UPGLF#

Overview#

Personality provides capability for users to generate G/L and COST interface file from Pay History information of the Pay Headers and the associated information such as Pay Lines, Pay Line Details, Pay Amounts of the Journal Entries. The G/L Interface File and COST module Interface File are generated by UPGLF after the UPGL run. The user defines the interface file layout on IDIF screen.

Processing Information#

If an interface file to a general ledger system needs to be created, then this function must be run. Running UPGLF in non-trial mode will commit the journal entries. For Labor G/L, this will mark individual pay lines as ‘Journalized’, for Payroll G/L this will mark the pay header as ‘Journalized’. When UPGLF is run in ‘Non-Trial’ mode, it will mark all of the pay headers and pay lines that it is picking up as being ‘journalized’.

Setup#

IMLN – Lexicons#

• IMLN – X_INF_VARIABLE_NAME
  • X_INF_VARIABLE_NAME contains a list of system defined Variables that are eligible by Interface type. The following list describes each variable and the usage for Interface Type 01 – Pay G/L Interface

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IDIF Interface Format Definition#

IDIF – Define Interface Format #

• The system provides SEED data script to load in an example of a fixed format interface file
• The user can use Copy Definition to copy into a different Interface Code and then enter their own company data.

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Internal G/L Buffer Layout#

G/L Buffer#

There is no page called '’GL'. Would you like to create it?

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IDIF – Derivation Expression#

IDIF – Derivation Expression – BYPASS capability#

• On IDIF Derivation expression, you may decode the Variable Name using the character and return the word 'BYPASS' to bypass the Detail record entry that is with certain criteria.
• The 'BYPASS' criteria can be set up for Record Type = 'Qualify Record', 'Detail Record', and should not be used for Header and Trailer records.
• If the return value of any IDIF Record Number/Field Number = 'BYPASS', then this Detail record will be bypassed and will not be written to the Interface file.

Example:

• to include only Departments start with 'P' on interface file: decode(rtrim(substr(~,1,1)),'P',~,'BYPASS')
• to include only Departments ends with 'C' on interface file: decode(substr(~,length(rtrim(~)),1),'C','BYPASS',~)
• to bypass Cost Centers that has '????' in second segments: decode(SUBSTR(~,5,4),'????','BYPASS',SUBSTR(~,5,4))
• to include Journal Entries with Account Numbers over 40000 in segment 5: decode(greatest('40000',substr(~,16,5)),'40000','BYPASS',substr(~,16,5))

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IDIF – Derivation Expression – Multiple Fields processing#

On the IDIF derivation expression, you can specify multiple variable names processing by indicating the lexicon value of the X_INF_VARIABLE_NAME inside the bracket [ ], e.g. [010001]. Lexicon values available from IMLN for X_INF_VARIABLE_NAME are: 01nnnn, 03nnnn

• Example: decode(~,’ABC’,decode([010031],'02', 010063, 010064), 010063)

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IMCT – Custom Table Processing#

IDIF – IMCT Custom Table Definition#

The following Variable Names can be used from lexicon X_INF_VARIABLE_NAME: 017000 - Set IMCT Custom Table

• Constant Value - specifies IMCT Custom Code, X16, e.g. ‘GL-FILE’
• Derivation Expression - specifies Derivation Expression for the Constant Value
  • e.g. ||’-‘||[018000], where 018000 –Fiscal Period
    therefore, IMCT Custom Code will be
    GL-FILE-201201 for Fiscal Period 201201
  • Comments - specifies IMCT Description
    • Variable 017000 can be used for IDIF Record Type of Header, Detail or Trailer
    • If user wants to INSERT or READ entries from IMCT Table, Variable 017010 must be set up
    • If user wants to ADD entries to IMCT Table, Variable. ‘017004 - Set IMCT INSERT Option’ must be set up
    • When Variable ‘017004 - Set IMCT INSERT Option’ is set up, then
      If IMCT Custom Code does not exist with this Custom Table Name, then IMCT Custom Table will be created
      If IMCT Custom Code already exists, entries will be added to this Custom Table Code

017001 - Set IMCT Custom Key

• Use IDIF Constant Value or Derivation Expression to derive the Custom Key

017002 - Set IMCT Custom Subkey

• If this is not set, the Custom Subkey will be Null
• User may use IDIF Constant Value or Derivation Expression to derive the Custom Subkey

