DNA GL Recon. Page 1 of 56. GL Reconciliation (Application b2858c2f-27e0-43ba-a b917202)

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1 DNA GL Recon GL Reconciliation (Application b2858c2f-27e0-43ba-a b917202) Overview: GL Reconciliation app is an exhaustive module that will provide Financial Institutions the ability to compare General Ledger Balances between DNA and any third party General Ledger System. This app provides the capability to compare, review and assist in identification of General Ledger differences between DNA and General Ledger Systems. This app also provides the ability to record and store the Daily Activity and Ending Balance of the day from third party General Ledger Systems. The app lets the Financial Institution to configure General Ledger Heads, groups and accounts, map them with the external General Ledger System heads and accounts. It has a batch upload facility, which can be used to upload Daily Activity and Ending Balances of External General Ledger System into the app and then review and compare balances. This app integrates with the DNA and utilizes the data generated by General Ledger batch jobs of DNA. This data is recorded on a daily basis and is utilized to perform comparisons with the external General Ledger Systems. There is provision to print and export the comparison results visible on the screen in PDF/Excel/Word format. Processing: This app requires an initial setup to configure and link General Ledger balances with the external General Ledger balances. This includes: GL Balance Groups Associating GL titles to GL Balance Groups Mapping of DNA Organizations (Branches) with external GL Systems branch/cost center GL Balance Groups: These are user defined groups. The Financial Institution can create multiple groups depending on their GL grouping. Similar GL titles can be associated under a group. Page 1 of 56

2 e.g.: Deposit Accounts Group This can contain all GL titles that are linked to Deposit Products for Principal Balance (Note Balance) Associating GL titles to GL Balance groups: The DNA GL titles should be associated with the relevant GL Balance group Mapping of Branch with external GL System Branch/cost center: Create mapping of the DNA branch with the external GL system. With the help of this cross reference this app will be able to compare the data of DNA branch and external GL branch with reference to the external GL account number associated with them. Please note that one External Branch/Cost Center can be mapped with multiple DNA organizations. Once the above configuration is completed, the app is ready for usage. Capture External GL Balances: The GL External Balance screen is used to create/edit the data (i.e. Daily Balance and Ending Balance for the day) of External Branch/Cost Center for the respective external GL account number. Upload External GL Balances File: The GL File Upload screen provides the ability to upload fixed format data file containing GL balances (Daily Balance and Ending Balance) into the app. This form also provides the ability to correct the incorrect data which is highlighted in the file/record errors section of the form. Fetching GL Data from DNA: GL_XDATA batch job should be run to get GL balances from DNA. This places the DNA GL Data against the External GL data for review and comparison. This batch job should be run daily after GL_XTRAK and GL_XTSUM batch jobs have been completed successfully. GL Reconciliation comparison and differences: The GL Reconciliation is a simple process for presentment. It requires two associated balances from the external GL and the DNA for comparing. This presentment allows easy review of all balance comparisons and quick identification of differences. Once the relevant data of external GL system is captured in DNA, the GL reconciliation comparison is performed on GL Recon Comparison screen. The GL Recon Comparison screen also enables the Financial Institution to print the comparison results through Microsoft Report Page 2 of 56

3 Viewer. The GL Recon Comparison screen compare and display the reconciliation summary with below options: a. Balance Group based reconciliation window is used to show the Balance Group External GL Number based DNA to Financial Institution s GL Balances comparison and differences. b. Balance Group - Major-Minor based reconciliation window is used to show Balance Group External GL Number Major-Minor based DNA to Financial Institution s GL Balances comparison and differences, for a particular GL Balance Group. c. Balance Group - Branch based reconciliation window is used to show the details for the selective GL account showing Branch totals for a DNA Group to GL Balances broken down at the Cost Center showing comparison and differences. Tables: GLBALGRP A new table GLBalGrp is created to list the Balance Groups for GL Reconciliation System. This table has the following columns: Column Name Data Type Default Value Comment GLBALGRPCD VARCHAR2 (4) The GL Balance Group Code is the user assigned code used to identify the GL Balance Groups. GLBALGRPDESC VARCHAR2 (30) The GL Balance Group contains the textual description of the GL Balance Groups. GLBALGRPTYP CHAR (1) C The GL Balance Group Type describes the Debit or Credit Balance of the GL Balance Group. C = Credit, D = Debit. DATELASTMAINT Date System Date The date when the row was most recently updated. GLTITLEGLBALGRP A new table GLTitleGLBalGrp is created to link the GL Account Title of DNA to the GL Balance Group. The details of the table columns are given below: Page 3 of 56

4 Column Name Data Type Default Value Comment GLBALGRPCD VARCHAR2 (4) The GL Balance Group Code is the user assigned code used to identify the Balance Groups. GLTITLENBR NUMBER (22) The General Title Number is a system assigned number that identifies a general ledger title. DATELASTMAINT Date System Date The date when the row was most recently updated. GLCROSREF A new table GLCrosRef is created to define the cross reference data between the DNA Organization Number of the Financial Institution to the Financial Institutions GL System Branch / Cost Center. The details of the table columns are given below: Column Name Data Type Default Value Comment ORGNBR NUMBER (22) The Organization Number is the system assigned number used to identify each Branch of the Financial Institution. EXTBRANCH VARCHAR2 (30) The External Branch / Cost Center is the name of the branch as maintained in Financial Institutions GL System. DATELASTMAINT DATE System Date The date when the row was most recently updated. GLEXTBAL A new table GLExtBal is created to capture the Financial Institutions End of Day Balance at DNA with External Reference GL Account Number and External Branch for the App GL Reconciliation System. This table has the following columns: Column Name Data Type Default Value Comment XREFGLACCTNBR VARCHAR2 (30) The External Reference General Ledger Account Number is a user assigned number that references the external general ledger. EXTBRANCH VARCHAR2 (30) The External Branch / Cost Center as captured in GL System. EFFDATE DATE The date of the Cumulative Balance of Page 4 of 56

