CM MD70 Bank Interface

MD.070 - MODULE FUNCTIONAL AND TECHNICAL DESIGN

XX211 CE Bank Statement Interface

Author: Lingutla Rajesh

Creation Date: 21-Dec-2010

Last Updated: 21-Dec-2010

Version: 1.0

Document Control

Change Record

3

Date Author Version Change Reference

21-Dec-2010 Rajesh 1.0 Initial Version

Reviewers

Name Position Date

DenBesten Tim XX Technical Lead

Approvers

Name Position Date

Salli Churchill XX Project ManagerArunova Majumdar Genpact Project Manager

Contents

Document Control..........................................................................................2

Preface.........................................................................................................1

Intended Audience....................................................................................1

Functional Design Approval.............................................................................2

Functional Topical Essay.................................................................................3

Scope and Application...............................................................................3Impact to 3rd Party Systems...................................................................3Process Change Impacts........................................................................3Assumptions............................................................................................3Definitions...............................................................................................3Setups and Requirements..........................................................................4Business Rules........................................................................................4Data Elements..........................................................................................4Selection Criteria......................................................................................4Data Transformation/Translation.................................................................4

Solution Design...........................................................................................5

Functional Overview..................................................................................5

Selection criteria:............................................................................................6

Data Flow Diagram.........................................................................................8

Process Flow Diagram....................................................................................9

User Procedures..........................................................................................10

Program Navigation................................................................................10Input Parameters....................................................................................10Error Handling/Troubleshooting.................................................................10Running/Scheduling................................................................................11User Test Plan.......................................................................................11

Technical Overview......................................................................................12

Approach--.............................................................................................12Module List--..........................................................................................12

Concurrent Program.....................................................................................13

Calling Arguments...................................................................................14Log Output.............................................................................................14Table and View Usage.............................................................................14Program Logic (pseudo code)...................................................................14SQL Statements.....................................................................................15

Default Data Sources..............................................................................15Validation Logic......................................................................................15Incompatibility........................................................................................16Performance Considerations....................................................................16Value Sets.............................................................................................16Synonyms.............................................................................................16Archiving...............................................................................................16Tables, Indexes, Sequences.....................................................................16

Test Plans...................................................................................................17

Unit Test Plan........................................................................................17

Open and Closed Issues............................................................................18

Open Issues.........................................................................................18Closed Issues.......................................................................................18

Preface

This document describes the process of interfacing Bank information from Bank to Oracle Cash Management. The document relates the functional mappings from the existing Banks into the individual fields in Oracle which makes sure the information being interfaced from Bank System is correctly represented and maintained in Oracle Cash Management.

Intended Audience

Audience of this MD70 document can be both the functional users and the technical group. The functional area mentioned in this document can be used by the functional users and the technical portion can be ignored as the technical section gives the technical details of how the interface is build from a technical stand point.

The technical audience can also review the functional area for the functional requirements for this interface.

Functional Design Approval

Approvals:

Salli Churchill XX PM

Arunava Majumdar Genpact PM

Functional Topical Essay

To eliminate the need for manual support over the Bank process, the proposed solution will interface the data file from Bank system into Oracle Cash Management. This interface will map the Bank related components with correct flexfield segments to create the journals. This will ensure that specific charges are being captured in the correct spot. The Bank data file will have the Bank details and also Oracle GL Flexfield segment values for appropriate expense tracking and budgeting needs.

Scope and Application

Impact to 3rd Party Systems

In order to fully support the business process within the Oracle R12 environment, with new, additional work/changes will need to be performed on existing 3rd party applications within the XX application footprint. This section applies as needed. Specifically, these are:

Currently the bank statements are downloaded from bank site. They are available in formats like CSV, XLS, PDF, etc. but going forward, for automated loading the statement need to be in BAI2 format

Process Change Impacts

Bank statement should be placed in the concern path before running the bank interface. This file will be imported, using Oracle standard programs, to create the statement. The statements will be utilized for Bank reconciliations, generation of accounting entries, reporting, etc

Assumptions

The accounting period in Accounts Payables, Accounts Receivables and General Ledger are open.

Bank transaction codes according to the “Harris Bank (HB), Bank of Montreal (BOM)”.

The Bank Statement File in the Format “BAI2“ should be handled only one time by the CE user, after download the weekly file from the bank.

The bank statement file from the HB and BOM website systems has been downloaded onto a shared network drive.

The Business owns the bank statement data file from the HB and BOM systems and the rights to the folder where it is stored.

A custom concurrent request will be scheduled to transfer the bank statement file from the shared network drive to the Unix Server.

The bank statement file will be available under $XXCE_TOP/data/in on UNIX server.

Definitions

HB and BOM Banks – 3rd party payroll system

Functional Details

Setups and Requirements

Oracle Cash Management setups required for the import of Banks data from Bank system should be completed before importing the Banks data.

Business Rules

- Basic process requirements

Data from Bank system will be automatically loaded into Oracle with the help of standard Bank Interface on bi weekly basis.

