Better Together - Revenue Interface
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The Qbyte Metrix Financial process translates sales, royalties, and facility charges entries to financial debits and credits, to create vouchers to be booked into Qbyte Financial. This Qbyte Metrix process can be completed at a control group, financial group or region level to create a Qbyte Metrix Batch. A Qbyte Metrix Batch can contain one or more Vouchers. Vouchers can be grouped by battery, unit, or control group. A preliminary process can be run to create report data that can be verified prior to the transaction interface file creation. The Final Financial Interface process creates the file that will be imported into the financial system as well as data for reports. The Qbyte Financial OneStep process can be enabled to automate the processing of the Final Financial Interface from Qbyte Metrix into Qbyte Financial and if the processing completes successfully, the Validation process will be automatically executed. If there are no errors in the Qbyte Metrix Batch, this allows the Qbyte Metrix Final Financial Interface to submit Qbyte Financial processes to take the Vouchers generated in Qbyte Metrix to an un-posted state within Qbyte Financial.
- 1 What do I Need to Set Up in Qbyte Metrix?
- 2 Running a Financial Interface in Qbyte Metrix
- 3 What do I Need to set up in Qbyte Financial?
- 3.1 Voucher Types
- 3.2 System Defaults
- 3.3 User Defaults
- 4 Running Financial Interface Using Qbyte Financial OneStep
- 5 How to: Enable a Metrix User to Interface Financial Vouchers into Qbyte Financial
- 6 Running a Qbyte Metrix Financial Interface in Qbyte Financial
- 7 Financial Interface Reports
- 8 Accounting Transactions for REVU066 Interface
- 9 Revenue Interface FAQ
- 9.1 How the Invoice Number is Generated
- 9.2 How the Invoice Date is Generated
- 9.3 How the Voucher is Generated
- 9.4 How to Process Amendments
- 9.5 How K Entries are Handled
- 9.6 How Source Vendors Work
- 9.7 How Intercompany Transactions are Handled
- 9.8 How GST is Handled on Facility Charges
- 9.9 How GST Recovery is Handled (GST Flowthrough)
- 9.10 How GST is Handled on Invoices
- 9.11 How True Gross is Calculated
- 9.12 How Changed Vendors are Handled
- 9.13 How to Find a Processed Interface File
- 9.14 Problem Solving
- 9.15 Problem Solving - Financial Interface Final/OneStep
- 9.16 Invoice Linking - Qbyte Metrix Interface
- 9.17 What is the Layout of the Comma-Delimited Voucher File Produced by Qbyte Metrix
What do I Need to Set Up in Qbyte Metrix?
Directories
The Financial Voucher processes in Qbyte Metrix create a file in a specific directory.
To set up or view directories:
1. Navigate to the menu and select Administration > System Configuration > Directories.
2. If you require changes to the displayed directory path for Financial Vouchers, click Edit and change the Financial Vouchers Directory Path.
In this field... | Enter this value... |
|---|---|
Directory Type | Display Field - Financial Vouchers |
Inbound/Outbound Use | Display Field - Outbound |
Directory Path | The directory in which Revenue Interfaces that have been processed by Qbyte Metrix will be created. Enter the same directory path in Qbyte Financial for the System Default REVENUE_INTERFACE_DATA_PATH. |
Include Month In Path |
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Function Implementations
There are a few corporate Function Implementation options that can impact the Financial Interface process.
