Systems Admin - Deposit Refund Process

Finance Interface Process Documentation - bluQube

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Version Control

Version Summary of Changes Author Date

1.0 Initial document Steve Best 21/04/2015

Application BluQube Finance system

University Sponsor and Business Area

Azim Sachedina Head of Financial Operations

Finance Department

Stakeholders Finance Department Finance network Group, Faculties and Departments

Service Owner (“Customer”)

Rob Pearce, Finance Transactional Manager, Operational Finance Department

Service Manager (IT Provider)

Keat Khoo, ITS Head of Applications & Delivery

Version 1.1 Date 21/04/2015

Author Steve Best


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Document Overview

Kingston University utilise the bluQube application, from Symmetry, for General Ledger, Accounts Receivable, Accounts Payable and Purchasing. The following document details the different interfaces that are in place, along with procedures that have to be followed and details on any validation files.

Contents

Document Overview ................................................................................................................................ 2

Deposit Receipts - ITS ............................................................................................................................ 2

Deposit Refunds - ITS ............................................................................................................................. 2

Deposit Refunds – Finance Team .......................................................................................................... 4

Deposit Receipts - ITS

This source of data for Deposit Receipts is bluQube and database package DBP_DEPOSIT_RECIPTS is the main source code being used to import, validate and process the data.

The interface gets triggered through an oracle database job that runs at 10 pm every night. This interface job selects data from HES_DDOCUMENTS table in bluQube for the Deposit Receipt document types mapped in MAP_DEPOSIT_RECEIPTS.

Data is validated for against the business rules and easylink rules and valid and complete data is inserted into DEPOSIT RECEIPTS table. Insertion to this table triggers the data to be inserted in table KU_PAYMENTS_IMPORT in RMS.

Database job produces a CSV file as an output of the deposit receipts those have been imported successfully by the interface.

Deposit Refunds - ITS

This source of data for Deposit Refunds is RMS and database package DBP_DEPOSIT_REFUNDS is the main source code being used to import, validate and process the data.

External system name for this interface is ‘DEPOSIT REFUNDS’. The interface gets triggered through an oracle form. This runs for Purchase Ledger (P/L) and Sales Ledger(S/L) as two separate menu items. Menu item to run this for P/L interface is in bluQube Menu structure under Accounts Payable Payments Import Deposit P/L Refunds from RMS (Figure 4.1) and for S/L is under Accounts Receivable Import Deposit Sales Ledger Transactions (Figure 4.2)


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*

Figure 4.1 Figure 4.2

This source of data for Headed Tenancy is RMS and database package DBP_DEPOSIT_REFUNDS is the main source code being used to import, validate and process the data Deposit refunds interface pulls data from RMS. This pulls all the charges and deposit refunds transactions from RMS tables:

ACCT_T_PAYMENT

ACCT_T_PAYMENT_DETAILS

MAP_DEPOSIT_REFUNDS

PPLE_T_PERSON

PPLE_T_STUDENT_PROFILE

PPLE_T_USER_DEFINED

Using mapping tables interface determines the transaction type if it is Debit or Credit (DR or CR) and data is then inserted into the first holding table KU_FINANCE_EXPORTS_REFUNDS. Data is then checked for different types of Cr and Dr transactions and inserted into second intermediate table DEPOSIT_REFUNDS. Date selected from DEPOSIT_REFUNDS table is checked for its completeness and validity and valid data gets loaded into DEPOSIT_REFUNDS_TEMP to present this to EasyLink.

In case, finance officer is expecting data from Access which hasn’t come through, tables KU_FINANCE_EXPORTS_REFUNDS, DEPOSIT_REFUNDS need to be looked at for the validity and for the flags whether there is any valid data lying as unprocessed. Successful run of the interface should create batches in bluQube for each document type. If there are no batches created or batches don’t agree, it’s worth looking at easylink holding table < HES_EL_NEW_FIN >. Before the data is handed over to easylink for processing, it is checked for its validity and completeness. Only valid and complete data is inserted into holding table and errors / exceptions are reported on exceptions report. There might be a


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case that data exists in the holding table but that cannot be seen in batches. Status in the holding table will explain reason to these.

Summary Report as a final step of the interface, reports back the document type, count, value and batch information of the data expected and data actually processed in bluQube. This report will also reflect the difference and this should ideally tally with the exceptions report; if it doesn’t, that means there is some data lying in easylink holding table left unprocessed.

Deposit Refunds – Finance Team

The whole deposit refund process in done in 2 stages. The first part of the interface is run out of the RMS (Residential Management System) system. Before running this interface we will need to liaise with the accommodation department, usually on a Friday to see if they are allocating any students to halls. We cannot run the interface when the accommodation department are allocating as this will affect the whole process. Once the accommodation department have completed their allocating process they will let us know so that we can run the interface.

We also do these interfaces for 3 different types of deposit refund, End of Licence, No Starters and Early Leavers.