5 the previous day or Daily Activity/End of Day Balance captured. DEBITBAL NUMBER (22,2) The debit balance references the debit balance of the respective external GL account number. CREDITBAL NUMBER (22,2) The credit balance references the credit balance of the respective external GL account number. ENDINGBAL NUMBER (22,2) The ending balance references the closing balance of the respective external GL account number. DATELASTMAINT DATE System Date The date when this row was most recently updated. TMPGLEXTBAL A new table TmpGLExtBal is created to temporarily capture the Financial Institutions GL System s End of Day Balance at DNA with External Reference GL Account Number and External Branch for the App GL Reconciliation System. This table has the following columns: Column Name Data Type Default Value Comment XREFGLACCTNBR VARCHAR2 (30) The External Reference General Ledger Account Number is a user assigned number that references the external general ledger. EXTBRANCH VARCHAR2 (30) The External Branch / Cost Center as captured in GL System. EFFDATE DATE The date of the Cumulative Balance of the previous day or Daily Activity/End of Day Balance captured. DEBITBAL NUMBER (22,2) The debit balance references the debit balance of the respective external GL account number. CREDITBAL NUMBER (22,2) The credit balance references the credit balance of the respective external GL account number. ENDINGBAL NUMBER (22,2) The ending balance references the closing balance of the respective external GL account number. STATUS VARCHAR2 (20) The status of the record provided in uploaded file as TBP To Be Page 5 of 56

6 Processed, PEND Pending Verification, IACT Inactive and PROC Processed. DATELASTMAINT DATE System Date The date when this row was most recently updated. LOADDATE DATE The date when the file is uploaded. ERRDESC VARCHAR2 (100) The description of error contained in a record. GLFILETYP A new table GLFileTyp is created to accommodate the new file type for GL Balances for the App GL Reconciliation System. The details of the table columns are given below: Column Name Data Type Default Value Comment FILETYPCD FILEFORMATCD FILETYPDESC VARCHAR2 (4) VARCHAR2 (4) VARCHAR2 (30) The File Type Code is the user assigned code that identifies the different file types. The File Format Code is the user assigned code that identifies the file format. The File Type is the textual description of the file types. DATELASTMAINT DATE System Date The date when this row was most recently updated. SYSTEM USE ONLY EXTORGNBR NUMBER (22) The External Organization Number is a number which uniquely identifies the external organization. PROCESSMAINTYN CHAR (1) N The Process Maintenance Y=Yes, N=No CRYN CHAR (1) Y Indicates if the file contains a carriage return at the end of each record. LOADBYAPPLNBR NUMBER (22) If applicable, the Application Number of the application associated with the External File. DISPLAYYN CHAR (1) N Indicates if the file information is displayed. CREDITSFIRSTYN CHAR (1) Y CreditsFirstYN indicates if the credits appear at the beginning of a POD deposit. Page 6 of 56

7 ASSIGNHOLDDAYS YN CHAR (1) N AssignHoldDaysYN indicates if we need to calculate hold days. USEDATEEXTNYN CHAR (1) N UseDateExtnYN indicates when creating an output file, a date should be concatenated onto the end of the file path. DEFAULTINITFILEP ATH LOADPENDINGVERI FYYN VARCHAR2 (124) DefaultInitFilePath indicates what should be the initial path when searching for a file of this type. CHAR (1) N Determines if the file type is going to be subject to load verification. FILELOADDISPYN CHAR (1) N Should this FileTyp display as available within the File Load Application - Y/N? DESCTOKENNBR NUMBER (22) Identifies the TokenNbr for the Desc Translation. SWAPGOODACCTN BRYN DESCNAMESPACE CD NEXTFILECONTRO LNBR INCLEARINGYN CHAR (1) N Whether or not to look to swap good account numbers for this file type. VARCHAR2 (4) NUMBER (22) VARCHAR2 (1) N Identifies the NameSpaceCD for the Desc Translation. The next File Control Number represents the number of the next file. This value is used for file validation. Indicates if the file type is used for inclearing checks. GLFILEFORMAT A new table GLFileFormat is created to define the required file format for the App GL Reconciliation System. The details of the table columns are given below: Column Name Data Type Default Value Comment FILEFORMATCD FILEFORMATDESC MAXRECORDLENG TH VARCHAR2 (4) VARCHAR2 (30) NUMBER (22) The File Format Code is the user assigned code used to identify the file format. The File Format is the textual description of the file format. The Maximum Record Length is the maximum number of records allowed in the file. Page 7 of 56

8 BLOCKINGFACTOR NUMBER (22) The Blocking Factor is the number of records per block for the file. FIXEDLENGTHYN CHAR (1) N The Fixed Length indicates whether or not the field is of fixed length or not. Y = Yes N = No DATELASTMAINT DATE System Date The date when this row was most recently updated. SYSTEM USE ONLY COMPRESSYN CHAR (1) N The Compress Y=Yes N=No column determines if the file is to be compressed when stored in the file record data field. DESCTOKENNBR NUMBER (22) Identifies the TokenNbr for the Desc Translation. DESCNAMESPACE CD VARCHAR2 (4) Identifies the NameSpaceCD for the Desc Translation. GLRECORDTYP A new table GLRecordTyp is created to define the record type for the App GL Reconciliation System. This table has the following columns: Column Name Data Type Default Value Comment RECORDTYPCD RECORDTYPDESC VARCHAR2 (4) VARCHAR2 (30) The Record Type Code is the user assigned code that identifies the valid record types. The Record Type is the freeform textual description for the record type codes. DATELASTMAINT DATE System Date The date when this row was most recently updated. SYSTEM USE ONLY DESCTOKENNBR NUMBER (22) Identifies the TokenNbr for the Desc Translation. DESCNAMESPACE CD VARCHAR2 (4) Identifies the NameSpaceCD for the Desc Translation. GLFILEFORMATRECORDTYP A new table GLFileFormatRecordTyp is created to link the file format and record type for the App GL Reconciliation System. This table has the following columns: Column Name Data Type Default Comment Page 8 of 56

