Internal Billing Feeder System

Internal Billing Feeder System (IBFS) records establish the options and controls for feeder system and file to be used in various system processes: the Internal Billing Feeder File Validation and Load, Internal Billing Transaction Generation, and Generate Detail Bill. An input file can contain only billings for external customers or for internal customers. When billings are to both types of customers, it requires two different files and two different Internal Billing Feeder System records, unless a single record is being updated between the processing of each type of customer. For this reason, it is suggested that two different feeder system records be used.

Field InformationField Information

Field Name	Description
Feeder System Code	This code uniquely identifies the feeder system. If there are multiple files with different content and layout, this code identifies both the feeder system and the type of file. The code is also used as the Prefix when looking up Automatic Transaction Numbering.
Feeder System Name	A required name is assigned to each code for descriptive purposes.
Active	While all feeder system codes in use will be marked as active, this indication exists to separate those codes that are being setup but not yet used as well as those that are no longer used.
Reject Entire File	This required indication is used by the Internal Billing Feeder File Validation and Load process when at least one record is found to be invalid or will not load. If true, there will be no XML file created and loaded. If false, the XML file is created with only the valid records and loaded. In both cases, all records with an issue are reported.
Location of Feeder System Data File	This required parameter exists so that the input parameters to the Internal Billing Feeder File Validation and Load process do not have to be updated for each feeder system. The value should start with /AMSROOT/ and contain all the sub folders down to the one where the file is placed. The name of the file is an input parameter into the load process.
Column Order	This required parameter exists to define how the Internal Billing Feeder File Validation and Load process should interpret the data within the file. Fields are listed, separated by commas in the order listed in the file. This is key to the file load, as different files contain different data elements, and the order of those elements is not pre-defined in the system process. This data is critical, for if the number of columns in this field does not match the number of fields in a row of the data file, the load process will reject the file. Do not enter spaces between commas or fields.
Email Address for Failed Loads	This option field is used to capture one or more emails to notify in the event the Internal Billing Feeder File Validation and Load process ends with a Return Code of Failed. Multiple addresses must be separated by semi-colon, keeping in mind that the maximum field length is 100.
Billing Transaction Code	This required parameter instructs the Internal Billing Generate Transaction process what transaction code in the Receivable or Internal Exchange Transaction Type to create.
Require Bill Approval	When records within a file should require a manual review and approval before being processed to create an accounting transaction, this parameter ensures that must happen when set to true as records are inserted into the Internal Billing Feeder System Staging page with the Billing Transaction Status of Generate. When false, that status is Do Not Generate, which must be changed to Ready to Generate to get an accounting transaction, which is the value loaded when the parameter is set to false.
Use Billing COA from Data File	This parameter is set to true either because COA for the seller fluctuates so they are always specified in the file, or if COA being used are to override what is normally used from the Feeder System record. The Internal Billing File Validation and Load process reads this setting to update the Billing COA on the Internal Billing Details records created.
Receivable Summarization Option	A required parameter used for summarization for receivable transactions by the Internal Billing Generate Transaction process. The listing is by data attribute on the Internal Billing Details page, with multiple values separated by commas. If left blank, there is no summarization. Not including Customer Code (VEND_CUST_CD) when there are multiple customers in a file, results in a single Receivable with the first Customer Code found. Valid values are as follows. There is no system editing for valid values, so be sure to consult the following list: VEND_CUST_CD, LAST_NM, FRST_NM, DEPT_NM, CHRG_AM, INTD_FUND_CD, INTD_DEPT_CD, INTD_UNIT_CD, INTD_SUNIT_CD, INTD_SFUND_CD, INTD_SOBJ_CD, INTD_APPR_CD, INTD_OBJ_CD, INTD_RSRC_CD, INTD_BSA_CD, INTD_DOBJ_CD, INTD_DRSRC_CD, INTD_SBSA_CD, INTD_LOC_CD, INTD_SLOC_CD, INTD_ACTV_CD, INTD_SACTV_CD, INTD_SRSRC_CD, INTD_FUNC_CD, INTD_SFUNC_CD, INTD_RPT_CD, INTD_SRPT_CD, INTD_TASK_CD, INTD_STASK_CD, INTD_TASK_ORD_CD, INTD_PROG_CD, INTD_PHASE_CD, INTD_PPC_CD Commonly used summarizations are: Customer Code, Fund, Department, Appropriation Customer Code, Billing Rate Customer Code Blank (used for Feeder Systems that provide the Billing COA elements on the feeder system data file and where one detailed billing record will become one billing transaction with one Accounting Line). Department Name (Note: this is a data element from a feeder system file not the Name field on the Department (DEPT) reference page.)