Stage 1 – RMS Side

1, Log into RMS and click on the reports tab. On the left hand side you will see a list of options to expand. Choose Customized Reports, then Accounting and then click on KU Deposits to Refund. This will be if you are refunding Early Leavers or End of Licence. If you are running deposit refunds for no starters then you’ll need to run the KU Deposits to Refund (No Starter) (Figure 1.1)

Figure 1.1


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2, Click Preview and choose the current academic year and Group (Figure 1.2) and then click Continue. This will then generate the report you’ve requested.

Figure 1.2

3, You’ll need to save the report. Click save, export and choose Microsoft Excel 97/2000 Data Only and save to R\FOS\RMS\Year\Refundsddmmyyyy. Export. A box will show that it’s completed.

4, Open the excel file you’ve just saved and save as an excel 2010 version and delete the old one.

5, Format sheet as per the previous one (see for fonts and colours etc), getting rid of blank columns apart from column D as this will be used for comments. (Figure 1.3)

Figure 1.3


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6, Highlight all and sort by “check out date” and look at amounts. If you are looking at early leavers then they carry a £50 early leavers charge so you should see amounts of £250. If you have amounts that are higher then you’ll need to check RMS. The check-out dates should only be from the last time you ran the report.

7, To check RMS go to the Applications tab and enter the ID number and continue. Look at the application notes. If the notes don’t look enough, call Martina Harvey in the accommodation department and see if she can help. She may be able to look into a part of RMS we don’t have access to. You can also check the People Tab and enter the ID to check the liability statement. Once ID entered in the Univ.ID field click continue. Then expand the Accounting Reports on the left hand side and click on Liability. You should be able to work out any anomalies from there.

8, If there is an amount of £318.00 it would possibly mean that there is a returner who has had a refund already but a cleaning charge has been credited. As it is a returner we would have to change the amount on the export to £18.00 as the £300 will be refunded at the end of the year. This will not come through on the interface so it’ll have to be entered manually as the original deposit has already been refunded (you can check the liability to make sure). We will need to contact Martina Harvey as she will need to contact the halls manager in order to cancel the £18 charge. To check this go to the People tab, enter student ID and then click on Liability Balance.

If there are any negative values (credit values) again, check with Martina in the accommodation department.

9, After these checks have been done, check for debt on bluQube either one by one or by running the debtors report and doing a lookup against your refund spreadsheet.

10, If a student has a debt we must transfer the halls deposit to debt first then tuition and then anything else remaining. In the “Type” column on the spreadsheet, write the type of debt you are transferring and then the amount to transfer. Continue to look at all debtors and complete the spreadsheet. Do totals with formulas from the previous spreadsheet.

11, When the spreadsheet is completed we now need to look at alternative payees to see if there are any bank names or sponsor names. If there are we will need to go into RMS to rectify. This is the name which will come out in the cheque to the student so it needs to be a name.

12, If there are any out of the ordinary names we will need to go into RMS to rectify. Go into RMS, Applications tab and enter ID number and continue. Click on the V in the application box, then “User Define” and then you can change the deposit payee. If you have a bank name then just remove it as the deposit will go back to the student. Also look for lettering in students name as it could be a Scandinavian spelling, in which case the student probably will not be able to bank the cheque due to the name being different to the account.

13, Once completed print the spreadsheet complete with the name of the file, page number and date.

14, Repeat the process for end of year (selecting previous year) and the No Starters. Do this fortnightly. In June/July, do this weekly.

15, Once the spreadsheet has been completed, print and pass to sign off. Once Chris signs this off we can go into RMS and process the refunds in readiness for tomorrow.

16, To do the refunds in RMS, you’ll need to go to the Accounting tab, enter RMS ID from your spreadsheet (or student ID if you prefer). Continue.


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17, from the left hand side menu select Transactions and then click on liability refunds. Depending on which spreadsheet you are working from depends on which option you choose (Early Leavers, End of Year or No Starters) (Figure 1.4)

Figure 1.4

18, Choose your option and academic year.

19, Click on Item and check your spreadsheet columns to see what you are doing (whether you are transferring to debt or refunding). If you have any to transfer to debt then do this first then do the refund as the transfer to debt will decrease the amount of the deposit refund. If it’s a full refund choose the 1

st option, Deposit Refund (Figures 1.5 Transfer to Debt Example & 1.6 Full Refund

Example)


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Figure 1.5

Figure 1.6

20, In the description type Refund. This will come up in the narrative in the interface. Enter the amount as per the worksheet and continue.

21, Repeat the process if you have any more (selecting from the accounting tab)

22, If you have any transfer to debts you’ll need to follow steps up until point 19. So you’ll go to the Accounting tab and enter the RMS ID or Student ID number and continue. Enter the term and academic year. In the Item field instead of choosing Deposit Refund choose Deposit Transfer to Debt. In the description type in the amount then Deposit Transferred to Accommodation/Tuition Debt


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depending on which debt you are transferring to. Always transfer to Accommodation in the first instance, then tuition, then any other debt the student may have.