9 Value FILEFORMATCD VARCHAR2 (4) The File Format Code is the user assigned code that identifies the different file format codes. RECORDTYPCD VARCHAR2 (4) The Record Type Code is the user assigned code used to identify the record types. REQUIREDYN CHAR (1) N The Required column is whether the record is required in the file. Y = Yes N = No DATELASTMAINT DATE System Date The date when this row was most recently updated. SYSTEM USE ONLY EXTRECORDTYPCD VARCHAR2 (4) Contains an external file record type identifier which relates to the DNA record type code. GLFIELDTYP A new table GLFieldTyp is created to define the field type of GL uploading file for the App GL Reconciliation System. This table has the following columns: Column Name Data Type Default Value Comment FIELDTYPCD VARCHAR2 (4) The Field Code is the user assigned code used to identify the different field types. DATATYPCD VARCHAR2 (4) The Data Type Code is the user assigned code used to identify the different data types. FIELDNAME VARCHAR2 (30) The Field Name is the textual name of the field. FIELDLENGTH NUMBER (22) The Field Length is the maximum length of the field. FIELDDESC VARCHAR2 (60) N The Field is the textual description of the field. DATELASTMAINT DATE System Date The date when this row was most recently updated. SYSTEM USE ONLY DESCTOKENNBR NUMBER (22) Identifies the TokenNbr for the Desc Translation. DESCNAMESPAC ECD VARCHAR2 (4) Identifies the NameSpaceCD for the Desc Translation. Page 9 of 56

10 GLRECORDTYPFIELDTYP A new table GLRecordTypFieldTyp is created to link the Record Type with Field Type for the App GL Reconciliation System. This table has the following columns: Column Name Data Type Default Value Comment RECORDTYPCD VARCHAR2 (4) The Record Type Code is user assigned code that identifies the record types. FIELDTYPCD VARCHAR2 (4) The Field Type Code is the user assigned code that identifies the field types. FIELDSEQNBR NUMBER (22) The Field Sequence Number is the sequence for the record types. DATELASTMAINT DATE System Date The date when this row was most recently updated. SYSTEM USE ONLY BEGINNINGPOSIT ION NUMBER (22) Beginning Position indicates where this field begins within its respective record. FIELDLENGTH NUMBER (22) RecordTypFieldTyp indicates how many characters this field occupies within its respective record. EDITMASK VARCHAR2 (256) Describes how an output field should be edited. GLEXTRACTDATADAILY A new table GLExtractDataDaily is created to capture the DNA s summarized GL balance for the App GL Reconciliation System. This table has the following columns: Column Name Data Type Default Value Comment BANKORGNBR NUMBER The BankOrgNbr identifies the organization for the General Ledger Account. GLACCTNBR NUMBER (22) The General Ledger Account Number is a system assigned number that identifies a general ledger account. EFFDATE DATE The date when the transaction is posted to General Ledger Account. MJACCTTYPCD VARCHAR2 (4) The Major Account Type Code is the user assigned code that identifies the valid major types. MIACCTTYPCD VARCHAR2 (4) The Minor Account Type Code is the user assigned code that identifies the Page 10 of 56

11 valid minor types. BALCATCD VARCHAR2 (4) The Balance Category Code is the user assigned code that identifies the valid balance categories. BALTYPCD VARCHAR2 (4) The Balance Type Code is a user assigned code that identifies the valid balance type codes. DAILYDRBAL NUMBER The daily debit balance references the debit balance of the respective transaction for GL account number. DAILYCRBAL NUMBER The daily credit balance references the debit balance of the respective transaction for GL account number. DATELASTMAINT DATE System Date The date when the row was most recently updated. GLEXTRACTTXNDATADAILY A new table GLExtractTxnDataDaily is created to capture the DNA s Transaction wise GL balance with transactions for the App GL Reconciliation System. This table has the following columns: Column Name Data Type Default Value Comment BANKORGNBR NUMBER The BankOrgNbr identifies the organization for the General Ledger Account. BRANCHORG NUMBER The Branch Organization Number identifies the branch of organization for the General Ledger Account. GLACCTNBR NUMBER The General Ledger Account Number is a system assigned number that identifies a general ledger account. ACCTNBR NUMBER The Account Number is a systemassigned number that identifies each account. TXNNBR NUMBER The Transaction Number is the system assigned number used to identify each transaction. TXNTYPCD VARCHAR2 (4) The Transaction Type Code is the user assigned code that identifies each transaction type. Page 11 of 56

12 POSTDATE DATE The date when the transaction is posted to General Ledger Account. MJACCTTYPCD VARCHAR2 (4) The Major Account Type Code is the user assigned code that identifies the valid major types. MIACCTTYPCD VARCHAR2 (4) The Minor Account Type Code is the user assigned code that identifies the valid minor types. BALCATCD VARCHAR2 (4) The Balance Category Code is the user assigned code that identifies the valid balance categories. BALTYPCD VARCHAR2 (4) The Balance Type Code is a user assigned code that identifies the valid balance type codes. DAILYDRBAL NUMBER The daily debit balance references the debit balance of the respective transaction for GL account number. DAILYCRBAL NUMBER The daily credit balance references the debit balance of the respective transaction for GL account number. GLACCTTITLENA ME GLACCTTITLENB R VARCHAR2 (30) NUMBER The General Ledger Account Title Name is a freeform textual identification for the general ledger account title. The General Ledger Account Title Number is the user assigned number that identifies a general ledger title. DATELASTMAINT DATE System Date The date when the row was most recently updated. Variables: Calculation Category: A calculation category is created to associate the calculation type: Calculation Category Code (how used) DateLastMaint Calc Cat for App Store CCAS This calculation category will be used for Sysdate associating a new calculation type Calculation Types: Page 12 of 56

13 A calculation type under the calculation category CCAS is created to associate the calculation variable to the application. Calculation Type Code (how used) MjMiYN Calc Typ for App Store CTAS This calculation type will be used for N associating new calculation variable A calculation type under the calculation category GLP GL Processing is created to associate the variables to the application. Calculation Type Code (how used) MjMiYN GL Reconciliation GLRC This calculation type will be used for N associating new calculation variables. Calculation Variables: The following Calculation Variable under the calculation type CTAS Calc Typ for App Store is created to store the location of Microsoft Report Viewer Dlls being used in this App. Variable Code (how used) Data Type Default MS Report Viewer DLL Path MDLP The location to store the Microsoft Report Viewer DLLs used in the app. STR <BLANK> The following Institution level Calculation Variables under the calculation type GLRC GL Reconciliation store the GL account opening date for Financial Institution s GL Systems and DNA GL, for identification of the starting period for GL Balances. The date provided in Calculation Variable EGOD will be used as opening date of External GL Balance and the date provided in Calculation Variable CGOD is used as opening date of DNA GL balance (Application Balance) to compare the Financial Institutions GL Balance and DNA Application GL Balance. Variable Code (how used) Data Type Default Ext GL Acct Opening Date EGOD The Financial Institution s DATE <BLANK> external GL account opening date for the starting period. Core GL Acct Opening Date CGOD The DNA s GL account opening date for the starting period. DATE <BLANK> Page 13 of 56

