General System Design

MFASISCREF: EFTCash Receipts (CREF)

Document Review and Change Summary
Version/
Review Date / Brief Summary of Changes From Prior Version / Changed By / Document
Reviewers
Version 1.0
04/23/10 /
  • Original
/ Joo Kook
Version 2.0
06/17/2010 /
  • Changed attribute requirements for fund accounting based on reference section
/ Phillip Platt

Table of Contents

1.Overview

1.1.Document Definitions and Naming Conventions

1.2.Document Usage

1.3.Logical Document Component Structure

AdvantageME CREF Document Structure

2.Publishable Specification

2.1.Transaction Layout: CREF

2.1.1Document Prefixes

2.1.2Data Repository

2.1.3DOC_ID Standard

2.1.4CREF AMS_DOC_EXPORT_XML_FILE root element attributes

2.1.5CREF AMS_DOCUMENT root element attributes

2.1.6CREF Document Component: CR_DOC_HDR

2.1.7CREF Document Component: CR_DOC_VEND

2.1.8CREF Document Component: CR_DOC_ACTG

2.1.9CREF Example

1.Overview

1.1.Document Definitions and Naming Conventions

This section describes/defines the DTD naming conventions applied in this document.

Transaction Layout Definitions

  • Attribute – The name of the data element in the database, as well as the name of the XML tag.
  • Caption – The label on the User Interface that defines the data element.
  • Description – A textual description of the data element.
  • R/C – Required/Conditional. Required specifies that the data element is required by the interface for the transaction to successful submit. Conditional means that specified conditions must be adhere to by the interface for the transaction to successful submit. No value specifies that the data element is optional by the interface for the transaction to submit.
  • Type – The data type of the data element.
  • VarChar – Variable Character text. Alphanumeric data.
  • Byte – Unsigned character.
  • Char – Character. Fixed length alphanumeric text, required to meet the exact specified size.
  • Date – Date Format YYYY-MM-DD
  • Decimal – Numeric value with a specified decimal position (9,3) = 999999999.999
  • Boolean –True/False. True conditions = “true”, False conditions = “false”.
  • Memo – Alphanumeric Text with a maximum of 1500 characters.
  • Currency – Numeric, with two decimal positions. Format 9999.99.
  • Integer – Numeric value, a whole number.
  • Long - Numeric value, a long whole number.
  • Size – The (numeric) size of the data element
  • AdvantageME Notes – Notes specific to the AdvantageME data element.

XML Definitions and Conventions

  • Root - The upgraded MFASIS XML file and document root declaration identify the required root elements that must be contained for the XML file or document (transaction) to load into MFASIS. The upgraded MFASIS XML file must contain a single root element that contains specified attributes, at the file level. Each document transaction contained within the XML file must also contain a root element that contains the specified attributes, at the document level.
  • Attributes - Attributes are name-value pairs that occur inside start-tags after the element name.
  • Elements - Elements are the most common form of markup. Delimited by angle brackets, most elements identify the nature of the content they surround. Elements normally begins with a start-tag, <element>, and ends with an end-tag, </element>.
  • CDATA Tags - In a document, CDATA instructs the parser to ignore (most) markup characters. Between the start of the section, <![CDATA[ and the end of the section, ]]>, all character data is passed directly to the application, without interpretation. Elements, entity references, comments, and processing instructions are all unrecognized and the characters that comprise them are passed “literally” to the application.

1.2.Document Usage

Within the State of Maine financial system, departments and external agencies generate cash receipts directly in their own, independent, external systems. At the current time these cash receipts are manually entered into AdvantageME.

Parts of the Cash Receipt Document:

The Cash Receipt document has 3 components. These components will be populated through the State’s CR interface:

Header- Contains information common to all lines, such as date-of-record, budget fiscal year, accounting period, bank account code, payment type, and document total.

Vendor– Is the main data entry point in which you will enter information associated with a payment. Fields in this section include vendor/customer code, billing profile, document line number, check number, payment date, and other payment information (for example, credit card information, non-sufficient funds check information).

Accounting Line– Contains event type and account distribution information for the payment entered. Ledger and table updates use the accounting lines on the cash receipt to make their updates.

1.3.Logical Document Component Structure

AdvantageME CREF Document Structure

2.Publishable Specification

2.1.Transaction Layout: CREF

Action Code (OE) / Component Description
Document Component / AMS_DOC_EXPORT_XML_FILE / R / XML file root element.
AMS_DOCUMENT / R / Document root element.
CR_DOC_HDR / R / Lists general information associated with the entire cash receipt.
CR_DOC_VEND / R / Lists selected Customer for providing the goods/services. Customers are selected from a pick list that is populated by the Vendor/Customer (VCUST) table.
CR_DOC_ACTG / R / Lists the accounting funds for each accounting line.