017003 - Set IMCT Custom Data

• usually user does not need to set up an IDIF entry with this Variable Name
• If this is not set, the entire Rec# of all Field Data are used as the Custom Data to be INSERT or UPDATE to IMCT Table
• User may also set up an IDIF entry with this Variable 017003 and use IDIF Constant Value or Derivation Expression to derive Custom Data
• if the Value = ‘#ALL#’, then the entire Rec# of all Field Data is used
  • e.g. on last entry of a Rec#, user may set up a Fld# with Variable 017003 and use Derivation Expression as follows
    • decode([010070],'Y','#ALL#',substr(~,11,30))
    • or user may re-derive the entire Custom Data with Derivation Expression
      e.g. 'GL COMPANY: '||[010001]||' Total DR: '||[019000]||' Rec: '||[019002]

017004 - Set IMCT INSERT Option

• if user wants to INSERT or UPDATE to IMCT, this Variable must be set
• user can use IDIF Constant Value or Derivation Expression to specify one of the following values:
  • ‘INSERT’ – INSERT’ IMCT
    • If IMCT already has an entry for the same Custom Key and Subkey, a new entry will be INSERT with the Custom Subkey concatenated with ‘Seq: n’ where n is the next sequence number starting from 1
    • This option retains the original IMCT entry without overwriting to it, user can manually remove the duplicated entries after verification
  • ‘UPDATE’ – UPDATE IMCT
    • If IMCT already has an entry for the same Custom Key and Subkey, this entry will be UPDATED, otherwise the entry will be INSERTED
  • ‘IGNORE’ - IGNORE IMCT
    • If IMCT already has an entry for the same Custom Key and Subkey, this entry will be IGNORED, the original entry will be kept

017005 - Set IMCT BYPASS Criteria

• By default, if IDIF Record contains entries with any Variables that specify the IMCT Information, then IMCT entries will be Inserted or Updated
• However user may define Variable 017005 to BYPASS or SKIP this Rec # from being updated into IMCT base on certain criteria
• the IDIF Constant Value and Derivation Expression can be used to return one of the following values:
  • ‘WRITE’ or NULL – WRITE to IMCT
  • ‘SKIP’ – SKIP writing to IMCT
    • this option allows user to still Write to the output file depending on 017020 – File BYPASS Criteria
  • ‘BYPASS’ - BYPASS writing to IMCT and output FILE
    • User can specify a Derivation Expression that will BYPASS this record from INSERT or UPDATE to IMCT Table and also bypass writing to output file
    • e.g when Record Count = 0 or Total DR = 0, do not INSERT IMCT, do not write to output file
    • Multiple IDIF Records can be used to define the BYPASS or SKIP criteria with derivation expression
    • as long as there is one IDIF entry that contain ‘BYPASS’ or `SKIP`for this ‘017005’ Variable, then the entire IDIF Record Number will be bypassed
    • any Fld# can specify SKIP or BYPASS
    • the BYPASS option will take precedence over the SKIP option

017006 - Set IMCT Data Format

• by default, the IMCT Data Format is the same as IDIF File Format ** e.g. XML format for the output file
  • if the IMCT Custom Data is required to be in a different format than the IDIF File Format, then this Variable 017006 must be set up
  • e.g. Comma Delimited format for IMCT Custom Data while the output file is in XML format
  • When setting up IDIF entry with this Variable Name, user can use IDIF Constant Value or Derivation Expression to specify one of the following values:
    • X_FIELD_DELIMITER
      • 00 Not Specified
      • 01 Fixed Format
      • 02 Comma Delimited
      • 03 Tab Delimited
      • 04 Pipe Delimited
      • 05 XML File Format
      • 06 Comma, No quotes
      • 07 Tab, NO quotes
      • 08 Pipe, No quotes

017010 - Read IMCT Custom Key

• The IMCT Custom Key will be read with the specified IMCT Custom Table Code from 017000, 017001, 017002.

017011 - Read IMCT Custom Subkey

• Same as Variable 017010, used for Custom Subkey.

017012 - Read IMCT Custom Data

• Same as Variable 017010, used for Custom Data.