14 Scheduling (for batch applications): An updating report GL_XDATA is created to capture daily GL Balance at DNA. This report is required to run daily after successfully running of GL_XTRAK and GL_XTSUM batch jobs. Report (s): A new updating batch job GL_XDATA is created to capture daily GL Balance at DNA. This report is required to run daily after GL_XTRAK and GL_XTSUM batch jobs. This report fetches the processed records created by the updating batch job GL_XTRAK and updates the effective dated data in the table for GL Reconciliation purpose. The data in these tables provide key components required for comparing the GL Balances of DNA and Financial Institution s GL System and display the information on GL Recon Comparison screen. If the report is run more than once, than no data is processed on effective date and report will display the following message in output file: The effective dated report is already processed. Layout of the Report: GL_XDATA Page 14 of 56

15 Field Listing: Field GL Reconciliation The following results are displayed in this report: The total number of records processed in the report (GL_XTRAK) and total number of records inserted in GLExtractTxnDataDaily table are displayed in this report. Results in the report The total number of records processed in the report (GL_XTRAK) and total number of records inserted in GLExtractDataDaily table are displayed in this report. If the effective dated report is processed again on a particular post date, a message is displayed as, The effective dated report is already processed. Microsoft Report Viewer: A new report is created through Microsoft Report Viewer to generate the GL Reconciliation Report based on the input provided in the Search Criteria on GL Recon Comparison screen. The input provided by the user is passed as parameter to the report, and the report is called to generate the same results as it is displayed in the GL Recon Comparison screen. The report is called on click of Print button on GL Recon Comparison screen. The report displays data on the basis of values provided in Search Criteria on GL Recon Comparison screen. Layout of the report: Page 15 of 56

16 On click of Print icon displayed in GL Recon Report Viewer the data of report will be printed. The user will be able to save the data of report through Microsoft Report Viewer. The user has to click on Export button and select the required format as per the below screen: Page 16 of 56

17 On click, the user will be asked to provide the path to store the report in selected format. Please refer to the Field Listing section of GL Recon Comparison screen for details. File Layout: A file will be uploaded into the system through GL File Upload screen to update the external GL records in TMPGLEXTBAL table. Input File Layout Fixed Width Field Format Size Beginning Position Ending Position Effective Date DATE Effective Date of the record in MMDDYYYY format. External Branch VC External Branch Name External Reference GL Account Number NUM External Reference GL Account Number Debit Amount CUR Debit Amount of the record with last two digits in decimals Page 17 of 56

18 Field Format Size Beginning Position Ending Position Credit Amount CUR Credit Amount of the record with last two digits in decimals Ending Balance CUR Ending balance of the record with last digit to display the negative or positive sign (i.e. - or +, if no sign, the value is considered as positive) and then second last two digits in decimals. Application Messages: The following application messages are available on the various screens of GL Reconciliation System App: 1. A message is displayed to the user on GL Balance Group screen, if GL Balance Group Code created by the user is not unique and already available in GL Balance Group Details grid. The following message is displayed: 2. The following message is displayed to the user when user selects a record and clicks on Delete button on GL Balance Group screen. The message, You are about to delete the selected entry from the database. Press OK to continue or CANCEL to return to editing. is displayed. Page 18 of 56

19 If user clicks on OK button on above message and the record selected for deletion is used in another table, following message is displayed to restrict the user to delete the record: 3. If no value is provided in mandatory field GL Balance Group Code on GL Balance Group screen, the exception message This is a required field and requires that a value be entered is raised when user clicks on Process button. 4. If no value is provided in mandatory field GL Balance Group on GL Balance Group screen, the exception message This is a required field and requires that a value be entered is raised when user clicks on Process button. 5. The following message is displayed to the user when user selects a record and click on Delete button on GL Title GL Balance Group screen, the message You are about to delete the selected entry from the database. Press OK to continue or CANCEL to return to editing is displayed to the user. 6. If no value is provided in mandatory field GL Balance Group on GL Title GL Balance Group screen, the exception message This is a required field and requires that a selection be made is raised when user clicks on Process button. Page 19 of 56

20 7. If no value is provided in mandatory field GL Account Title on GL Title GL Balance Group screen, the exception message This is a required field and requires that a selection be made is raised when user clicks on Process button. 8. The following message is displayed to the user on GL Cross Reference screen if the organization selected by the user from Organization dropdown is available against other external branch/cost center in GL Cross Reference Details grid. The user will not be able to select that organization. 9. The following message is displayed to the user when user selects a record and click on Delete button on GL Cross Reference screen, the message You are about to delete the selected entry from the database. Press OK to continue or CANCEL to return to editing is displayed to the user. If user click on OK button on above message and the record selected for deletion is currently used in another table, following message is displayed to restrict the user to delete the record: Page 20 of 56

21 10. If no value is provided in mandatory field Organization on GL Cross Reference screen, an exception message This is a required field and requires that a selection be made is raised when user clicks on Process button. 11. If no value is provided in mandatory field External Branch/Cost Center on GL Cross Reference screen, an exception message This is a required field and requires that a value be entered is raised when user clicks on Process button. 12. A message The effective dated record already exists is displayed on GL External Balance screen on click of Process button, if the respective record is already available in GL External Balance Details grid on the same effective date. 13. The following message is displayed to the user when user selects a record and click on Delete button on GL External Balance screen, the message You are about to delete the selected entry from the database. Press OK to continue or CANCEL to return to editing is displayed to the user. 14. A message is displayed to the user on GL External balance screen, if the date provided in the As on Date field in Create GL External Balance group box is greater than current posting date. The following message is displayed: Page 21 of 56