R – Required

CR – Conditionally Required: Required only if modifying a field within that component

O – Optional

NOTE:Every field listed in the following tables MUST be included in the XML script. For this purpose, “null” may be a valid value (see the XML sample attached).

2.1.1Document Prefixes

In order to identify the interfaces by agency and type, the following codes have been assigned. References will be made to these codes throughout the mapping document:

External Interface / File Prefix / Document Creator ID
Agriculture / License fee / AGR / INTFAGR

2.1.2Data Repository

A central repository will exist for each interface partner.The server location is som-isa1asmom02.som.w2k.state.me.us. Security permissions will be such that only the agency partner specified can access the file structure(s) assigned to them. Note: Advantage technical personnel and OIT systems personnel will have permission to access all folders.

Each agency will PUSH their CR files to corresponding inbound folder (see below). A copy of the file is automatically archived for historical purposes.

The directory structure will look like this:

som-isa1asmom02.som.w2k.state.me.us / \Archive
som-isa1asmom02.som.w2k.state.me.us / \Customer
som-isa1asmom02.som.w2k.state.me.us / \Inbound / \INTFAGR / \AGR0325CREF1.xml
\AGR0325CREF1.inf
som-isa1asmom02.som.w2k.state.me.us / \Outbound
som-isa1asmom02.som.w2k.state.me.us / \Vendor

**Agency Access and Read/Write Permissions

Each interface partner will have permission to write to their own inbound CR interface folder.

2.1.3DOC_ID Standard

There will be no user-specified prefix for the DOC_ID and will be assigned through the auto-numbering functionality.

2.1.4CREFAMS_DOC_EXPORT_XML_FILE root element attributes

Attribute / Caption / Description / R/C / Type / Size / AdvantageME
Notes
VERSION / Version of the XML file / R / VarChar / Default Value: ”1”
This field is required for documentation purpose does not have any impact on the interface.
EXPORT_DATE / Export date and time. / R / VarChar / Format :yyyy-mm-dd hh:mm:ss
Default Value: Current System date
This field is required for documentation purpose does not have any impact on the interface.

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MFASIS-CR-GSD-07-10-2007

2.1.5CREFAMS_DOCUMENT root element attributes

Attribute / Caption / Description / R/C / Type / Size / AdvantageME
Notes
DOC_CAT / Document Category / The category in which the document is located. / R / VarChar / 8 / “AR”
DOC_TYP / Document Type / The type of document, defined in the Document Type table. Each document code must be assigned a document type. / R / VarChar / 8 / “CR”
DOC_CD / Document Code / The alpha-numeric identification code assigned to the document on the Document Control table. / R / VarChar / 8 / “CREF”
DOC_DEPT_CD / Department Code / The department code assigned to this document. / R / VarChar / 4 / Must be valid on R_DEPT table
DOC_UNIT_CD / Unit Code / The unit code associated with this document. / R / VarChar / 4 / Must be valid on R_UNIT table
DOC_ID / Document Id / The document ID to identify this document. / R / VarChar / 20 / Null
Will be generated via auto-numbering functionality.
DOC_VERS_NO / Document Version Number / The version number assigned to this document. The version is incremented with each modification draft and after with a cancellation. / R / Integer / 1
AUTO_DOC_NUM / Automatic document numbering is turned on. / R / Integer / 3 / “true”
DOC_IMPORT_MODE / Document Import Mode / The import mode determining the phase of the document on import. Will be set to “OE” for Original Entry. / R / VarChar / 4 / “OE”

