1. Finance Interface Process documentation - bluQube
P a g e | 1 20 February 2015
Version Control
Version Summary of Changes Author Date
1.0 Initial document Steve Best 26/02/2015
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 26/02/2015
Author Steve Best

2. Finance Interface Process documentation - bluQube
P a g e | 2 20 February 2015
Document Overview
Kingston University utilise the bluQube application, from Symmetry, for General Ledger, Accounts
Receivable, Accounts Payable and Purchasing. The following document details how to Upload Sales
Ledger Notes.
Contents
Document Overview................................................................................................................................2
Notes Upload (Sales Ledger)..................................................................................................................3

3. Finance Interface Process documentation - bluQube
P a g e | 3 20 February 2015
bluQube architecture
Notes Upload (Sales Ledger) - ITS
This interface enables users to upload sales ledger notes against Customers/Student Accounts. Source
data for this interface is a user created CSV file in a specific format. User can create this spreadsheet in
the format that the interface expects this to be in. Database package ‘DBP_ADHOC_NOTES_UPLOAD’
is the main source code being used to import and process the data.
The interface gets triggered through an oracle form in bluQube menu structure under Accounts
Receivable  Customers  Upload Sales Ledger Notes (Figure 1.1)
Figure 1.1
Data from CSV is first loaded into TEMP_NOTES_UPLOAD table. Data from this table is loaded into
TEMP_HES_ADHOC_NOTES. Data is validated to ensure that Student id is not null and if there are
any student ids null, they get reported via an exception. Valid data is inserted into
BL_BTO.HES_ADHOC_NOTES table. When interface is invoked, user is prompted to select control
context id (Entity), Originator, Ledger Type and Location/name of the CSV.

4. Finance Interface Process documentation - bluQube
P a g e | 4 20 February 2015
Notes Upload (Sales Ledger) – Finance Team
Detailed below is the process you should follow in order to upload bulk notes into the Student
or sponsor accounts on the KU Sales Ledger side of bluQube. This is mainly used by the
Collections Administration Team as they would use this function for uploading a bulk of notes
for all letters and emails sent to students when going through their debt recovery process.
1, Construct and save your csv file for uploading. Open up excel. The file will consist of just 3 columns
without headers, the first being the student ID number or the Sponsor Account number. Secondly is
the date you want to appear in the notes of the student or sponsor account (this can be backdated if
needed). And lastly the 3
rd
column is for the note itself. (Figure 1.2)
Figure 1.2
2, Once the file has been constructed you will need to save this as a csv (comma delimited) file. File,
Save As and then add your file name (whatever you decide to name it). After the file name you will
need to write .csv after it (i.e. 2015 NOTES UPLOAD TEST.csv) and then copy the entire file name as
you will need to paste this into bluQube when uploading.
The file needs to be saved in R:Credit ControlUPLOAD SALES LEDGER NOTES as this is
hardcoded into the option when uploading. If the file is saved anywhere else the interface will fail.
*DO NOT close the file, keep the file open
3, Log into bluQube. Go to Accounts ReceivableCustomersUpload Sales Ledger Notes (Figure 1.1).
Select your Control Context ID which is always 68-KU – Kingston Uni *LIVE*. Next select the Ku
number of the staff member uploading the notes. This will be shown in the notes in the students
account when uploaded (Figure 1.3). And then you’ll need to paste your file name on the back of the
hardcoded File Name field.

5. Finance Interface Process documentation - bluQube
P a g e | 5 20 February 2015
Figure 1.3
4, Click on the Upload Notes button. It will ask you if you are sure you want to upload. At this point,
check that all your fields are correct and then click Acknowledge. It will then advise you how many
notes have been uploaded. It’s always best to spot check a few to make sure they have uploaded
correctly.
5, Close the option and close your csv file. Once everything is closed you can move the csv file into
the Uploaded folder R:Credit ControlUPLOAD SALES LEDGER NOTESUPLOADED.
6, Issues which can arise are when you have copied a large number of ID or Account numbers into
your excel/csv file from another filtered file as it will copy line numbers and not purely the ID or
account numbers so when uploading the interface will think there are more lines in the file than there
actually are. What needs to happen here is just to copy the data from your csv file and paste special
(values) into another sheet in the csv file and delete the original sheet. Start the bluQube process
again and the file should upload without any further issues.