22 15. If no value is provided in mandatory field External Branch in search criteria on GL External Balance screen, an exception message This is a required field and requires that a selection be made is raised when user clicks on Query button. 16. If no value is provided in mandatory field As on Date in search criteria on GL External Balance screen, an exception message The As on Date must have a value in order to query is raised when user clicks on Query button. 17. If no value is provided in mandatory field External Branch in Create GL External Balance group box on GL External Balance screen, an exception message This is a required field and requires that a selection be made is raised when user clicks on Process button. 18. If no value is provided in mandatory field External GL Number in Create GL External Balance group box on GL External Balance screen, an exception message This is a required field and requires that a selection be made is raised when user clicks on Process button. 19. If no value is provided in mandatory field As on Date in Create GL External Balance group box on GL External Balance screen, an exception message This is a required field and requires that a value be entered is raised when user clicks on Process button. 20. If no value is provided in mandatory field Ending Balance in Create/Edit GL External Balance group box on GL External Balance screen, an exception message This is a required field and requires that a value be entered is raised when user clicks on Process button. Page 22 of 56

23 21. The following application message is displayed to the user when the GL file is uploaded into DNA system on GL File Upload screen. 22. The following message is displayed to the user on GL File Upload screen on click of Upload button, if the uploading file is blank (NULL values) or have invalid file format. The uploading process will be aborted: 23. A message is displayed to the user on GL File Upload screen if the uploading file has data error in it. The uploading process will be aborted, in the following conditions: a. When value in Effective date field is greater than current post date for any record. b. When Ext Branch field is null or not available in GL Cross Reference Details grid on GL Cross Reference screen for any record. c. When External Reference GL Account Number field is null for any record. d. When ending balance is null for any record. Only the applicable errors in a record are displayed in this message in comma separated format. As an example the following message is displayed: Page 23 of 56

24 24. The following override message is displayed on GL File Upload screen on click of Upload button, if the uploaded file contains any record already available in TMPGLEXTBAL table on effective date. 25. A message is displayed on GL File Upload screen on click of Update button, if the record data that is being updated is already available in TMPGLEXTBAL table on effective date. 26. A message is displayed on GL File Upload screen on click of Update button, if the External Reference GL Number provided by the user in Field value is invalid. 27. A message is displayed on GL File Upload screen on click of Update button, if the Effective Date provided by the user in Field value is invalid. Page 24 of 56

25 28. An override message is displayed on GL File Upload screen on click of Process button, if the uploaded file contains any record already available in GLEXTBAL table on effective date. 29. A message is displayed to the user on GL File Upload screen if user checks the checkbox Inactivate the records with No GL Account Title the following message is displayed to the user. To inactivate the records click on Ok button. 30. The following message is displayed to the user when user clicks on Delete button on GL File Upload screen: Page 25 of 56

26 31. The following message is displayed to the user when user clicks on Delete All button on GL File Upload screen: 32. If no value is provided in mandatory field File Path in GL File Upload Process group box on GL File Upload screen, an exception message This is a required field. Please select a file to upload is raised when user clicks on Upload button. 33. If no value is provided in mandatory field File Name in GL File Upload Process group box on GL File Upload screen, an exception message This is a required field. Please select a file to upload is raised when user clicks on Upload button. 34. If no value is provided in mandatory field File Type in GL File Upload Process group box on GL File Upload screen, an exception message This is a required field and requires that a selection be made is raised when user clicks on Upload button. 35. If no value is provided in mandatory field Load Date in Search Criteria group box on GL File Upload screen, an exception message The Load Date must have a value in order to query is raised when user clicks on Query button. 36. If the selected Balance Group does not have proper GL mapping setup with GL account titles, the following message is displayed on GL Recon Comparison screen, when user selects any balance group and click on tab: Page 26 of 56

27 37. An error message is displayed to the user on click of Query button on GL Recon Comparison screen, if setup for the Institution variables (i.e. EGOD and CGOD) is not set. The message displays the calculation variable(s) name for which the setup (i.e. appropriate date) is required. The following message is displayed: 38. An error message is displayed to the user on click of Query button on GL Recon Comparison screen, if no records exist for the date as specified in As on Date field for external GL system. The following message is displayed: 39. An error message is displayed to the user on click of Query button on GL Recon Comparison screen, in any of the below conditions: a. If no records exist into external GL system for the dates as provided in Institution Variables (EGOD, CGOD) b. If no records exist into external GL system for any date between variables date and As on Date (i.e. the dates as provided in Institution Variables EGOD, CGOD and As on Date on GL Recon Comparison screen). The following message is displayed: Page 27 of 56

28 40. An error message is displayed to the user on click of Query button on GL Recon Comparison screen, if the dates provided in Institution Variables (EGOD, CGOD) are greater than the date provided in As on Date field on GL Recon Comparison screen. The following message is displayed: 41. A message, External GL Number is associated with more than one Branch/Organization. Please review with all Branch option to confirm the Net Difference is displayed to the user on GL Recon Comparison screen below GL Balance Reconciliation grid on click of Query button. The message is displayed when all of the following conditions are met: a. When any External Branch is associated with more than one organization on GL Cross Reference screen. b. When External GL Number, Branch radio button is selected in Search Criteria of GL Recon Comparison screen. c. When user have not selected the All option from Branch dropdown in Search Criteria of GL Recon Comparison screen. d. When the branch selected by user in Branch dropdown belongs to an External GL Number that have association with any other branch as well. 42. If no value is provided in mandatory field As on Date in Search Criteria group box on GL Recon Comparison screen, an exception message The As on Date must have a value in order to query is raised when user clicks on Query button. 43. The following message is displayed on GL Recon Comparison screen on click of Print button, if a valid location is not specified in calculation variable MDLP MS Report Viewer DLL Path : Page 28 of 56

29 44. A message is displayed on GL Recon Comparison screen on click of Print button, if the Microsoft Report Viewer DLLs are not copied at location specified in calculation variable MDLP MS Report Viewer DLL Path. The message will display the name of the dlls being used in this App but are not available in specified location. Screens: The following screens are created for the App GL Reconciliation System : 1. GL Balance Group 2. GL Title GL Balance Group 3. GL Cross Reference 4. GL External Balance 5. GL File Upload 6. GL Recon Comparison Navigation: GL Balance Group System GL GL Recon System GL Balance Group Page 29 of 56

30 Screen Appearance: GL Balance Group The GL Balance Group screen is used to create GL Balance Groups and assign the balance type (i.e. Credit Balance or Debit Balance) to that GL Balance group. Field Listing: Field GL Balance Group Details This grid displays the GL Balance Group Details as created by the user. This grid has the following columns in it: Page 30 of 56

