ey C &'C Ientifies the type of %'P transaction.

ey TransactionG?61 Journal Entry

'C6 iscellaneous Ceceipt

; 'ppro0al %tatus C &'C 1 %pace) &urrently not use

7 Process C &'C 1 1 K *eferre atch processing%pace K I##eiate processing

8 'ppro0al Grouping C &'C 1 %pace) &urrently not use)

Header Segment

5 eaer %e$uenceLu#+er

C L


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1; Gross *ocu#ent'#ount

C *E& 1 5!11")55 Gross ocu#ent a#ount !fiel is 1 igitsincluing a eci#al point an eci#alplaces"

17 G? 'ccount C &'C 16 !16" %&EI% &hart of 'ccounts to +e pro0ie forcross(alB/#apping purposes)

18 ?ine Ite# '#ount C *E& 1 5!11")55 ?ine ite# a#ount !fiel is 1 igits incluinga eci#al point an eci#al places"

15 *e+it/&reit In C &'C 1 N*N K *e+it, N&N K &reit

6 &ost &enter C &'C 16 !16" ?ist (ill +e a0aila+le +y agency oncecon0erte to %&EI% coes

1 Functional 'rea C &'C 1; !1;" ?ist (ill +e a0aila+le +y agency oncecon0erte to %&EI% coes

Fun C &'C 16 !16" ?ist (ill +e a0aila+le +y agency oncecon0erte to %&EI% coes

3 Grant C &'C 1 !1" ?ist (ill +e a0aila+le +y agency oncecon0erte to %&EI% coes) If not grant

relate efault 0alue is NLOT CE?E4'LTN)

Internal Orer O &'C 1 !1" If applica+le, list (ill +e a0aila+le +y agencyonce con0erte to %&EI% coes

% O &'C !" orB reaBo(n %tructure- If applica+le,list (ill +e a0aila+le +y agency oncecon0erte to %&EI% coes

; ?ine Ite# Tet O &'C 6 !6" '0aila+le for agency use to #ap legacyinfor#ation)

7 Ta &oe O &'C I6 '/P Ta Ee#pt !capital letter i, nu# 6"I1 '/P %ales Ta !capital letter i, nu# 1"


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*rocess Flo1chart

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/eport E2amples

There are se0eral reports that are e#aile +acB to the agency +ase on the %ource %yste# I*fiel) E#ail recipients are associate (ith each agency syste# an the reports are sent ase#ail attach#ents in a P*F for#at) The follo(ing are ea#ples of a notification report, a

successful report an an error report) ' trans#ittal notification report is sent (hen the file isrecei0e +y the syste#) The successful an error reports are sent (hen the ata is processe+y the syste#) The reports #ay 0ary slightly +ase on the interface type, +ut (ill +e si#ilar tothe ea#ples sho(n)

The follo(ing is an ea#ple of a trans#ittal notification report.

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The follo(ing is an ea#ple of a successful report.

The follo(ing is an ea#ple of an error report.

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Confirmalid te2t file layout

'n optional 0ali confir#ation file can +e create !on/off +ase on source syste#", ifre$ueste) This (ill contain the ocu#ents that (ere poste for a specific interface file an (ill+e (ritten +acB to the sa#e FTP foler as the in+oun file)

$o. Field $ame &ype Si0e Format #escription

1 usiness 'rea &'C 'gency &oe - e)g) E16

%ource %yste#Ientifier

&'C 'gency specific &oe to represent source syste#)$ote4 Same as on in!ound file

3 File *ate *'TE 8 HHHH** File creation ate - e)g) 665631

File Ti#e TIE ; %% File creation ti#e in hr for#at - e)g) 183;

Transaction

ey

&'C Ientifies the type of %'P transaction.

ey Transaction'P61 4enor *irect Pay In0oice'P6 4enor *irect &reit e#o'P6 Pay#ent to One-Ti#e 4enor$ote4 Same as on in!ound file

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Confirmerror te2t file layout