To set up Function Implementations:
Function Type | Comments |
|---|---|
Enable Voucher Status from Qbyte Financial | When this option is activated (and the corresponding option is activated in Qbyte Financial), Qbyte Financial will send back a status for each Voucher processed from Qbyte Metrix. This status can then be viewed on the Financial Identifier Status screen. As of Release 20.1 of both Qbyte Metrix and Qbyte Financial, when this option is activated in both applications, Qbyte Financial will send back status for each Batch processed through Qbyte Financial OneStep (Qbyte Metrix batches manually uploaded into Qbyte Financial will not have their status sent back to Qbyte Metrix). Note: The communication of Voucher Status between Qbyte Metrix and Qbyte Financial requires that this functionality be available and enabled in both applications. Functionality is available in Qbyte Metrix version 1.15 or higher and in Qbyte Financial version 2.7 or higher. The communication of Batch Status requires both applications to be at version 20.1 or higher. To enable this in Qbyte Financial see Enable Voucher Status Integration. |
Sending Voucher files to Qbyte Financial | When this option is activated, the user can maintain a Qbyte Financial identifier for various Qbyte Metrix entries. A Qbyte Financial identifier can be created for a control group, region, financial group, battery, GGS, and plant, and will be used when generating the voucher filename and/or when generating the invoice number (referred to as reference in Qbyte Metrix) for an account transaction. For more information see Qbyte Financial Cross Reference. |
Entry Definitions
Entry Definitions define the debit and credit account for entries from Production Accounting. Each entry from Qbyte Metrix that matches the Entry Definition you set up will be coded to the specified debit and credit account for that transaction type.
To set up Entry Definitions:
1. Navigate to the menu and select Financial > Definitions, then select the Entry Definitions tab.
2. Enter the following Entry Definition information.
In this field... | Enter this value... |
|---|---|
All Provinces | Indicates whether this entry should be used for all provinces. Note: If individual province entry definitions have been set up, they will take precedence over an All Province Entry Definition.
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Province | The province where the product is located. This value can be selected from a drop-down. This field is disabled if All Provinces set to Yes. |
Product | The product that is produced. This value can be selected from a drop-down. Product NA is used for facility charges. |
General Type | Choose from SALE, CRWN, ROY, etc. This field is mandatory. |
Specific Type | Choose from Crown Royalties, Non-Residents Tax, Contract Fees, etc. Note: Only a general type is mandatory.
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Vendor | If entries from a specific vendor require a specific debit and credit account, the Vendor ID is entered here. WIO/Vendor Exceptions entries will be required if this field is populated with a Vendor Code.
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Working Interest Owner | If entries from a specific Working Interest Owner require a specific debit and credit account, the Working Interest Owner is entered here. WIO/Vendor Exceptions entries will be required for this Working Interest Owner.
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Take In Kind | Indicates whether the Entry Definition is for taken in kind sales. Valid values include:
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Sub-Entry Key | Used to book an entry differently from similar entries for specific properties. For example, gas sales for a property are booked to DR Accts Rec and CR Gas Sales, but for a specific property, the debit entry is DR Gas Mktg. Note: This field must be used in conjunction with the Sub Entry field on the Voucher Definitions tab. |
Entry Required | Indicates whether an entry is required during the Revenue Interface. Valid values include:
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Debit Account | The description of the debit account that will be used for this entry type. Note: The account must exist in the Account Definition screen. |
Credit Account | The description of the credit account that will be used for this entry type. Note: The account must exist in the Account Definition screen. |
Sub-Entry Code | Used in conjunction with the Sub-Entry Key from a previous entry definition that is identical. When these are used together, the created entry is repeated, and each entry can be booked to different debit and credit accounts. |
Note: If booking a C3MX Sale, Qbyte Metrix looks for a matching Entry Definition first, using C3MX as the product. If an entry definition is not found, then Qbyte Metrix will look for a C3 Entry Definition that matches all other criteria. If the client has only C3 Entry Definitions setup, this will result in the C3MX and C3SP being accumulated and booked under the same account on the voucher.
Account Definitions
Account Definitions define the debit and credit account description for entries from Production Accounting.