31 Field GL Balance Group The GL Balance Group Code is displayed in this column. Code GL Balance Group The GL Balance Group is displayed in this column. GL Balance Group The GL Balance Group Type column displays the Balance type as Credit or Type Debit against the respective GL Balance Group. Date Last Maint Date when the row was last updated is displayed in this column. Auto Hide On selection, the records in the grid will hide on click of Create/Edit button. Create On click of Create button, Create/Edit GL Balance Group group box is enabled and the caption of the group box will dynamically change to Create GL Balance Group. Edit On click of Edit button, Create/Edit GL Balance Group group box is enabled and caption of the group box will dynamically change to Edit GL Balance Group. The user is able to edit the GL Balance Group and select any radio button from Balance group box. Delete On click, a confirmation message You are about to delete the selected entry from the database. Press Ok to continue or Cancel to return to editing is displayed to the user and the selected record is deleted. If the selected record has reference to any other table, the system will not allow the user to delete that record and a message Balance Group is referenced in another Table. Item will not be deleted is displayed for the same. Create/Edit GL Balance Group When user click on Create or Edit button, Create/Edit GL Balance Group group box is enabled. This group box has the following fields in it: GL Balance Group The GL Balance Group Code is a unique code created by a user. If GL Code Balance Group code created by the user is not unique, a message The key data you have entered is not unique, please try again is displayed to the user. This is a mandatory field and disabled in edit mode. GL Balance Group The description of the GL Balance Group is provided in the field. This is a Balance Close mandatory field. This group box enables the user to select the required balance type for the respective balance group i.e. Credit Balance and Debit Balance. The balance type defines the basic balance of the respective GL Balance group. The Credit Balance radio button is selected by default. On click, the screen is closed. An appropriate message is displayed to the user if any unprocessed data is available on the screen. Discard the changes to close the screen. Page 31 of 56

32 Field Process On click the data is processed. User can select the Radio Buttons Close, Clear and Review and subsequently click on Process Button. The following events will take place: Close The screen will close. Clear The screen will display the created/edited record and focus will remain on the screen itself. Review The group box Create/Edit GL Balance Group will be enabled and the focus will remain on the screen itself. Navigation: GL Title GL Balance Group System GL GL Recon System GL Title GL Balance Group Screen Appearance: GL Title GL Balance Group Page 32 of 56

33 A GL Title GL Balance Group screen is created for the purpose of associating the GL Account Title with the GL Balance group. Field Listing: Field Search Criteria This section has the following fields: GL Balance Group This dropdown is pre-filled with the list of GL Balance Groups and by default option All is selected. Query On click, the GL Title GL Balance Group Details grid displays the data as per the selected GL Balance Group. Page 33 of 56

34 Field GL Title GL Balance Group Details This grid has the following columns: GL Balance Group This column displays the GL Balance group. GL Account Title This column displays the GL account title. Date Last Maint This column displays the date when the record was last updated. Auto Hide On selection, the records in the grid will hide on click of Create button. Create On click of Create button, Create GL Title GL Balance Group group box gets enabled. Delete On click, a confirmation message You are about to delete the selected entry from the database. Press Ok to continue or Cancel to return to editing is displayed to the user and the selected record will be deleted. Create GL Title GL Balance Group When a user clicks on Create button, this group box is enabled. This group box has the following fields: GL Balance Group This is a dropdown to select the appropriate value of GL Balance Group available from this dropdown. This is a mandatory field. GL Account Title This is a dropdown to select the required GL Account Title. The GL Account Title which is already associated with any GL Balance Group is not available in this dropdown. This is a mandatory field. Close On click, the screen will close. An appropriate message is displayed to the user if any unprocessed data is available on the screen. Discard the changes to close the screen. Process On click the data is processed. User can select the Radio Buttons Close, Clear and subsequently click on Process Button. The following events will take place: Close The screen will close. Clear The screen will display the created record and focus will remain on the screen itself. Navigation: GL Cross Reference System GL GL Recon System GL Cross Reference Screen Appearance: GL Cross Reference Page 34 of 56

35 The GL Cross Reference screen is created for the purpose of associating the External Branch/Cost Center with the respective Organization. Note: This screen supports the mapping as, one External Branch/Cost Center can be mapped to multiple DNA Organization. Field Listing: Field This section has the following fields: Search Criteria Page 35 of 56

36 Field Organization This dropdown displays the list of organization name. Option All is selected by default. On selection of value in Organization dropdown, the corresponding value in External Branch/Cost Center dropdown is highlighted. If there is no corresponding value available in External Branch/Cost Center dropdown for the selected Organization, option All is highlighted in External Branch/Cost Center dropdown. External The list of the external branch/cost center is displayed in this dropdown. Branch/Cost Center Option All is selected by default. On selection of value in External Branch/Cost Center dropdown, the corresponding value in Organization dropdown will be selected. If there is no corresponding value available in Organization dropdown for the selected External Branch/Cost Center, option All is highlighted in Organization dropdown. Query By clicking this button the GL Cross Reference Details grid displays the results as per the value provided in search criteria. Clear This button clears all the values in search criteria and put back the screen on initial stage. GL Cross Reference Details This grid has the following columns: Organization This column displays the name of the organization. External This column displays the name of the External Branch/Cost Center. Branch/Cost Center Date Last Maint This column displays the date when the record was last updated. Auto Hide On selection, the records in the grid will hide on click of Create button. Create On the click of Create button, Create GL Cross Reference group box will get enabled. Delete On click, a confirmation message You are about to delete the selected entry from the database. Press Ok to continue or Cancel to return to editing is displayed to the user and the selected record is deleted. If the selected record has reference to any other table, the system will not allow the user to delete that record and an error message Error: Organization and Ext Branch association is referenced in another Table. Item will not be deleted is displayed for the same. Create GL Cross Reference On click of Create button, this Group box gets enabled. This group box has the following fields: Organization This dropdown allows the user to select the required organization from this dropdown. If the value selected by the user is already available in GL Cross Reference Details grid against any other Branch/Cost Center than an appropriate message This Organization is already associated with other Branch/Cost Center is displayed to the user to provide a unique Organization. This is a mandatory field. Page 36 of 56

37 Field External Branch /Cost Center Close Process This field allows the user to enter the required name of the External Branch/Cost Center in this field. This is a mandatory field. On click, the screen closes. An appropriate message is displayed to the user if any unprocessed data is available on the screen. Discard the changes to close the screen. On click the data is processed. User can select the Radio Buttons Close, Clear and subsequently click on Process Button. The following events will take place: Close The screen will close. Clear The screen will display the created record and focus will remain on the screen itself. Navigation: GL External Balance System GL GL Recon System GL External Balance Screen Appearance: GL External Balance Page 37 of 56