017020 - File BYPASS Criteria

• By default, the entire line of the same IDIF Record # information will be written to the Output File in addition to the IMCT processing. User may use IDIF Constant Value or Derivation Expression to specify one the following values to SKIP or BYPASS the writing to the output file
  • ‘WRITE – WRITE to File
  • ‘SKIP’, ‘BYPASS’ – Do not write this IMCT Record to Output File ** e.g when Record Count = 0, do not Write this record

• Each unique IDIF Record Number with all its Field Number entries should only perform either ‘INSERT IMCT’ or ‘READ IMCT’, it cannot define multiple Field # that include multiple Variables to SET and READ IMCT at the same time
• UPGLF has a Trial Run parameter, however regardless of this Trial Run option, the IMCT entries will always be INSERTED or UPDATED into IMCT for user to do manual verification
• after user verification, user may manually remove IMCT entries that are from the Trial UPGLF run
• for Trial run verification purpose, user can generate IMCT entries to a different IMCT Table Name that contains the Variable 010070 - Trial Run Indicator
• Variable 010070 – Trial Run Indicator can be used in the Derivation Expression to build the IMCT Custom Code such that if the UPGLF is run in Trial mode, it generates IMCT entries into a Custom Code that is concatenated with word ‘Trial’
• in Non-Trial Mode, the Derivation Expression for IMCT Custom Code will be different than the Trial Run, therefore user can keep the Non-Trial IMCT entries together

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IMCT – Custom Table Example#

IMCT Comma Delimited format while GL File is in XML format#

• A company requires a Summary Report to be produced in order to confirm the transmission of all GL files are completed
• A single .csv file is needed to be produced that provides Summary Information based on all the GL interface XML files that have been processed within a Fiscal Period
• There are many GL Interface Code Formats that are defined on IDIF with XML format for each UPGLF run
  • 1 GL$XML-GL111
  • 2 GL$XML-GL112
  • 3 GL$XML-GL113
  • 4 GL$XML-GL114
  • 5 GL$XML-GL115 etc
• each IDIF GL Interface Code format will produce a Trailer Record that contains DATE TIMESTAMP, NUMBER OF RECORDS, FISCAL PERIOD, RECORD TOTALS etc to feed into the .csv Summary Report
• To generate the .csv file with many UPGLF run information is a two steps process:

(1) Run UPGLF for each IDIF GL Interface with Trailer information to be INSERTED into IMCT Table
(2) Run UPPHF with Interface Level = IMCT Custom Code to read the IMCT entries of the UPGLF run to produce the single .csv file

UPGL IDIF – IMCT Custom Code Setup#

• IMCT Custom Table Code can be set up at the `Header Record`, `Detail Record` or the `Trailor Record`

UPGL IDIF – IMCT Detail Setup#

• Many IMCT Custom Table entries are set up for the `Trailer Record` in order to capture Record Count, Totals, etc.
• IDIF entries can be set up with these Variable Names:
  • 017000 Set IMCT Custom Table (01)
  • 017001 Set IMCT Custom Key (01)
  • 017002 Set IMCT Custom Subkey (01)
  • 017003 Set IMCT Custom Data (01)
  • 017004 Set IMCT INSERT Option (01)
  • 017005 Set IMCT BYPASS Criteria (01)
  • 017006 Set IMCT Data Format (01)
  • 017020 File BYPASS Criteria (01)
• Variable 017004 must be set up in order to INSERT or UPDATE into IMCT Table
• Variable 017006 must be set up in order to generate IMCT Data in Comma Delimited Format instead of IDIF XML File Format
• Variable 017005 should be set up because if there is NO RECORDS generated for the Interface File, user may not want to include this line in the Summary .csv file, in this case, set up an IDIF entry with Variable 017005 – Set IMCT BYPASS Criteria with Derivation Expression to SKIP or BYPASS the zero entry

UPGLF – Sample Run#

Selecting Parameter ‘G/L Format’ – example HL$GL-IMCT-XML The output report will look as follows:

UPPHF IDIF – IMCT Custom Code Set up#

• IDIF Interface Type must be `Pay History Interface`
• IDIF File Format can be `Tab, No quotes` because the prior UPGLF run already generates the IMCT entries in Comma Delimited Format or other desired Format such as XML, fixed format
• UPPHF has a parameter to specify a list of IMCT Custom Table codes, there is no need to define IMCT Custom Table Codes on IDIF screen
• on IDIF Rec#, set up Variable Name 327012-Read IMCT Custom Data with `Detail Record`

UPPHF – Sample Run#

When running the UPPHF, select the following parameters as example: Interface Format Code: HL$GL-IMCT01-CSV Interface Level: IMCT Custom Table Directory Name: OUTPUT File Name: UPPHF_IMCT_mex.csv

• A single .csv file is produced that provides Summary Information based on all the GL interface XML files that have been processed within a Fiscal Period

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Report Parameters & Filters#

Report Parameters
GL Company Code	Mandatory, LOV Available GL Company that the pays must be journalized for, as set up in the IDGC form.
From Fiscal Period	Optional, LOV Available This field allows you to specify a beginning Fiscal Period used to qualify the Journal Entries (according to the IDCL set up).
Up to Fiscal Period	Optional, LOV Available This field allows you to specify an ending Fiscal Period used to qualify the Journal Entries (according to the IDCL set up).
Summarize Option	Optional, LOV Available
Re-Interface Only	Optional, LOV Available This toggle indicates if UPGLF should pick up pay runs and pay headers that are marked with Pay Run and Pay Header stage as '86 - To-be re-interface' only. All other stages will not be processed. This toggle should be used you only want to reverse out (i.e. negate) the previously sent journal entries.
GL Format Code	Optional, LOV Available Only those reports of the format “G/L Interface" will display. Choose from the report formats created. The format “HL$GL" has been provided as a sample, but should be copied, and the copy edited, by the client before running this report. The report definition selected will determine the format of the output file (if any), as well as the columnar content of the report.
GL File Name	Optional, Text Enter the name of the file that will be created in the interface directory specified. e.g. HLGL_mex.txt, if ‘mex’ is specified, MEX_ID will insert text into the file name.
Write or Append to GL file	Mandatory, LOV Available, Defaults as <Write to File> If the file already exists should the current information overwrite it or append to it?
Cost Format Code	Optional, LOV Available Only those reports of the format “Cost Interface" will display. Choose from the report formats created. The format “HL$COST" has been provided as a sample, but should be copied, and the copy edited, by the client before running this report. The report definition selected will determine the format of the output file (if any), as well as the columnar content of the report. This field is used for the Financial Costing module only.
Cost File Name	Optional, Text Enter the name of the file that will be created in the interface directory specified. This field is used for the Financial Costing module.
Write or Append to Cost	Mandatory, LOV Available, Defaults as <Write to File> If the file already exists should the current information overwrite it or append to it?
External GL Info
Trial	Optional, Toggle If ‘ON’, the Journal Entries will be created with Journal Source = ‘Trial Payroll G/L’. This allows RPGL to print for verification and UPGL may be run again. If ‘OFF’, the Journal Entries will be created with Journal Source = ‘Payroll G/L’ and it cannot be removed by the system.
Exception Level	Mandatory, LOV Available You may increase the level of exception to utility levels for testing purposes.
User Comment	Optional, Text This field holds the user-supplied comment which will appear in the header of all pages of the report
Interface Directory	Optional, Text Must be a directory on the data base server for which the current user (as signed onto the client’s network) has write capability. For example the entry ‘C:\TEMP’ accesses the ‘TEMP’ directory on the server, not the local directory for the computer terminal being used.

Report Filters
Person Code	Optional, LOV Available This report will be limited to the person codes identified in this field.
Entity	Optional, LOV Available This report will be limited to the entities identified in this field.
Payroll	Optional, LOV Available This report will be limited to the payrolls identified in this field.
Pay Run Number	Optional, LOV Available This report will be limited to the pay run numbers identified in this field.
From Execution ID	Optional, LOV Available This is the Execution ID from the Labor or Payroll General Ledger Update (UPLG or UPGL).
Journal Source	Optional, LOV Available Journal Source indicates where the entries are originating from Labor G/L, Payroll G/L, Accrual G/L, Trial Labor G/L, Trial Payroll G/L, or Trial Accrual G/L.
Journal Type	Optional, LOV Available The Journal Type may be Financial or Statistical.

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Notes #

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