To set up Account Definitions:
1. Navigate to the menu and select Financial > Definitions, then select the Account Definitions tab.
2. Enter the following Account Definition information.
In this field... | Enter this value... |
|---|---|
Account Code (ID) | A 16-character alphanumeric account ID/code. |
Account Name | The description of the Account Code. |
GL Account Number | Enter the net account (major/minor) from Qbyte Financial Chart of Accounts. During the Revenue Interface, the appropriate gross account will be found for this entry. Note: If entering a major account with four characters (1234), enter the major and minor account without spaces (1234123). If entering a major account with three characters (123), enter the major and minor account with one space in between (123 123). |
Cost Centre Required | Indicates whether the account requires a cost centre. Valid values include:
Note: If the Qbyte Financial Chart of Accounts requires a cost centre for the account, only: Yes, Override, or Income are valid entries. |
Volume Required | Indicates whether the account requires a volume. Valid values include:
Note: This setting must match the Qbyte Financial Chart of Accounts Validation flag for the account. |
Booking Code | The booking code of the account. Valid values include:
The no-bill flag is B on all sales, royalties, and expense transactions that are distributed to partners. |
Sort Order | Used to sort accounts on the Voucher report. This field will default to 00. |
Comment Type | The description displayed on the Journal Voucher for the account definition. Valid values are:
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Break on Tract Entity | Valid values include:
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Vendor Type | The vendor type of the account. Valid values include:
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Source Vendor Type | The source vendor type of the account. Valid values include:
This field is used to help with reconciliations between Production Accounting and Financial reports. |
Detail Required | Indicates whether additional detail is used. Note: Additional detail is required in the following situations; as such this field should be set to Yes:
Note: Additional detail is not required in the following situations; as such this field should be set to No:
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Calculate Gross Value | Indicates whether gross values are calculated. Valid values include:
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Reference Format | Select a combination of year, month and reference number to use for the invoice number. Valid values include:
Note: See Invoice Linking for more information on how to use the Reference Format. |
Reference Number | The reference number (three characters) that is used in the Reference F ormat for payable and receivable accounts. |
Vendor Override | A valid Qbyte Metrix Owner ID. Note: Vendor Override can only be entered when the Vendor Type is OVR. |
Source Vendor Override | A valid Qbyte Metrix Owner ID. Note: Source Vendor Override can only be entered when the Source Vendor Type is OVR. |
GST Code | Enter 99. |
Note: The accounts defined in Account Definitions must have the same validations as they have in the Qbyte Financial Chart of Accounts.
Voucher Definitions
Voucher Definitions define which properties should be associated with specific journal entries. The journal vouchers will use the assigned voucher number and description every month.
To set up Voucher Definitions:
1. Navigate to the menu and select Financial > Definitions, then select the Voucher Definitions tab.
2. Enter the following Voucher Definition information.
In this field... | Enter this value... |
|---|---|
Entity Type | The entity type of the Voucher Definition. Valid values include:
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Entity ID | The battery ID, injection facility ID, unit ID, or control group ID, depending upon the Entity Type. |
Voucher Required | Indicates whether the entity should be booked (included on a Voucher within a Qbyte Metrix Batch).
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Voucher Number | The voucher number associated with the entity. Character field of five characters. Note: Although this is a character field it must be five digits.
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Voucher Description | Optional. The description of the voucher (up to 16 characters).
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Sub Entry Code | Optional. The Sub Entry Code works in conjunction with the Sub Entry Key field on Entry Definitions. Together they allow you to create specific Entry Definitions for an entity when the entity is to be booked differently. |
Qbyte Financial Integration Notes:
The Voucher Type for the Qbyte Metrix Interface must be set to auto-number in Qbyte Financial.
When the Voucher Type is set to auto-number, the system will assign the next available number for the Voucher Type.
The Voucher Type assigned to the REVU066 modules must have the Batch Edit Auto Gen and Auto Numbering checkbox selected.
Note: The Voucher Type assigned to REVU066 must be METRIX in order for the Voucher Status to be sent back to Qbyte Metrix. (As of Qbyte Financial 20.2, the Voucher Type is no longer limited to METRIX.)
Voucher Number Ranges are required for the organization being interfaced.
The Qbyte Financial Voucher Remarks will contain the Qbyte Metrix Voucher Number, B atch Number, Filename, and the Report ID for the process.
