Purpose

To create invoice summaries

A parameter form is not required for this job, however Message Box (6636) states: No parameters exist for this job. Do you wish to schedule the job to run as soon as possible?

INTJ0060 is a 'master job' comprising several processes.

INTJ0060 consists of two major components:

• Create invoice summary
• Update I_INVOICE records

This job runs independently, but accesses invoices created by INTJ0021.

The context for this job is described in the overview.

Run Details

INTJ0060 can only run in batch mode, through the Job Control & Scheduling Subsystem.

Job Conflict

This job has been set up with conflict records preventing it running concurrently with INTJ0020, INTJ0021, INTJ0022, INTJ0023, INTJ0024 and INTJ0065. Nor can several instances of INTJ0060 run simultaneously.

Transfer Statuses

The complete set of transfer status values indicating summary status of each record of I_INVOICE between Callista and the external finance system is:

• READY, SUMMARISED, SENT, ERROR, NO_SUMM

For the individual processing of records in I_INVOICE, the following transfer status values replace those listed above:

• READYTMP

Timing

An Invoice Summary is typically generated either daily, weekly or monthly depending on accounting practices of the external finance system

Error Handling

• Continue job processing (JOB_STOP_FIRST_ERR_IND = N) – ignore (& handle) errors as they are encountered and log error details.  The job continues and processes the next student’s record.
• Stop job processing (JOB_STOP_FIRST_ERR_IND = Y) – fail the job when the first error is encountered (existing functionality).  N.B. Any failed validations that do not currently cause the job to fail prior to the introduction of the 'continue job processing' option, will not be affected by the selection of this option.

Checking on the Job Run

Always check the run log in form JBSF5301 to see that the job ran successfully. Custom built messages in the log indicate the outcomes for each component of the job.

The run log details also display the following summary information:

• Number of records successfully processed
• Number of records in error, and
• Message text that points users to S_LOG and/or S_ERROR_LOG for details of errors / exceptions encountered during processing.

Create Invoice Summary

This module creates invoice summary data for records in I_INVOICE.

Before the job executes, it checks to see if there are any existing records in I_INVOICE_SUMMARY with a summary_status of ERROR or READY. If there are, the job will not run and an error log will be produced.

When the module executes, it creates I_INVOICE summary data (I_INVOICE_SUMMARY) for all records in I_INVOICE which have READY recorded in the summary_status column. The records in I_invoice are noted as SUMMARISED when the new I_INVOICE_SUMMARY is generated. They are also assigned a batch_dt that corresponds with the generation of I_invoice_summary.

The external finance system updates the transfer status of the customer records in I_INVOICE_SUMMARY to SUCCESSFUL or ERROR once processing in the external system is complete. It also assigns them a ext_batch_number which corresponds to the processing job run by the external finance system.

Each summarised amount is determined by grouping the invoice data in I_INVOICE_TRANS_V. The GROUP BY (or summarised by) columns in the invoice summary processing are as follows:

GROUP BY

iitv.fee_type,
iitv.fee_cal_type,
iitv.fee_ci_sequence_number,
iitv.fee_cat,
iitv.course_cd,
iitv.currency_cd,
iitv.tax_account_cd,
iitv.account_cd,
iitv.tax_code,
ifcv.customer_cat;

Previously the output of the invoice summary process was two records – one for fees and one for tax. This is now rolled into the one record with new TAX_SUMMARY_AMT and FEE_AND_TAX_SUMM_AMT columns populated.

Rules/Notes:

The summary_status of records in I_INVOICE are either SUMMARISED, SENT or ERROR, after the external process and other COFI processes have processed the data.

Further the individual processing will use a value of READYTMP to indicate that the record is for the purpose of matching of individual processing records only and is not to be summarised.

Update I_Invoice records

This module checks on the state of records in the I_INVOICE_SUMMARY table and updates I_INVOICE records that have previously had SUMMARISED recorded in the summary_status column. Records in the I_INVOICE_SUMMARY table with a transfer_status of SUCCESSFUL result in a corresponding summary_status in I_Invoice of SENT. Records in the I_INVOICE_SUMMARY table with a transfer_status of ERROR result in a corresponding summary_status in I_Invoice of ERROR. In each case, the record in I_INVOICE is updated with the iis_sequence_number from the I_INVOICE_SUMMARY table record into which the invoice record was summarised..