38 The GL External Balance screen allows the user to capture the value of GL ending balance of an external branch against the respective external GL number. Field Listing: Field This section has the following fields: Search Criteria Page 38 of 56

39 Field External Branch This dropdown is pre-filled with the list of external branch names. The external branches that have existing external GL balances are only available in this dropdown. It is a mandatory field. External GL Number This dropdown is pre-filled with the list of External GL number, against the selected External Branch. By default, All option is selected. As on Date As on Date field is used to query the effective dated data of Daily Balance and Ending Balance. This is a mandatory field. Query On click, the GL External Balance details grid will display the results as per the value provided in search criteria. Clear This button clears all the values in search criteria and put back the screen on initial stage. GL External Balance Details This grid displays the results on the basis of the value provided in Search Criteria. This grid has the following columns in it: External Branch This column displays the name of the external branch. External GL Number This column displays the External GL Number. Debit Balance This column displays the debit balance of the respective external GL number, if any. Credit Balance This column displays the credit balance of the respective external GL number, if any. Ending Balance This column displays the ending balance of the respective external GL number. Effective date The effective date of the balance of external GL account is displayed in this column Date Last Maint This column displays the date when the record was last updated. Auto Hide On selection, the records in the grid will hide on click of Create/Edit button. Create On click, Create/Edit GL External Balance group box will get enabled and the caption of the group box will change as Create GL External Balance. Edit On click, Create/Edit GL External Balance group box will get enabled and the caption of the group box will change as Edit GL External Balance. Delete On click, a confirmation message You are about to delete the selected entry from the database. Press Ok to continue or Cancel to return to editing is displayed to the user and the selected record is deleted. Create/Edit GL External Balance This group box is enabled when user clicks on Create or Edit button. This group box has the following fields: External Branch This dropdown displays the name of external branch created in GL Cross Reference screen. This dropdown is mandatory and disabled in edit mode. Page 39 of 56

40 Field External GL Number As on Date Debit Balance Credit Balance Ending Balance Close Process This dropdown is enabled only after the selection from External Branch dropdown. This dropdown displays the list of external GL number. This dropdown is mandatory and disabled in edit mode. This field is pre-filled with the current post date by default. A message As on Date cannot be greater than posting date is displayed to the user if date provided in this field is greater than the current post date. This is a mandatory field and disabled in edit mode. This field enables the user to provide the appropriate debit amount for the respective balance. This field enables the user to provide the appropriate credit amount for the respective balance. This field enables the user to provide the appropriate ending balance (i.e. positive or negative) for the respective external GL number and external branch. This is a mandatory field. On click, the screen will close. An appropriate message is displayed to the user if any unprocessed data is available on the screen. Discard the changes to close the screen. On click, the data is processed. User can select the Radio Buttons Close, Clear and Review and subsequently click on Process Button. The following events will take place: Close The screen will close. Clear The screen will display the created/edited record and focus remains on the screen itself. Review The group box Create/Edit GL External Balance will be enabled and the focus will remain on the screen itself. Navigation: GL File Upload System GL GL Recon System GL File Upload Screen Appearance: GL File Upload Page 40 of 56

41 The GL File Upload screen enables the user to upload the GL file into DNA and maintain the records. Field Listing: Field GL File Upload Process This group box enables the user to upload the GL file. This group box has the following fields in it: Page 41 of 56

42 Field File Path Browse File Name File Type Upload This field displays the path of GL file from where the file is captured and uploaded into the DNA system. This field is disabled and mandatory. Click on Browse button to provide the GL file path in this field available next to this field. On click, a window popup opens to enable the user to select the appropriate path of the GL file location. User needs to select the GL file at the specific location and click on Open button. This is disabled field and name of the successfully uploaded file is displayed automatically in this field. This is a mandatory field. This dropdown is filled with the file type as GL Daily Balance available for GL File Upload. This is a mandatory field. On click, the GL file uploading process starts and process displays in Current Status bar. Once the uploading process completes a message is displayed confirming the completion of the uploading process with the input file path and the data in the uploaded file is stored in temporary table (i.e. TMPGLEXTBAL) with the respective status (i.e. To be Processed & Pending Verification) of each record. In case the input file is blank or has invalid file format the file cannot be uploaded. A message is displayed to the user as, Invalid file format. Upload was unsuccessful. If any invalid data is available in uploading file, an error message is displayed to the user and uploading process will be aborted. A message, The input file has invalid value(s) in: Effective Date, External Branch, External Reference GL Account Number, Ending Balance. The uploading process is aborted is displayed. Only the applicable errors are displayed in this message. The uploading process of GL file will be aborted, in the following conditions: When value in Effective date field is greater than current post date for any record. When Ext Branch field is null or not available in GL Cross Reference Details grid on GL Cross Reference screen for any record. When External Reference GL Account Number field is null for any record. When Ending Balance field is null for any record. If the uploaded file contains any record already available as Temporary GL External Balance on effective date a message, The effective dated record already exists. Press OK to override the external GL records or CANCEL to terminate the uploading process. is displayed. Page 42 of 56

43 Field Current Status The Current Status bar displays the GL file uploading process. Once this process is completed the Status field displays the status of the file uploaded and an application message is displayed to the user that the file has been loaded successfully. Status Once the GL file uploading process is completed, this field displays the status of the uploaded file as, Uploaded or Aborted to identify whether the file has been uploaded successfully or not. This is a disabled field and pre-filled as Status. Search Criteria This group box enables the user to search the records of uploaded file for the respective load date. This group box has following fields in it: Load Date The date when the file was uploaded into the system in temporary table (i.e. TMPGLEXTBAL table). This is a mandatory field and current post date is filled in this field by default. Query On click, the Record grid is filled with the records from temporary table (i.e. TMPGLEXTBAL table), uploaded on Load Date. Page 43 of 56