23, Enter the amount in the amount field and continue.

24, Click on the liability refunds again on the left hand side and this will show the remaining to be refunded if any.

25, Once everything on the spreadsheet has been done, you can now run the validation (**Never do this on a Friday!)

26, Go into the Reports tab of RMS. Select Customized Reports from the left hand side and then choose Accounting. Select KU Deposit Refund Validation and preview. (Figure 1.7)

Figure 1.7

27, Select the date parameters (i.e. All the ones you entered on RMS today) and click process (Figure 1.8)


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Figure 1.7

28, Once the info has been retrieved (Figure 1.8) you’ll need to save the file. File, Save As RMS Validation Report dd/mm/yyyy and save in R\FOS\RMS yy/yy\Refunds

Figure 1.8

29, Open up excel and open file just saved as the file you’ve just saved would have been a csv file. Format the excel file and get rid of the blank columns. If you are doing End of Year deposit refunds


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then you may have returners on the spreadsheet and these may come up as £600, in this case change the amounts to £300

30, If you have any amounts over £300 then check the liability in RMS (Under the People tab) to see any anomalies. If in doubt, contact the accommodation department.

31, Once completed and formatted, print and keep with all your other documentation. As this is an overnight interface you’ll have to do Stage 2 (the bluQube side) tomorrow.

Stage 2 – bluQube Side

1, Log into bluQube and select Accounts Payable\Payments\Import Deposit P/L Refunds from RMS. It is imperative that you import the Purchase Ledger side first. Doing the Sales Ledger first and the interface will not work. You will also have to reverse each entry one by one. You may have to liaise with ITS to see if the data is still in the intermediary tables for the interface to work again too. (Figure 1.9)

Figure 1.9

2, Once you’ve selected Import Deposit P/L Refunds from RMS you’ll need to start at Step 1. Click on Sweep and wait for the interface to run. It’ll then give you a run number. Figure 1.10


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Figure 1.10

3, Go to Step 2 and select your date (i.e. today) and run number from Step 1 and click on Run Report. This will generate a validation report and this will advise if there are any issues with the data which there shouldn’t be. Print. (Figure 1.11)

Figure 1.11


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4, Go onto Step 3 and click Sweep to present the data to Easylink. This brings the data from the intermediary tables on the Easylink tables to bring it into bluQube. Wait until it reaches 100% before moving to Step 4. (Figure 1.12)

Figure 1.12

5, Go onto Step 4 and select today’s date and the run number given in Step 1 (also same as Step 2) and click Run Report and this will generate your Submission report. Print. (Figure 1.13)

Figure 1.13


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6, Interface finished, we will now need to reconcile the spreadsheets. The report doesn’t do credit balances so any transfer to debts are classed as a minus figure as is the charges. Add your deposit and cancel charges minus your transfer to debts minus your charges and this should equal the total on your spreadsheet. (Deposit + Cancel Charges - Transfer to Debt – Charges = Spreadsheet Total)

7, You may need to include lines from the spreadsheet which are due to be input manually. This would work out Batch Amounts + Manual Lines = Total.

8, Once you have balanced you can go back into Accounts Payable in bluQube and post your batches (* making sure any manual items have been entered into these batches). If this needs to happen go into the appropriate batch and use the RMS ID as the Supplier Ref. The Supplier Number is the RMS………..Student ID. Tab down and enter the amount. Your comments will be “Cancelled Damages” etc. Nominal Analysis is always 1572. Take note of the P Reference Number and write it on the liability print off.

9, Once you’ve finished, you can post your batches on the Accounts Payable side.

10, Staying in bluQube go to Accounts Receivable\Interfaces\Import Sales Ledger Transactions. (Figure 1.14)

Figure 1.14


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11, This is pretty much the same set up as the Accounts Payable side as it follows the same process. Click on Sweep on Step 1 to get your run number. (Figure 1.15)

Figure 1.15

12, Step 2, select todays’ date and the run number given in Step 1 and Run Report. Print. (Figure 1.16)

Figure 1.16


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13, Step 3, click on Sweep to present the data to Easylink. Wait until the bar gets to 100% before moving onto Step 4. (Figure 1.17)

Figure 1.17

14, Step 4, select today’s date and run number given in Step 1, then click on Run Report to generate your Submission Report. (Figure 1.18)

Figure 1.18


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15, Once you’ve balanced you can go into the batch and match all the receipts before posting. Go into the batch and click the playing cards to match the receipt, once done click on the green arrow to move onto the next document in the batch.

16, Once this task has been completed, you can come out to the batch header and post.

17, Email the RMS Spreadsheet(s) to the Accounts Payable Department Noticeboard so that they can do the payments run.

18, **If there is a failure on the SL interface and the student doesn’t come across we will need to set up manually. Go into RMS, People tab and print the liability for the student to prove the deposit has been paid. Notify Accounts Payable so that they can set up the account in bluQube manually.

Systems Admin - Deposit Refund Process

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