This document provides an overview and instructions for the Landlord Payments interface between an MS Access database and the bluQube finance system at Kingston University. It describes the architecture, data flow, and responsibilities for importing landlord payment data from the Access tables into bluQube for processing. The interface is triggered through an Oracle form and expects a CSV file from the Access database. It creates batches in bluQube and reports on any errors or exceptions. The finance team is responsible for updating the payment instalment dates in the bluQube mappings tables each year to ensure correct processing.

1. Finance Interface Process Documentation - bluQube
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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 1.0 Date 26/02/2015
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 Landlord
Payments from a Systems Administration point of view.
Contents
Document Overview................................................................................................................................2
Landlord Payments .................................................................................................................................3

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bluQube architecture
Landlord Payments – ITS
This source of data for Headed Tenancy is MS-Access and database package
DBP_LANDLORD_PAYMENTS, DBP_LANDLORD_ACCOUNTS are the main source code being used
to import, validate and process the data.
External system name for this interface is ‘LANDLORD PAYMENTS’. The interface gets triggered
through an oracle form. Menu item to run this interface is in bluQube Menu structure under Accounts
Payable  Purchasing  Purchase Invoices  Import Landlord Payments (Figure 1.1)
Figure 1.1
This interface expects a CSV file as source of data at a network drive
< K:HTenancyExports >. This CSV is exported from access database and can later be used for
reconciliation of the data processed in bluQube. There is a separate CSV file for each instalment that is to
be paid to landlords.
In case, finance officer is expecting data from Access which hasn’t come through, tables
KU_FINANCE_LLEXPORTS, LANDLORD_PAYMENTS need to be looked at for the validity and for the

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flags whether there is any valid data lying as unprocessed. 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.
Landlord Payments (Systems Admin) – Finance Team
Detailed below is the process you should follow in order for the Landlord Payments interface
to work. You will be notified by Kris Drane email of the 4 instalment dates which need to be
populated into the mapping tables. This email is sent by Kris around mid-July. You’ll need to
populate the 4 instalment numbers 0-3.
1, Log into bluQube and go to Accounts ReceivableFinance Mappings (Figure 1.2)
Figure 1.2
2, Click on the LL Payments Inst Dates tab (Figure 1.3)

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Figure 1.3
3, Amend the dates accordingly as per the spreadsheet received from Kris Drane and save.
4, Email Kris Drane, Martina Harvey & Lorraine Hopkins (or whoever her replacement is) advising
these have been updated in order for the interface to work, also confirming the instalment dates.