- List of exclusions/inclusions, which must be considered while designing the solution.

There must be a master mapping file for both XX Manufacturing and Workrite to map each individual to a respected cost center.

Selection Criteria

While running the CM Bank Statement Interface program in Oracle, select the required parametsr to load from data field into Oracle.

Data Transformation/Translation

The concurrent program which will be used to create the Bank Details from Bank system should be scheduled in Oracle based on the exact requirements.

Solution Design

Functional Overview

The solution for Cash Management needs to be designed and developed for the bank statement file in “BAI2“format provided by Harris Bank & Bank of Montreal.

The proposed Cash Management solution in Wave1 involves the following steps :

1. A custom concurrent program (XX CE Bank Statement Loader) to transfer the BAI2 file with adequate privileges / access to Unix server..

2. Oracle standard loader program will transfer the file to Oracle interface table with standard validation

3. Oracle standard import program will import the statements from interface table. This will create the statements and are available for reconciliation, accounting and reporting activities.

4. Custom program to move the file to archive folder, to avoid it from processing again

5. Perform the reconciliation, accounting & reporting activities. Automatic reconciliation will be dependent on level of details available in bank statement like check numbers, etc.

6. E-mail notification to users with status of loading & importing

7. The statements in interface need to be purged periodically for better system performance

Selection criteria:

Mapping Information

The different fields in BAI file need to be mapped to Oracle Cash Management table to facilitate the import. These needs to be done using the standard Oracle mapping form (refer to below screenshot)

Headers:

Lines:

Data Flow Diagram

NA

Process Flow Diagram

The high-level Bank statement process flow from Statement download -Banks to Reconciliation in Oracle Cash management module.

Bank Statement Data file is transferred to Folder ‘KV_TOP/CE/In’ in Unix server From network drive.

Schedule Oracle Request set

Req 1: Bank Statement Lines are imported to CE Interface Table

Req2: Run Request Bank Statement import (& AutoReconciliation)

Bank Statement Interface Process Flow

Req3: Email notifications for exception records in Oracle Interface table

CM User/ Manager will download Bank Statement into network drive

START

END

Req4: Program to move the file from ‘KV_TOP/CE/In’ to ‘KV_TOP/CE/Archive’

QFD

Quality Function Deployment (QFD) is used to identify the best solution on the basis of ranked CTQ’s. Use this tool when there are multiple solutions available and a decision has to be made.

Example – Three solutions are available, one has to be selected.

*******************************************************************************************************

Alternative # A B C D         

Options No ChangeManual Entry into Oracle CM

Automate Process

DescriptionManual – Outside Oracle

Manually key in entire Bank Statement

Schedule the Upload with Auto reconcile

Fewer than 10 touch points  0 2 30 to Negligible Customization 0 2 3Proven technology 1 2 4 0 to Negligible training required 0 2 3       

Con's      More than 10 touch points 4 2  1 High Customization  0 1 2 XX team to work in more than 1 apps 1 3 3Un proven technology  0 2 2New apps training required  0 1 3

5 17 24Legend : Ranking goes from 0-4 where 0 meaning the least and 4 the max             

User Procedures

This section describes the the user interactions for the interface.

Program Navigation

Concurrent Program Name:

XX Bank Statement Interface

Navigation Path:

1. Switch to Cash Management Responsibility

2. Run the Bank Statement Interface.

Input Parameters

----

Error Handling/Troubleshooting

The different exceptions and exception handling is summarized below:

Stage / Exception Exception Handling

Staging Table

1. File not loaded in specific folder or do not have proper privileges / access

For the interface, need to run the program ‘Bank Statement Loader’ which will have the details like BAI2 file name, file path, etc. This program will also trigger other programs including ‘Run SQL*Loader- BAI2’

For this exception, this program will error out and log file will indicate that there are no files available.

Place the file with proper privileges / access.

Oracle Interface Table

Statements are not imported for following reasons:

a. Duplicate statement number For this bank and date, statement is already created. Please review the existing statement before importing

b. GL period is closed Check the GL date specified in Import program

c. Validation failed for control total information in bank statement like begin balance, closing balance, line count of payment & receipt, amount

As these are optionally, it will be warning messages only and statement will be imported

of payment & receipt

d. Bank transaction codes not setup If they are not setup, the entire statement will not be loaded.

The output of the program ‘Bank Statement Import Execution Report ‘ will give the reason and also line number

The new transaction code needs to be defined and run the import program again.

e. Exchange rate not defined If the line is foreign currency denominated line, defined the exchange rate and run the import program.

Reconciliation related As these are standard Oracle errors, please refer to exhaustive list of exceptions and resolution

Running/Scheduling

The scheduling of this will be decided based on all the interface scheduling decided later.

Use Cases for Unit TestingUse Cases 1

Actors Cash Manager Super UserPurpose Creating Bank Statement lines and Reconciling to GL-Journal Entries, AP-

Payments and AR-ReceiptsPrecondition Bank Statement File exist on the Oracle eBusiness Suite Instance

(Journal Entries, AP-Payments and AR- Receipts are created)Assumption The Requests will arrange the Bank Statement File Data and store it in the

Bank Statement Interface, AP, AR transactions are available for Reconciliation.