'n optional error confir#ation file can +e create !on/off +ase on source syste#", ifre$ueste) This (ill contain the ocu#ents that ha errors for a specific interface file an (ill+e (ritten +acB to the sa#e FTP foler as the in+oun file)$o. Field $ame &ype Si0e Format #escription

1 usiness 'rea &'C 'gency &oe - e)g) E16

%ource %yste#Ientifier

&'C 'gency specific &oe to represent sourcesyste#)$ote4 Same as on in!ound file

3 File *ate *'TE 8 HHHH** File creation ate - e)g) 665631

File Ti#e TIE ; %% File creation ti#e in hr for#at - e)g) 183;

Transaction ey &'C Ientifies the type of %'P transaction.ey Transaction

'P61 4enor *irect Pay In0oice'P6 4enor *irect &reit e#o'P6 Pay#ent to One-Ti#e 4enor$ote4 Same as on in!ound file

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iscellaneous *rocessin, $otes

The file for#at is a T'-eli#ite tet file)

'll recors (ithin the file ha0e three parts)

o ID Se,mentcontains syste#s infor#ation to specify ho( the file (ill +e processe)

It also contains infor#ation to uni$uely ientify a transaction +y the source syste#

that create it) I#portant. The ata in the I* %eg#ent shoul +e the sa#e for e0ery

recor on the file)o HEADERSe,menthas the heaer le0el infor#ation for the %&EI% transaction)

o DATA Se,mentcontains the line ite# infor#ation for the %&EI% transaction)

Each file sent for processing (ill +e uni$uely ientifie +y the co#+ination of usiness

'rea, %ource %yste# I*, File *ate an File Ti#e) Each co#+ination of this ata (ill +elogge +y the syste# an any su+se$uent files sent (ith sa#e co#+ination (ill +ere2ecte as uplicates)

'gency contact e#ail aresses (ill nee to +e pro0ie to %&EI% for each agency /

su+syste# that (ill use the interface) This infor#ation (ill +e re$ueste as part of atesting an acceptance process for each agency syste#) Trans#ittal controls, 4ali /Error reports, etc (ill +e e#aile to these esignate users as files are processe +ythe interface) In the ea#ples +elo(, notifications for syste# Q'1R (oul +e e#aile toJoe an ary@ To# (oul get the e#ails for the Q1R syste#)

'gency %yste# E#ailE16 '1 2oeSagency)go0E16 '1 #arySagency)go0E16 1 to#Sagency)go0

's each interface file is processe, an error file !containing only the ocu#ents that o

not post" (ill +e (ritten +acB to the sa#e irectory as the in+oun file) The file layout ofthe error file is the sa#e as the in+oun file) The error coes for the ocu#ents aresent +acB 0ia the error report) 'gencies can opt out of this error file creation on a per-

syste# +asis)

's each recor is processe, a 0aliation checB (ill +e co#plete to ensure that the G?

account !ata seg#ent 17" is 0ali for the agency to post against !G? account 'uthGroup")

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General F&* *rocessin, $otes

The preferre #etho of ata transfer (ill +e 0ia secure FTP, an %&EI% (ill host an FTP%ser0er for this purpose)

There (ill +e a foler structure set up on the ser0er for each +usiness area) %u+-folers (ill +ecreate if necessary +ase on the security re$uire#ents of the sening agency) %ecurity (ill+e set up appropriately on the folers so that users (ill only ha0e access to their ata)

In the ea#ple +elo( there are separate 'C an 'P interface folers for +usiness area E16)On the other han for E1;6, all interfaces (oul use the sa#e FTP foler - Q/e1;6R)

/e16/ar/ap

/0enor/e1;6/e66

/fi/##

To sen files to %&EI%in+oun or recei0e files fro# %&EI%out+oun interfaces, FTP% clientsoft(are (ill +e use on the agency sie) Ea#ple FTP connection options are sho(n in thefollo(ing print screen) !

if387 iog-journal entry inbound interface

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