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 10/03/2015
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 10/03/2015
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 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
bluQube architcture.................................................................................................................................3
WPM Interfaces.......................................................................................................................................3
E->PAYMENTS ...................................................................................................................................3
ONLINE STORE – AWARDS CEREMONY........................................................................................5

3. Finance Interface Process Documentation - bluQube
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bluQube Architecture
WPM Interfaces
There is also a separate document which explains how to recover from missing files in bluQube @
http://dep.staff.kingston.ac.uk/sites/ICTSCIA/bad/BAD%20Documentation%20Library/bluQube/wpm_
missing_files.doc
E->PAYMENTS
This source of data for this interface is Web Page Marketing server where students make payments.
Database package DBP_WPM_IMPORTS 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 early morning at 06:00 am. This
interface job copies the CSV file from WPM server using FTP and then loads it into a flat oracle table.
Card Payments and Direct Debits data is processed and handed over to easylink and batches are
generated in bluQube.
Data is validated for against the business rules and easylink rules and valid and complete data is passed
onto easylink package. Errors and exceptions are recorded in WPM_INTERFACE_LOGS Table and can
be rectified later. AUDIT_LOG table keeps track of the no of rows and value of the payments expected
and the no of rows and values that has actually gone through bluQube and has been converted into
batches. Corrected data can be processed manually using the menu item bluQube Menu structure under
Accounts Receivable  E-Payments  WPM Import Manager (Figure 5.1)

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Figure 5.1
After the data is processed by the job successfully, bataches are created and CSV files are copied
over to K: Drive at ‘K:Credit controlWPMSystem Files’ by housekeeping job. This folder has got a
subfolder for each type of file that is processed
Card_Payments : Contains the Payments made via Card Payments.
Pdd : Direct Debit Payments.
Rcp_Plans : Recurring Card Payment plans those have been setup.
Rcp_Payments: Recurring Card Payments.
Rcp_Failures : Recurring Card Payments those failed.

5. Finance Interface Process Documentation - bluQube
P a g e | 5 20 February 2015
Validation Files:
To enable WPM validate the students making payment a validation files is produced using SITS data
and a CSV containing valid students is produced and copied across to WPM server using FTP. This
job runs in SITS at 11:00 pm every night. (SITS_INTERFACES.CREATE_EPAY_VALIDATION)
Issues:
Main issues with this interface is that sometimes FTP process fails because of non existence of the
CSV file on WPM Server or of there is problem for the job logging onto the WPM server. This causes
database job failure and results in E-Payments not getting through to bluQube. Finance officer cannot
find the file in the specific folder at K: Drive and IS needs to run the Jobs manually for the dates the
job failed on.
ONLINE STORE – AWARDS CEREMONY
This source of data for this interface is Web Page Marketing server where eligible students can buy their
ceremony tickets or photography packs online and make payments towards them. Database package
DBP_WPM_GRAD_IMPORTS 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 early morning at 05:00 am. This
interface job copies the CSV file with naming convention as grd_ddmmyy.csv from WPM server
ebiz.kingston-university.com using FTP (user name and password can be found in
SYS_PARAMETERS tables where SPA_DOMAIN LIKE 'GRD%') using FTP and then loads it into a flat
oracle table. This .csv file can be found on WPM server under /companyID_1/export directory.
Card Payments data is processed and handed over to easylink and batches are generated in bluQube.
Data is validated for against the business rules and easylink rules and valid and complete data is passed
onto easylink package. Errors and exceptions are recorded in WPM_INTERFACE_LOGS Table and can
be rectified later. AUDIT_LOG table keeps track of the no of rows and value of the payments expected
and the no of rows and values that has actually gone through bluQube and has been converted into
batches.
After the data is processed by the job successfully, batches are created and CSV files are copied over
to K: Drive at ‘K:Credit controlWPMSystem Files’ by housekeeping job. This folder has got a
subfolder for each type of file that is processed
Grd : Contains the Payments made via Card Payments.
Validation Files:

6. Finance Interface Process Documentation - bluQube
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To enable WPM validate the students eligible to attend the ceremony and buy it online, a validation
files is produced from GAS and using SITS data aand business logic, a CSV file containing valid and
eligible students is produced and copied across to WPM server using FTP.
Issues:
Main issue with this interface is that sometimes FTP process fails because of non-existence of the
CSV file on WPM Server or of there is problem for the job logging onto the WPM server. This causes
database job failure and results in E-Payments not getting through to bluQube. Finance officer cannot
find the file in the specific folder at K: Drive and IS needs to run the Jobs manually for the dates the
job failed on.
Easylink Packages:
SAPPK001
SAPPK001_UTILS
Easylink holding Tables:
HES_EL_NEW_FIN
Holds data for all the documents to be created like Purchase Invoices, Sales Invoices,
Receipts etc.
HES_EL_NEW_INSTAL
Holds the data for the Instalments for Rent Instalments and Landlord
Payments to populate Hes_Payment_Schedules.
HES_EL_SET_ADDR
Holds data for setting up addresses.
HES_EL_SET_BANK
Holds data to set up bank information like Account Name, Account number, Sort Code etc.
HES_EL_NEW_EXTACC
Holds data to set up External Account / Customer Account.
HES_EL_SUMMARY is a BL_BTO view to the EasyLink Holding tables. This can be looked at for a
quick summary of the interfaces with respect to the External_System and no of records processed
and unprocessed. This will also inform about the record type and specific holding table can be looked
at for the unprocessed records (if any) for the reasons to those left unprocessed.
Underlying Query for the view is as follows:

7. Finance Interface Process Documentation - bluQube
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CREATE OR REPLACE VIEW HES_EL_SUMMARY
(EXTERNAL_SYSTEM, RECORD_TYPE, PROCESSED, UNPROCESSED, SYS_PARAM)
AS
SELECT EXTERNAL_SYSTEM,
'EXTACC' RECORD_TYPE,
COUNT(DECODE(PROCESSED, 'Y', 'OK', '')) PROCESSED,
COUNT(DECODE(PROCESSED, 'N', 'OK', '')) UNPROCESSED,
'EASYLINK1E_ONE_OR_TWO' SYS_PARAM
FROM HES_EL_NEW_EXTACC GROUP BY EXTERNAL_SYSTEM
UNION
SELECT EXTERNAL_SYSTEM,
'ADDR' RECORD_TYPE,
COUNT(DECODE(PROCESSED, 'Y', 'OK', '')) PROCESSED,
COUNT(DECODE(PROCESSED, 'N', 'OK', '')) UNPROCESSED,
'EASYLINK1B_ONE_OR_TWO' SYS_PARAM
FROM HES_EL_SET_ADDR GROUP BY EXTERNAL_SYSTEM
UNION
SELECT EXTERNAL_SYSTEM,
'FIN' RECORD_TYPE,
COUNT(DECODE(PROCESSED, 'Y', 'OK', '')) PROCESSED,
COUNT(DECODE(PROCESSED, 'N', 'OK', '')) UNPROCESSED,
'EASYLINK1_ONE_OR_TWO' SYS_PARAM
FROM HES_EL_NEW_FIN GROUP BY EXTERNAL_SYSTEM
UNION
SELECT EXTERNAL_SYSTEM,
'BANK' RECORD_TYPE,
COUNT(DECODE(PROCESSED, 'Y', 'OK', '')) PROCESSED,
COUNT(DECODE(PROCESSED, 'N', 'OK', '')) UNPROCESSED,
'EASYLINK1C_ONE_OR_TWO' SYS_PARAM
FROM HES_EL_SET_BANK GROUP BY EXTERNAL_SYSTEM
UNION
SELECT EXTERNAL_SYSTEM,
'INSTAL' RECORD_TYPE,
COUNT(DECODE(PROCESSED, 'Y', 'OK', '')) PROCESSED,
COUNT(DECODE(PROCESSED, 'N', 'OK', '')) UNPROCESSED,
'EASYLINK1D_ONE_OR_TWO' SYS_PARAM
FROM HES_EL_NEW_INSTAL GROUP BY EXTERNAL_SYSTEM
/
Selecting distinct External_System from this view will give a list of all the External_System being used
within bluQube in various interfaces.