Internal Exchange Summarization Option	A required parameter used for summarization for internal exchange transactions by the Internal Billing Generate Transaction process. The listing is by data attribute on the Internal Billing Details page, with multiple values separated by commas. If left blank, there is no summarization. Valid values are. There is no system editing for valid values, so be sure to consult the following list. INTD_FUND_CD, INTD_DEPT_CD, INTD_UNIT_CD, INTD_SUNIT_CD, INTD_SFUND_CD, INTD_SOBJ_CD, INTD_APPR_CD, INTD_OBJ_CD, INTD_RSRC_CD, INTD_BSA_CD, INTD_DOBJ_CD, INTD_DRSRC_CD, INTD_SBSA_CD, INTD_LOC_CD, INTD_SLOC_CD, INTD_ACTV_CD, INTD_SACTV_CD, INTD_SRSRC_CD, INTD_FUNC_CD, INTD_SFUNC_CD, INTD_RPT_CD, INTD_SRPT_CD, INTD_TASK_CD, INTD_STASK_CD, INTD_TASK_ORD_CD, INTD_PROG_CD, INTD_PHASE_CD, INTD_PPC_CD, ACTG_TMPL_ID Commonly used summarizations are: Fund, Department, Appropriation. Fund, Department, Appropriation, Accounting Template. Fund, Department, Appropriation, Object. Fund, Department, Appropriation, Accounting Template, Object. No Summarization (used where one detailed billing record becomes one billing transaction with one accounting line). When the process reads these options, summarization values must not be blank for a criteria field, or the record will fail editing. The one exception is Accounting Template.
Internal Initiator Summarization Option	This field is for future functionality that is not in place.
Generate Detailed Bill	This parameter instructs the Generate Detail Bill process to create detail bills for each customer when set to true.
Detail Bill Output Type Options	This parameter instructs the Generate Detail Bill process to create one or more types of output for detail bills for each customer when set to true. Valid values are: PDF Only: Generate one PDF file for each eligible billing transaction. Paper Only: Generate a dat file that contains the various records that result in a paper bill. The dat file is sent for printing to generate one paper bill for each Feeder System Summary record. PDF and Paper: Generate the individual PDF files and generate a dat file for printing.
Billing Transaction ID Option	This parameter directs the Internal Billing Generate Transaction process in terms of creating the Transaction ID. Valid values include: ADNT: The process looks to Automatic Transaction Numbering using the Application Date to determine the Fiscal Year and Billing Department. The process first tries with the Feeder System Code as the Prefix and then looks for the **** wildcard if that specific prefix is not found. From Feeder System: The process numbers according to what is in the data file. This is likely when a direct tie back to the external system is available and desired. Billing Period ID: The process numbers the transaction to a concatenation of Feeder System Code, Billing Month, Billing Year, and a generated sequence number.
Billing Department	The required department that is used in transaction creation for security purposes, for Customer Account validation, and possibly to build a Customer Code. All receivable and internal exchange transactions will be created with this department. This means that internal buyer staff will need read only access to these transactions with this department if they are to view the records on an inquiry page where there is row filtering. This does preclude using Billing Profiles with the AR Department of ALL. It must be a valid Department.
Billing Unit	A required unit that is used in transaction creation for security purposes or for Customer Account validation. All receivable and internal exchange transactions will be created with this unit unless it is the wildcard of ALL. In this case, there will be no Transaction Unit. When used for security, it means that internal buyer staff will need read only access to these transactions with this unit if they are to view the records on an inquiry page where there is row filtering.
Default Billing Profile	An optional billing profile to use when doing customer account validation against Customer Account Option data when one is not specified in the billing file.
Customer Code Validation	The optional editing for the Internal Billing Feeder File Validation and Load process to check that a supplied Customer Code is valid on Vendor Customer is invoked by setting this indication to true. The check also looks for a Customer Status of Active. This option should not be used when the Customer Code Derivation option is Concatenate as the codes created from that are not valid vendor/customer codes but generated for inquiry purposes on the Internal Billing inquiry pages.
Customer Account Validation	The optional editing for the Internal Billing Feeder File Validation and Load process to check that a supplied Customer Code and Default Billing Profile are invoked by setting this indication to true. The AR Department and AR Unit of the billing file are used along with any specified Billing Profile. If that value is blank, then the Default Billing Profile is used. This option should not be used when the Customer Code Derivation option is Concatenate as the codes created from that are not valid customer accounts but generated for inquiry purposes on the Internal Billing inquiry pages.