WIO/Vendor Exceptions
WIO/Vendor Exceptions allow for special Entry Definitions to be set up for specific vendors or Working Interest Owners when those vendors and/or Working Interest Owners are to be booked differently.
To set up WIO/Vendor Exceptions:
1. Navigate to the menu and select Financial > Definitions, then select the WIO/Vendor Exceptions tab.
2. Enter WIO/Vendor Exception information:
In this field... | Enter this value... |
|---|---|
Type | The type of the WIO/Vendor Exception. Valid values include:
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Owner ID | The Owner ID that will be handled differently. |
Owner Name | Display Only: The name associated with the entered Owner ID. |
Qbyte Financial Cross Reference
This tab is conditionally visible based on the Sending Voucher files to Qbyte FM option within Administration > System Configuration > Function Implementation. This tab provides the ability to maintain a Qbyte Financial identifier for various Qbyte Metrix entries. A Qbyte Financial identifier can be created for a control group, region, financial group, battery, GGS, injection facility, and plant, and will be used when generating the voucher filename and/or when generating the invoice number (referred to as reference in Qbyte Metrix) for an account transaction.
There are two main reasons for using a Qbyte Financial identifier:
1. The first is when generating the filename for the voucher file created in Qbyte Metrix to be uploaded into Qbyte Financial. Due to restrictions in Qbyte Financial related to filenames, it may be necessary to override the identifier used in the generation of the filename. Qbyte Metrix uses the control group, region, or financial group ID (depending on the level of the Final Financial Interface that was processed) in the generation of the filename. However, if the Qbyte Metrix ID is longer than 10 characters, or contains one or more spaces or special characters, then the generated filename will be invalid within Qbyte Financial.
To avoid issues with Qbyte Financial while still allowing for more flexible Qbyte Metrix naming conventions, the client can choose to create a Qbyte Financial cross reference for the entity(s) that may cause issues when generating voucher filenames.
For example: If you are running Final Financial Interfaces at the control group level and you have a control group with a Qbyte Metrix ID with a space in it (i.e. ABC GROUP), then you could create a Qbyte Financial cross reference specifying a Qbyte Financial identifier of ABCGROUP. This would result in a voucher filename of ABCGROUP201801.CSV instead of ABC GROUP201801.CSV.To help clients avoid issues where they mistakenly use the same Qbyte Financial identifier for multiple Qbyte Metrix entities, which when used for voucher filenames can lead to one file being cleared out by another completely unrelated entity, we have validation in place to ensure that no control group, region or financial group has the same Qbyte Financial identifier as any other control group, region or financial group.
2. The second use for a Qbyte Financial identifier is for the creation of invoice numbers. There are some size restrictions on invoice numbers in Qbyte Financial (but these do not cause failures - they may just end up being truncated) which you may want to use the Qbyte Financial cross-reference to eliminate. Depending on the Reference Format specified on the Qbyte Metrix Account Definition, the Qbyte Metrix ID of various entities may be used to generate the invoice number. Control group, battery, GGS, injection facility, and plant identifiers are used in the creation of invoice numbers based on the appropriate reference format types.
For example: If you are using the DFAC Reference Format, then the ID of the facility that created the transaction to the account. For example, plant with ID = BROOKSFIELD 3456 would be used to generate an invoice number - i.e. APR17BROOKFIELD 3456. You may want to create a Qbyte Financial identifier to reduce the size of the invoice number. So, creating a Qbyte Financial cross reference for plant BROOKSFIELD 3456 with a Qbyte Financial identifier of BRKS3456 will generate the invoice number as APR17BRKS3456.
Another reason to use a Qbyte Financial cross reference for invoice numbers may be if you have multiple Qbyte Metrix entities (i.e. plants) with the same government code, and you would like to have the accounts receivable, for example, grouped for all the plants with the same government code into a single invoice number. Currently, when using the DFAC Reference Format on the Accounts Receivable, multiple invoice numbers will be generated, one for each plant, due to the different Qbyte Metrix IDs for each one. You could create a Qbyte Financial Cross Reference for each of the plants giving them all the same Qbyte Financial identifier, which would cause the creation of a single invoice number (using the Qbyte Financial identifier instead of the individual Qbyte Metrix IDs) and transactions with the sum of all applicable entries.