Main Path – Actor Actor Action System Response

Cash Mgt Super User

(Resp) Cash Manager Super User (M) Other> Programs> Run, Request Set (B) OK, Search for Bank Statement Load, Enter Parameters (B) OK, (B) Submit

Program submitted

In the bank statement, Ensure that there are transaction codes enabled

System will create bank statement interface line

In the bank statement, Ensure that there are transaction codes with Multicode enabled with both credit & debit entries

System will create bank statement lines with +ve and –ve amounts

In the bank statement, Ensure that there are transaction codes . This receipt needs to be created manually.

System will create bank statement interface line with unreconciled receipt

Create a payment batch with dates & amounts matching debit entries in the bank statement.

System will create bank statement interface line with unreconciled payments. When Auto Reconciliation is done, these payments will be matched.

In the bank statement, enter an entry for bank charges, direct debits, payment to customer, unfulfilled supplier payment (credit of payments that the bank cannot process)

System will create bank statement interface line with unreconciled payments / receipts. These records will be matched manually.

Create Automatic / Manual Receipt, Negative Receipts based on Transaction codes.

Program will create necessary AR transactions for Reconciliations

Run necessary reports For completion/ review please run relevant reports.

Technical Overview

This document describes the interface for Cash Management Bank from source system to Oracle Cash Management. The Bank interface will be able to accept data from source system and validate it before processing, using Custom shell script program defined below, finally Import the data to Oracle Cash Management through the standard Import Program.

Approach--

To upload the Banks data one request set has to be submitted i.e “XX Bank Statement Interface ” which will run the following programs in a sequentially.

1. Load the data from Flat file from the UNIX directory $XXCE_TOP/data/in to Oracle standard interface table.

2. Run the Standard Loader and Import program to create the statement in Cash Management

Module List--

XX Banks Statement Data Upload

Loading the data from data file to Oracle staging table

Concurrent Program

Concurrent Program Executable:

Executable XXBANKSTMTUPLOADShort Name XXBANKSTMTUPLOADApplication Custom Cash ManagementDescription XX BANK STMT Data UploadExecution Method HostExecution File Name

XXBANKSTMTUPLOAD

Subroutine Name

Concurrent Program:

Program : XX BANK STMT Data Upload Enabled [ X ]Short Name : XXBANKSTMTUPLOADApplication : Custom Cash ManagementDescription : XX BANK STMT Data Upload

Name Options MethodXXBANKSTMTUPLOAD Host

Request Type: Use in SRS

(Yes/No)Allow Disabled Values (Yes/No)

Run Alone (Yes/No)

Enable Trace (Yes/No)

Restart on System Failure (Yes/No

NLS Compliant (Yes/No)

Yes Yes Yes

Format:

Save (Yes/No)

Print (Yes/No)

Columns Rows StyleStyle

Required (Yes/No)

Printer

Yes No

Conflicts Domain ParameterSEQ PARAMETER DESCRIPTION ENABLED

Value Set Description

Default Type Default Value

Required Enable Security Range

Display SizeDesc Size

Conc Desc Size

Prompt Token

COMMENTS/SPECIAL INSTRUCTIONS

Incompatibilities:

Calling Arguments

Argument Prompt Value Set Default Value

Table and View Usage

Table Name Select Insert Update Delete

Program Logic (pseudo code)

BEGIN

The data file is places in the Oracle business UNIX folder $XXCE_TOP/data/inRun the Custom concurrent program which will perform the following actions

Load the data files that we got from bank to oracle standard interface tables.

The script then achieves the files into archive ($XXCE_TOP/data/archiv).

END

SQL Statements

NA

Default Data Sources

Table Column Source Value

Validation Logic

Error Conditions:

Bank name, Bank account number, Bank Branch Name, Amount, Currency values passed in the flat file was wrong.

Warning Conditions:

NA

Incompatibility

Make the program incompatible to itself

Performance Considerations

NA

Value Sets

Value Set Size Type Rqd Validation/Values

Synonyms

Owner Object Grantees

Archiving

After the data file is read and the data is inserted into the staging table, the data file should be archived to the archive folder with a current timestamp.

Tables, Indexes, Sequences

Tables:

NA

Indexes:

NA

Sequences:

NA

Test Plans

Unit Test Plan

Seq Action Expected Results Actual Results1. Place the data file in Unix directory

$XXCE_TOP/data/in2. Upload the Bank data file in Oracle. Run the custom program and

review the Interface table whether the data is successful or not.

3 Uploading the data from standard interface to cash management

Run the standard import program which should pick the data from standard interface to the cash management tables

Open and Closed Issues

Open Issues

Business ID Issue Resolution Responsibility Target Date Impact Date

Closed Issues

Business ID Issue Resolution Responsibility Target Date Impact Date