44 Field Record Inactivation The check box Inactivate the records with No GL Account Title in Record Inactivation group box allows user to inactivate the records. Only those records are inactivated where GL Account Title is not associated with respective External Reference GL Account Number and GL Account Title column is blank in Record grid. On selection, a message You are about to Inactivate the records where GL Account Title is NULL. Press OK to continue is displayed to the user to confirm the action. The status of the records with NULL GL Account Title will be changed to Inactive. When processed, the records with inactive status will not be updated and will remain in temporary staging table. By default the checkbox is unchecked and disabled. This check box will be enabled only when error Invalid Ext Reference GL Number exist in Error column for any record. To process the records with inactive status, user may to execute any of the below action: 1. Edit the respective record with Inactive status and provide the correct External Reference GL Account Number that is available in GL Account screen (Navigation: Services System GL Interface Accounts) against the organization that is available in GL Cross Reference screen. 2. Set proper mapping of the GL Account Title with the external reference GL account number for the organization available in GL Cross Reference screen through GL Account screen (Navigation: Services System GL Interface Accounts). Then, after refreshing the records through Query the GL Account Title name is displayed in the Record grid against the respective record with Inactive status. Click on Edit and update the particular inactive record without changing the external reference GL account number. Once any of the above action is performed, the record status will be changed as To be Processed. If any other error exists in the respective record then the status of the record will be Pending verification. User need to edit the record to remove the error from the record and change the status of the record as To be processed. On click of Process the record will be processed. Record This grid displays the GL file record information of the uploaded GL file. The Grid has the following columns in it: Record No. This column displays the Record Numbers. The record number is the sequence number of the rows for the Load Date provided in search criteria. External GL Number GL Acct Title External Branch This column displays the external reference GL account number. The GL Account Title name is displayed in this column. This column is blank when the value of External Reference GL Account Number provided in uploading file for the specific record is not available in GL Account screen (Navigation: Services System GL Interface Accounts) against the organization as setup in GL Cross Reference screen. The External Branch Name is displayed in this column. Page 44 of 56

45 Field Effective Date Debit Balance Credit Balance Ending Balance Status Error Auto Hide Edit Delete The effective date of the record is displayed in this column. If Effective Date provided in input file for any record is NULL or Invalid, the date in this column for the respective records is displayed as The debit balance of the respective external reference GL account number is displayed in this column, if any. The credit balance of the respective external reference GL account number is displayed in this column, if any. The ending balance of the respective external reference GL account number is displayed in this column. This column displays the individual status of each record (i.e. To Be Processed, Inactive and Pending Verification ) on specified Load Date. This column displays the error descriptions of the respective record. The status of the record containing any error is Pending Verification or Inactive. If more than one error exists for any record the description for the errors will be displayed in comma separated format. The error descriptions are as follows: Error 1: When the value of External Reference GL Account Number provided in uploading file for any record is not available in GL Account screen (Navigation: Services System GL Interface Accounts) against the organization as setup in GL Cross Reference screen, an error is displayed as Invalid Ext Reference GL Number. A checkbox Inactivate the records with No GL Title is provided to inactivate the record in this case. Error 2: When the effective date provided in uploading GL file for any record is invalid, an error is displayed as Invalid Effective Date. On selection, the records in the grid will hide on click of Edit button. On clicking, the Edit Record group box is enabled and the data of the selected record is displayed in Detail Record grid. This button is enabled only when the record selected in Record grid have status as Pending Verification or Inactive. This button enables the user to delete the selected record. A message You are about to delete the selected entry from the database. Press Ok to continue or CANCEL to return to editing is displayed asking for the confirmation to delete the record. Page 45 of 56

46 Field Delete All This button enables the user to delete all the records from the Record grid when there are multiple rows with inappropriate data. A message You are about to delete all entry from the Record grid. Press OK to continue or CANCEL to return to editing is displayed asking for the confirmation to delete all the records. Edit Record This group box enables the user to Edit the data of the selected record to remove the errors within the record. This section have the following group boxes: Detail Record This grid displays the details of the selected record. If any detail containing any error in it that is displayed in Green. Fields which are highlighted as green are only applicable for editing. Field Name column: The following fields are displayed in the Field Name column: Record Number: The record number of the selected record. External Branch: The name of the external branch. External GL Number: The external reference GL account number of the selected record. Effective Date: The effective date of the selected GL record in MM-DD- YYYY format. Debit Balance: The debit balance amount of the selected record. Credit Balance: The credit balance amount of the selected record. Ending Balance: The ending balance amount (i.e. Positive or Negative) of the selected record. Value column: The value of the respective field in Field Name column is displayed in this column. The user will be able to edit the value highlighted in green. Edit button: This button allows the user to edit the selected field which is highlighted as green. This button is enabled only when the highlighted row is selected in Details Record grid. Page 46 of 56

47 Field External File Field Edit Close Process This group box enables on click of Edit button. The user is able to change the value of the selected field (containing error) from this group box. The following fields are available in this field: Record Number: The record number of the selected record. This is disabled field. Field Name: Field name as described in Detail Record grid. This is disable field. Field Value: Field value of the selected record. This is an editable field. To correct the respective error in this record change the value in this field. Update: On click of Update button after changing the value of the field. If invalid value is provided in Field Value field a message is displayed confirming the invalid value. A valid value is required to provide in Field Value field. If valid value is provided in Field Value then on click of Update button, the Record grid will display the status as To Be Processed for the selected record. If the record data that is being updated is already available in staging table for GL Reconciliation on effective date a message, The effective dated record already exists will be displayed. On click, the screen will be closed. An appropriate message is displayed to the user if any unprocessed data is available on the screen. Discard the changes to close the screen. This button is enabled only when there are no errors existing in Record grid and No records available with status as Pending Verification. On clicking, the records with To Be Processed status are processed. The status of the successfully processed records change to Processed. The records with status other than To be Processed are not affected. User can select the Radio Buttons Close, Clear or Review and subsequently click on Process Button. The following events will take place: Close The screen will close. Clear The screen will move to load state and records uploaded on current post date will be displayed. The focus will remain on the screen itself. Review The screen will display the reviewed contents and focus will remain on the screen itself. Navigation: GL Recon Comparison Page 47 of 56

48 System GL GL Recon System GL Recon Comparison Screen Appearance: GL Recon Comparison The GL Recon Comparison screen allows the user to compare the GL Balances of DNA and the GL Balance from the Financial Institution s GL System. The user can compare the balances based on External GL Number, Major-Minor and Branch. This screen also allows the user to print the comparison results through Microsoft Report Viewer. Page 48 of 56