1. Finance Interface Process Documentation - bluQube
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Version Control
Version Summary of Changes Author Date
1.0 Initial document Steve Best 09/03/2015
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 09/03/2015
Author Steve Best

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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
Headed Tenancy Rent Instalments.........................................................................................................3

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bluQube architecture
Headed Tenancy Rent Instalments - ITS
This source of data for Headed Tenancy is MS-Access and database package DBP_HT_RENT_INST is
the main source code being used to import, validate and process the data.
External system name for this interface is ‘HT RENT INSTALMENTS’. The interface gets triggered
through an oracle form. Menu item to run this interface is in bluQube Menu structure under Accounts
Receivables  Import Rent Invoices from HTenancy (Figure 1.1)
Figure 1.1
This interface expects a CSV file as source of data at a network drive
< K:Credit controlHT STUDENT RENTS >. This CSV is exported from access database and can later
be used for reconciliation of the data processed in bluQube.
In case, finance officer is expecting data from Access which hasn’t come through, tables
KU_FINANCE_HTEXPORTS, HT_RENT_INSTALMENTS and HT_RENT_INSTALMENTS_TEMP need
to be looked at for the validity and for the flags whether there is any valid data lying as unprocessed.

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Successful run of the interface should create batches in bluQube for each document type. If there are no
batches created or batches don’t agree, it’s worth looking at easylink holding table < HES_EL_NEW_FIN
>. Before the data is handed over to easylink for processing, it is checked for its validity and
completeness. Only valid and complete data is inserted into holding table and errors / exceptions are
reported on exceptions report. Incorrect data needs to be fixed at the source i.e. HT Access database.
There might be a case that data exists in the holding table but that cannot be seen in batches. Status in
the holding table will explain reason to these.
Summary Report as a final step of the interface, reports back the document type, count, value and batch
information of the data expected and data actually processed in bluQube. This report will also reflect the
difference and this should ideally tally with the exceptions report; if it doesn’t, that means there is some
data lying in easylink holding table left unprocessed.
Headed Tenancy Rent Instalments – Finance Team
Before the Interface is run:
We will receive notification from Damien Cannell in the Accommodation Team (which is part of
the Student Life Office) stating that they would like us to run the interface. They will save a file
named StudentRent_20YY in the R:Credit ControlHT STUDENT RENTS folder. This file will
contain all records of each student in each house. This is the file we will need to upload via the
interface. This interface is similar to that of the Halls Rent Interface but the difference is there
is no “Other Side” as the Headed Tenancy houses do not get logged on RMS. RMS is purely a
Halls Management System. They will also notify us of the Headed Tenancy Payment dates for
the Finance Mapping Table. There will be 4 dates, Instalment 0, Instalment 1, Instalment 2 and
Instalment 3.
Firstly we will need to make sure that all the code combinations for the new houses (if any) are
set up. When a new house is set up, it gets given a new sub cost centre and it’s these we need
to check are all set up in bluQube for this interface to work. If the sub cost centre or the code
combination has not been set up then the interface will fail.
We will also need to let Lorraine Hopkins know when we intend on doing the interface as early
as we can so that she can budget for it. It would be good to notify her as early in September as
possible.
The spreadsheet will look as it does in Figure 1.2 below

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Figure 1.2
Column B is that of the sub cost centre. There are 2 Chart of Account codes for Headed
Tenancy, 2511 which is for Rents and 2515 which is for Student Administration Fee. The Cost
Centre is RSZHT01 and said previously each house is given its own Sub Cost Centre.
By filtering column B on the spreadsheet (Figure 1.2) or doing a pivot table you’d be able to
cross reference it against the Maintain Code Combination Mapping table in bluQube to see
which sub cost centres need to be set up. If they do need to be set up go to Maintain Analysis
Codes on bluQube’s Framework Maintenance, select SUBCC from the Category drop down
and insert your new sub cost centre number. You’ll then need to generate the Code
Combination. Once this has been done you’ll need to add your new code combination to the
maintain code combination mapping table (Figure 1.3)

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Figure 1.3
Once this has been done and all code combinations are set up, it’s time to run the interface.
1, Open the StudentRent_20YY spreadsheet.
2, Select Accounts Receivable(Interfaces)Import Rent Invoices from HTENANCY (Figures 1.4 & 1.5)
Figure 1.4

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Figure 1.5
3, the path is hardcoded to read StudentRent_2005 so this will need to be changed to the correct
year. You’ll also need to change the K drive to R.
4, Click Sweep to pull the data from the spreadsheet
5, Proceed to Step 2 and click Sweep again. This will pre-validate the data on the spreadsheet and
also give you a run number. If it doesn’t give you a run number then there isn’t any new data on the
spreadsheet which means that you cannot continue with this interface. Normally in this situation it’d
be best to contact ITS (either Mohammed or Jat) to make sure this is the reason.
6, Proceed to Step 3 for the Validation Report. Make sure the radio button has “Screen” selected and
not “CSV” and the click on the For Date field in the report parameters. This should populate todays
date. Click on Run Number and you should be able to select the run number given in Step 2. Print this
report and save in R:Credit ControlHT STUDENT RENTS2014-15 REPORTS
7, Once corrections (if any) have been made proceed to Step 4 to bring the data into bluQube by
clicking the Sweep button. Once reached 100% you can proceed to step 5 to retrieve your summary.
8, Make sure the radio button has “Screen” selected and not “CSV” and the click on the For Date field
in the report parameters. This should populate todays date. Click on Run Number and you should be
able to select the run number given in Step 2. This should be the same run number as that of your
validation report. Print the Summary report and file together with the validation report. Again save this
file together with the Validation report in R:Credit ControlHT STUDENT RENTS2014-15 REPORTS
9, Once you are happy the DR & CR batches match and are all correct you’ll need to post them. To
do this you’ll need to go to Accounts ReceivableSalesEnter Sales Inv/Credit Note Batch (Figure 1.6)

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Figure 1.6
Press F7 go along to Status and enter C% (meaning you are looking for Completed batches only) and
then press F8. This should give you AUHF & CRAUHF batches. You can now post those batches by
clicking on the Post Box on the task bar ( )
23, Go to General ReportBatch Report (KU) and run the batch reports for the batches you have just
posted. Select a parameter from the list. We normally use Kym and amend the batch numbers
accordingly (Figure 1.7)

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Figure 1.7
Once the report has run, print it. You can then use this for the matching process. You don’t
necessarily need to save this one.
Once the matching has been done this process has finished.