A number of Upload Programs have been made available for financial transactions and other entry programs. The uploads are actually a process that allows the user to do the entry work on a formatted Excel spreadsheet (or from a flat file if coming from another system) and then upload that information onto the HP into the original transaction/entry screens. All of the limitations and edits used on the entry screen are active when performing the upload. For the four transaction upload programs, each individual transaction (defined by a reference number) will be limited to 320 lines. The entire file being uploaded has a maximum limit of 10,000 lines.
For the district user, four transaction uploads and two entry program uploads are available:
The upload programs have been standardized to give the user a choice on upload. They can choose to upload only those reference numbers that pass edits and reject those that don't, or they can choose to reject all references if even one reference number fails to pass edits. The advantage with option two is that they can go back to the original spreadsheet and fix or delete the reference number causing the edit and then re-upload the spreadsheet. If option one is chosen, the spreadsheet would need to be greatly modified to delete the references that were already accepted. The upload will not recognize the prior load and will create a duplicate. A report is provided in the user's print queue after each successful processing of an upload. The report will list the reference numbers or transaction lines and report whether the transaction was accepted or rejected. If rejected, the edit(s) causing the failure will be reported.
For all the upload programs, a File Transfer process must be done to load the properly-formatted Excel spreadsheet or flat file onto the HP. On an upload, an exact record size must usually be entered for the receiving system to recognize the end of a record for proper loading. Another standard introduced recently was to allow the user to set the record size on the File Transfer window to any length larger than the required record size. Since the record sizes vary greatly depending on the transaction being uploaded, and many users upload many different types in a day, setting the record size to something like 200 would save having to remember to change the size each time a new transaction type is being uploaded and avoid upload failures.
The Budget Transfer Upload Program will accept BTs and load into the HP Budget Transfer entry screen up to a maximum of 320 lines per reference number. A unique feature of this program is that the increases do not have to equal the decreases by fund-resource-project year on load. The program will create needed offsets to fund balance (9790) to balance each fund-resource-project year. For this reason, recommendations are made to stop entry/load at 300 lines or less to allow line space for the created 9790s. The fund balance offset can also be entered and uploaded. The upload will only create the 9790 offset if needed.
The Journal Entry/Cash Journal Voucher Upload Program will upload to the Journal Entry and Cash Journal Vouchers programs within the current financial system. There is no need to segregate Journal Entries from Cash Journal Vouchers on the spreadsheet. The program will recognize which screen to load into and will do so and report out accordingly. This transaction type does require that the individual reference numbers balance debits to credits.
The District Cash Receipts Upload Program allows the district to quickly upload their internal cash transactions, check receipts, etc. A unique feature about this transaction program is that each line within a reference number is self-balancing, with the other side being cash (inferred). Therefore, each reference number does not need to balance overall. Also unique with this program is the ability to enter a separate description for each line within the reference number.
The Interfund Cash Transfer Upload Program allows the district to upload their internal activity between funds and have that activity posted all the way through to the auditor/controller/treasurer. On the upload each reference number will be placed into a separate batch and must balance between funds.
The Payroll Encumbrance Upload Program is not a General Ledger transactional program, but is an encumbrance tool. It allows the district to upload encumbrances or liquidations of encumbrances to payroll accounts only (object codes beginning with 1, 2, 3 or 52). Reference numbers are not used in this program, and there is an upward limit of the standard 10,000 lines per uploaded file. Up to 26 files of 10,000 lines can be uploaded per day.
The Account Link/Status Upload Program allows the user to upload new accounts to 'link' them into the Chart of Accounts, and it also allows a status change to be uploaded to change already-linked accounts from an 'O'pen status to a 'C'losed status. Only budgetary accounts can be opened or status-changed with this program (1xxx-8xxx object codes - no 9xxx object accounts). Reference numbers are not used in this program, and there is an upward limit of the standard 10,000 lines per uploaded file. Up to 26 files of 10,000 lines can be uploaded per day.
For more information on this application please refer to the manual by clicking on the link below to access SharePoint. You will need a user name and password. For login information please call (909) 386-2700.
Application Manuals on SharePoint