2.1.6CREF Document Component: CR_DOC_HDR

CR_DOC_HDR
Attribute / Caption / Description / R/C / Type / Size / AdvantageME
Notes
DOC_CAT / Document Category / The category in which the document is located. / R / VarChar / 8 / Same as in AMS_DOCUMENT
DOC_TYP / Document Type / The type of document, defined in the Document Type table. Each document code must be assigned a document type. / R / VarChar / 8 / Same as in AMS_DOCUMENT
DOC_CD / Document Code / The alpha-numeric identification code assigned to the document on the Document Control table. Each document code must be unique within the application. The document code is a required field when creating a new document. It also may be selection criteria on a parameter table, a key to a specific business rule on a control table, or the document code recorded on a historical record. / R / VarChar / 8 / Same as in AMS_DOCUMENT
DOC_DEPT_CD / Department Code / The department code assigned to this document. / R / VarChar / 4 / Same as in AMS_DOCUMENT
DOC_ID / Document Id / The document code and number that is either manually assigned or automatically generated by the system if you do not enter this information. The version number is assigned automatically. Duplicate document identification numbers are not allowed in the system. / R / VarChar / 20 / Same as in AMS_DOCUMENT
DOC_VERS_NO / Document Version Number / The version number assigned to this document. The version is incremented with each modification draft and after with a cancellation. / R / Integer / 10 / Same as in AMS_DOCUMENT
DOC_CREA_USID / The user identification code assigned by the system for the user creating this document. / R / VarChar / 20 / Unique id for each interface.
“INTF” + assigned interface prefix
E.g.: INTFAGR
DOC_UNIT_CD / Unit Code / The unit code associated with this document. / R / VarChar / 4 / Same as in AMS_DOCUMENT
DOC_REC_DT_DC / Record Date / The record date manually entered on the document header. If not manually entered, the date becomes the one when the document was submitted successfully. / O / Date / yyyy-mm-dd
DOC_DSCR / Document Description / The description associated with the document. / O / VarChar / 60 / "CREF Interface"
EXT_DOC_DSCR / Extended Description / A free-form text field that will hold a large volume of information to be associated with a document component. It is larger than the regular description field, but still limited unlike attachments / O / VarChar / 1500
DOC_NM / Document Name / Name for the document. / O / VarChar / 60 / "CREF Interface"
BANK_ACCT_CD / Bank Account / The unique identification code associated with the bank account. This code is the key to the Bank (BANK) table. A bank account code is used in place of the actual bank account to prevent the posting of actual bank account numbers throughout the system. / R / VarChar / 4 / Must be a valid Department/Bank Account combination on the Bank Department Combination table, i.e. BANKDEPT
DPS_TKT_NO / Deposit Ticket Number / The identification number assigned to the deposit ticket. / R / VarChar / 25
DPS_DT / Deposit Date / The date the deposit was made. / R / Date / yyyy-mm-dd
PYMT_TYP_IND / The type of payment being made. / R / Integer / 10 / Must be one of the following NUMERIC values:
3 - will be inferred as EFT
5 - will be inferred as Wire Transfer

2.1.7CREF Document Component: CR_DOC_VEND

CR_DOC_VEND
Attribute / Caption / Description / R/C / Type / Size / AdvantageME
Notes
DOC_CAT / Document Category / The category in which the document is located. / R / Integer / 8 / Same as in AMS_DOCUMENT
DOC_TYP / Document Type / The type of document, defined in the Document Type table. Each document code must be assigned a document type. / R / Integer / 8 / Same as in AMS_DOCUMENT
DOC_CD / Document Code / The alpha-numeric identification code assigned to the document on the Document Control table. Each document code must be unique within the application. The document code is a required field when creating a new document. It also may be selection criteria on a parameter table, a key to a specific business rule on a control table, or the document code recorded on a historical record. / R / VarChar / 8 / Same as in AMS_DOCUMENT
DOC_DEPT_CD / Department Code / The department code assigned to this document. / R / VarChar / 4 / Same as in AMS_DOCUMENT
DOC_ID / Document Id / The document code and number that is either manually assigned or automatically generated by the system if you do not enter this information. The version number is assigned automatically. Duplicate document identification numbers are not allowed in the system. / R / VarChar / 20 / Same as in AMS_DOCUMENT
DOC_VERS_NO / Document Version Number / The version number assigned to this document. The version is incremented with each modification draft and after with a cancellation. / R / Integer / 10 / Same as in AMS_DOCUMENT
DOC_VEND_LN_NO / Document Vendor Line Number / The vendor line number visible to a user that uniquely identifies each vendor line within a document. / R / Integer / 10 / “1”
VEND_CUST_CD / Vendor/Customer / The unique identifier assigned to the vendor/customer. In ADVANTAGE Financial, a vendor can also be a customer, allowing you to enter information only one time when a particular contact is both a vendor (payable) and a customer (receivable). On a GAX document, these will be all the vendors. / C / VarChar / 20 / Vendor Code must be an active customer code.
Required if the Referenced section on the accounting line is populated with RE information
BPRO_CD / Billing Profile / The identification code assigned to the billing profile / C / VarChar / 5 / Must be valid on the BPRO table, i.e. R_BPRO
Required if the Referenced section on the accounting line is populated with RE information
LGL_NM / Legal Name / The legally defined name of the company or individual represented by this record. The field is used for reporting if defined as not alias/DBA. / O / VarChar / 60
AD_LN_1 / Address Line 1 / The first line of the address. / O / VarChar / 75
AD_LN_2 / Address Line 2 / The first line of the address. / O / VarChar / 75
CITY / City / The city name associated with the address. / O / VarChar / 60
ST / State / The state or province. / O / VarChar / 2
ZIP / ZIP / The zip code associated with the address. / O / VarChar / 10
CTRY / Country / The country code associated with the address. Required if country in not US. / O / VarChar / 3
CHK_EFT_NO / Check/EFT No / The identification number assigned to the check / C / VarChar / 25 / If PYMT_TYP_IND = 3, "EFT", then CHK_EFT_NO is required
PYMT_DT / Payment Date / The date that the payment was received from the customer. / O / Date / yyyy-mm-dd
VL_AM / Vendor Line Amount / User-supplied amount for all lines tied to this particular vendor line. / R / Currency / 14,2 / Should be equal to sum of all LN_AM in CR_DOC_ACTG section for this vendor line and document.

