Transcript Integration

Guide to the PECOS Interface for
Colleges
APUC June 2008
Introduction to integration
Alistair Dinwoodie
Capgemini
What is the PECOS interface?
•
•
The provision of a file from PECOS which the college can upload to their finance
system providing the data required to allow invoices to be processed
This can be either Purchase Order and Receipt information or Invoice information
depending on the integration model being used
Invoice Interface
PO and Receipt Interface
PO and receipt data is sent to Hub where it is put into a fixed format
Data file is dowloaded from integration Hub
Invoice matching/processing takes place in Finance System
PECOS
Purchase
orders
Integration
Hub
Purchase orders
/Amends
Invoice matching takes place in PECOS.
Data sent to Hub where it is put into a fixed format
Data file is dowloaded from integration Hub
Invoice is cleared for payment in the Finance System
Integration
Hub
PECOS
College
Finance
System
Receipts
Receipts/Returns
Manual FTP Transfer
Invoice
Invoice
College
Finance
System
PO and Receipt Interface
PO and receipt data is sent to Hub where it is put into a fixed format
Data file is dowloaded from integration Hub
Invoice matching/processing takes place in Finance System
Integration Hub
PECOS
Purchase
orders
Purchase orders /Amends
Receipts
Receipts/Returns
College
Finance
System
Invoice Interface
Invoice matching takes place in PECOS.
Data sent to Hub where it is put into a fixed format
Data file is dowloaded from integration Hub
Invoice is cleared for payment in the Finance System
Integration Hub
PECOS
Invoice
Invoice
College
Finance
System
What can I expect to see and what do I need to do with it?
•
•
•
•
Data is uploaded from PECOS into the Integration Hub where it is transformed into a
fixed format
This information is provided in a number of files (one per order or receipt) similar to
example below
Invoices may be provided in a single file or multiple files depending on the finance
system. The format for these is still to be defined.
The file(s) must be downloaded from an ftp (file transfer protocol) site on a daily
basis. Each college will be provided with a username, password and the ftp site
address
• Alternatively some Finance Systems have the ability to automate the processthis should be discussed with your finance system provider
• Remember that other colleges will be using the same finance system so it is
likely that processes developed for one could be transferred to others
Interface discussion- break out groups
Interface Discussion
GROUP 1
GROUP 2
Dumfries and Galloway
Borders College
Edinburgh College of Art
Carnegie College
Edinburgh's Telford College
North Highland College
West Lothian College
Stevenson College
Perth College
Newbattle Abbey
College
UHI Millenium
•
Objectives
–
–
–
Agree which interface model is approriate for your college
Understand what information is being brought across
Understand what needs to be done with the data
•
•
Determine what to ask your Finance System provider to do
Assess any internal IT or other activity required
Interface Discussion
GROUP 1
GROUP 2
Clydebank College
Central College
Cumbernauld College
Forth Valley College
Glasgow College of Nautical Studies Inverness College
James Watt College
Kilmarnock College
Stow College
GROUP 3
Anniesland College
Ayr College
Cardonald College
Langside College
Reid Kerr College
RSAMD
University of Abertay
•
Objectives
–
–
–
Agree which interface model is approriate for your college
Understand what information is being brought across
Understand what needs to be done with the data
•
•
Determine what to ask your Finance System provider to do
Assess any internal IT or other activity required
Which integration model?
Sun
Coda Dream
Do you use Sun or
Coda Dream?
Invoice Interface
Purchase Order
and Receipt
Interface
NO
NO
Invoice Interface
Commitment
YES
Accounting in place in
current finance
system?
Invoice interface
Purchase Order
and Receipt
Interface
PO and Receipt interface
Benefits
Limitations
Benefits
Limitations
•Simple integration with less
data transferred
•Process efficiency as invoices
are processed in PECOS, no
need to key in the PO line
detail in Finance System
•Complete audit trail held
against PO in PECOS,
including invoice approval
•Commitment Accounting
supported via additional
reporting
•Mismatches are managed
through order tolerance
percentages rather than exact
amounts
•Tried and tested for Coda
Dream at Jewel & Esk
All order information held within
one system, benefit when
consolidating a number of
purchasing systems
•Invoices raised in one system
only
•More data being transferred,
more complex interface
•Batch transfer only run once
each evening, therefore
purchasing information not
showing in finance system in
real time.
Example information in each file ( tbc)
Invoice File
Account Code
Accounting Period
Invoice Date
Record Type
Journal Number
Line Number
Amount
Debit/Credit
Allocation Indicator
Journal Type
Journal Source
Description
Entry Date
Entry Period
Due Date
Payment/Allocation Ref
Payment/Allocation Period
Asset Indicator
Asset Code
Asset Sub Code
Conversion Code
Conversion Rate
Operator ID
Next Period Reversal
Analysis Code
Posting Date
Update Order Balance
Indicator
Purchase Order File
Receipt File
Purchase Order Number
Order Date
Supplier Name
Total Order Amount
Requisitioner Name
Delivery Address
Order Function
Billing Address
Date Requested
Currency Code
Flag
Order Type
Batch ID
Line Number
Qty
Unit of Measure
Item Number
Description
Nominal Code
Project Code
Price Per Unit
Cost Centre
Line Total
VAT Code
Type Code
Line Action (Changed)
Delivery Note
Description 1
Receipt/Return Type
Purchase Order Number
Receipt Date
Source Number
Global Receipt
Receipt Number
Supplier
Over Received Flag
Line Number
Item Number
Unit of Measure
Quantity
Description
What can I expect to see and what do I need to do with it?
•
•
•
•
Data is uploaded from PECOS into the Integration Hub where it is transformed into a
fixed format
This information is provided in a number of files (one per order or receipt) similar to
example below
Invoices may be provided in a single file or multiple files depending on the finance
system. The format for these is still to be defined.
The file(s) must be downloaded from an ftp (file transfer protocol) site on a daily
basis. Each college will be provided with a username, password and the ftp site
address
• Alternatively some Finance Systems have the ability to automate the processthis should be discussed with your finance system provider
• Remember that other colleges will be using the same finance system so it is
likely that processes developed for one could be transferred to others
Next Steps: Action required in advance of interface installation
•
•
•
•
•
Once you have agreed interface model
Meet internally with Finance and IT to agree how this file will be downloaded and how
it will be loaded into the Finance system
Engage with Finance System provider
– to agree changes required to the Finance System to accept this data
– if you require any automation of this file upload
Engage with Finance and Accounts Payable staff to inform them of the change and
any implications
– Will ePS orders look any different in the system?
– Will ePS orders have to be treated differently?
Timing of integration installation and test to be agreed
Once installed, interface needs to be tested with Finance/AP staff involved to ensure that
correct information is coming across