Customer Code Derivation	This required parameter is for the Internal Billing Feeder File Validation and Load process to determine what to do with the Customer Code field in the file when loading: From Feeder System Data File – Customer Codes specified in the file will be used. This must be the option when creating Receivable transactions. Concatenate – A Customer Code will be created by combining the Billing Department and the Intended (paying) Department into a customer code. This choice does imply all possible combinations are set up in advance of Internal Exchange transactions. No Customer Code – There will be no Customer Code. An option that only works with the Internal Exchange transaction.
Budget Presence Check for Internal Buyer	The optional editing for the Internal Billing Feeder File Validation and Load process to check for an existing budget line matching the Internal Buyer COA with a Budget Fiscal Year equal to the Billing Year is invoked by setting this indication to true. The edit only occurs when the load determined that the customer is an internal account, something that is not true if the customer was not loaded into the file or created with the concatenation option. Determining the budget structure is controlled by a batch parameter in that process. Please see the run sheet for limitations to this edit.
Validate Internal Buyer COA	The optional editing for the Internal Billing Feeder File Validation and Load process to validate the internal buyer COA and billing COA is invoked by setting this indication to true. This only occurs for records identified as an Internal Account. Validations that require a year occur within the current fiscal year, as determined by the Application Date. In those files where the COA do not change during the year, this is typically set to true for the first file of the year and then left as false. The edit only occurs when the load determined that the customer is an internal account, something not true if the customer was not loaded into the file or created with the concatenation option.
Default Internal Buyer Object Default Internal Buyer Sub Object	These are two optional COA values for the internal buyer, where a value can be specified from the Feeder System record instead of being recorded in the data file. These defaults exist to override objects provided by buyers that are not what they should be.
Default Internal Exchange Event Type	An optional parameter used by the Internal Billing Transaction Generation process when creating Internal Exchange transactions. This parameter is used when the default event type setup on Allowable Event Types for Transaction Code is not the desired accounting event for the seller.
Default Internal Initiator Event Type	This field is for future functionality that is not in place.
Input File Contains Header Input File Contains Footer	These settings indicate the Validate and Load process if there is a header and/or footer record in the file that should be excluded and not viewed as internal billing details. Each should remain false if the file does not have them.
Transaction Department	A conditionally required field when the Billing Department is the ALL wildcard for the necessary department used in transaction creation. Otherwise, it is an optional parameter that is used instead of the Billing Department.
Transaction Unit	An optional field that is used in transaction creation for security purposes is used to limit access to generated transactions. Ensure it is valid with the Transaction Department, if used, otherwise, it is valid with the Billing Department.
Legal Name from VCUST	Set this to true to include customer legal names from Vendor/Customer (VCUST) in the exception report in the Name column. When false, Name is derived from feeder system data file in the format last name first name, if feeder system data file has the information.
Carrier and Class Required	Set this indication to true so that the Internal Billing Carrier and Class (IBCC) data will be used when loading the feeder system data file to create additional records for Postal, Additional, and Markup costs.
Billing COA Elements	This section includes optional fields for the common COA fields found on accounting lines. Values entered can be in lieu of any in the data file or an exception set used in limited circumstances. These COA are used when there is no means for the external billing system to supply COA for the seller/provider. When using, please ensure that the set meets the rules for required budget editing, event type requirements, and any COA combination validation or required element rules established.
Required Attributes for Column Order	An optional text field, to provide the ability to define what data elements are required beyond those necessary to successfully load the file vs those that are optional. If any required attributes are missing, the file validation returns unsuccessful and the corresponding records are written to the exception report. Multiple attributes must be separated by commas. Please ensure the values in this field are in sync with the Column Order of the feeder system record.
Form Printing and Exception Report Layout	The value selected in this field determines the layout of the exception report and the PDF bill. For more detailed information, refer to the “Detail PDF Bills” and "Exception Reports" topics in this user guide.
Biller’s Division Name 1 Biller’s Division Name 2	These optional details often appear in the header of detail bills to inform the customer about where the bill is originating.
Biller’s Street 1 Biller’s Street 2 Biller’s City Biller’s State Biller’s Zip	These optional details often appear in the header of detail bills to inform the customer about where the bill originates. They may be used in lieu of the remit to address fields or in addition to those when payments should not be mailed to the billing address.
Contact 1, 2, and 3	These optional pieces of the biller’s information provide contact information in the event a customer has questions. From the Contact record establishes, the Contact Name, Phone, and Email infers so it can be placed on the detail bill.
Remit to Division Name 1 Remit to Division Name 2	These optional details often appear in the header of detail bills to inform the customer about where the bill is originating.
Remit to Street 1 Remit to Street 2 Remit to City Remit to State Country Remit to Zip	These optional details often appear in the header of detail bills to inform the customer in the detail bill about where to remit payment.
AR Department for Billing Instructions AR Unit for Billing Instructions Billing Instruction	The optional fields are used to pull established billing instructions into generated bills.