2.1.8CREF Document Component: CR_DOC_ACTG

CR_DOC_ACTG
Attribute / Caption / Description / R/C / Type / Size / AdvantageME
Notes
DOC_CAT / Document Category / The category in which the document is located. / R / VarChar / 8 / Same as in AMS_DOCUMENT
DOC_TYP / Document Type / The type of document, defined in the Document Type table. Each document code must be assigned a document type. / R / VarChar / 8 / Same as in AMS_DOCUMENT
DOC_CD / Document Code / The alpha-numeric identification code assigned to the document on the Document Control table. Each document code must be unique within the application. The document code is a required field when creating a new document. It also may be selection criteria on a parameter table, a key to a specific business rule on a control table, or the document code recorded on a historical record. / R / VarChar / 8 / Same as in AMS_DOCUMENT
DOC_DEPT_CD / Department Code / The department code assigned to this document. / R / VarChar / 4 / Same as in AMS_DOCUMENT
DOC_ID / Document Id / The document code and number that is either manually assigned or automatically generated by the system if you do not enter this information. The version number is assigned automatically. Duplicate document identification numbers are not allowed in the system. / R / VarChar / 20 / Same as in AMS_DOCUMENT
DOC_VERS_NO / Document Version Number / The version number assigned to this document. The version is incremented with each modification draft and after with a cancellation. / R / Integer / 10 / Same as in AMS_DOCUMENT
DOC_ACTG_LN_NO / Accounting Line Number / The accounting line number visible to a user that uniquely identifies each accounting line within a document. / R / Integer / 10
DOC_VEND_LN_NO / Vendor Line Number / The vendor line number visible to a user that uniquely identifies each vendor line within a document. / R / Integer / 10 / Same as in ABS_DOC_VEND
EVNT_TYP_ID / Event Type / The alpha-numeric identification code assigned to an event type. Each event type ID must be unique within the application. It is required when completing any accounting or budgeting document with the exception of certain journal vouchers. / O / VarChar / 4 / Must be valid on AETDC. If not provided, default event type from AETDC is used
Valid Event Types are:
AR02 Collect Earned Revenue
AR11 Collect Unearned Revenue
AR32 Collect Vendor Refund
AR40 Collect Unreserved Overpayment
AR41 Collect Reserved Overpayment
AR51 Collect to Asset Account
AR53 Collect to Liability Account
AR55 Collect to Equity Account
PSTNG_PR_TYP / A posting pair ID is a unique ID assigned to a debit and/or credit posting code. They are defined for each event category. Normally not seen on documents, this ID is visible on the journal voucher line group. Every posting line has a posting pair ID which can be used to help identify what a posting line is doing in accounting terms. This posting pair ID is always written to journals, and can optionally be written to ledgers. / R / VarChar / 1
LN_AM / Line Amount / The amount of an individual record of a document component, be it the header, vendor line, commodity line, accounting line, budget line, or allotment. The amount could also be the amount recorded to a table that tracks document updates such as the Statement Detail table or a journal. / R / Currency / 14,2
ACTG_LN_DSCR / Line Description / The description associated with the line. / O / VarChar / 100
ACTG_TMPL_ID / Accounting Template / Template used to infer accounting elements . / O / VarChar / 6 / Must be valid on the accounting template table, i.e. R_ACTG_TMPL for the given department code
RFED_DOC_CD / Referenced Document Code / The document code from the referenced document. / O / VarChar / 8
RFED_DOC_DEPT_CD / Referenced Document Department / The document department code from the referenced document. / O / VarChar / 4
RFED_DOC_ID / Referenced Document ID / The document identification from the referenced document. / O / VarChar / 20