In this field... | Enter this value... |
|---|---|
Entity Type | Select the entity type of the entity you want to enter a Qbyte Financial Identifier for.
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Entity ID | Enter the control group ID, region ID, financial group ID, battery ID, GGS ID, injection facility ID or plant ID, depending upon the Entity Type. |
Qbyte FM Identifier | Enter the character string to use as the Qbyte Financial Identifier for the entity. Note: The Identifier cannot contain spaces or special characters (/,&,%). The maximum size is 10 characters. |
Batch Number
The batch number for the Financial Interface is assigned sequentially. To see the last batch number used, navigate to the menu and select Financial > Definitions, then select the Batch Number tab.
If for some reason you need to re-initialize the Batch Number use the Edit button to enter the new Batch Number.
Financial Group
Financial groups allow the user to run the Financial Interface for multiple control groups at the same time, without doing the full Region. A financial group is essentially a group of control groups that the user wants to process together. It is mainly used to correctly process financial transactions for units that span more than one control group. It is also recommended to configure financial groups if you are utilizing Intergroup Oil Transfer functionality or you are sending gas and by-products cross-control group.
To create a financial group:
1. Navigate to the menu and select Financial > Financial Groups.
Running a Financial Interface in Qbyte Metrix
The Financial Interface process in Qbyte Metrix can be run in two modes: Preliminary and Final. Only when run in Final mode is there a Qbyte Metrix Batch generated that can be processed Qbyte Financial (or another Financial Accounting application). The Financial Interface process can be run at three different levels: Control Group, Financial Group, or Region; and it can also be run from the Menu or from the Explorer.
Financial Interface initiated from the Menu
To run a Financial Interface from the menu, navigate to the menu, and select Financial > Processing. There are four options: Preliminary and Final are used when submitting the Financial Interface for a control group or a financial group, Regional Preliminary and Regional Final are used when submitting the Financial Interface for a region.
Financial Interface - Preliminary/Final Mode
When running by control group or financial group, the data is selected one production date at a time.
Running the Financial Interface in Preliminary mode will generate data for all the same financial reports as when run in Final mode, the only difference is that there is no Qbyte Metrix Batch generated (Batch Number will always be 000000).
Note: Submitting Preliminary processes are recommended to review the data prior to submitting in Final mode.
1. Enter financial processing information.
In this field... | Enter this value... |
|---|---|
Production Date | The production date of the Financial Interface. This value will default to the current production month, but it can be changed for an amendment month. |
Entity Type | The type of entity to be processed. Valid values are:
Note: The auto-suggest will be populated with entities of the Entity Type entered that are ready to run the process. Note: When a Financial Group is selected, this process does not ensure all Financial Group information is ready to process, it will only process control groups that are ready for the financial interface. |
Entity | The ID of the control group or financial group being submitted. |
2. Once valid entity information is entered, click the Validate and Show Financial Options button to display additional criteria.
In this field... | Enter this value... |
|---|---|
Transactions | Choose transactions to select them for interface. Defaults to All.
Note: This field only visible when the Allow Transaction Type Selection = Yes on the Region Financial Configuration screen. |
Accounting Date | Fixed value based on the current Qbyte Metrix Accounting Date. |
Company Number | Fixed value based on Financial Company on Region Financial Configuration screen. |
Override Upload Accounting Date | Optional. This allows the user to use a different Accounting Date when the Qbyte Financial OneStep process is run, assuming the Financial Interface process is successful.
When the Override Upload Accounting Date is entered the Qbyte FM OneStep interface uses the overridden Accounting Date as the Accounting Period for Qbyte Financial. Note: The Override Upload Accounting Date is not used anywhere in Qbyte Metrix. Qbyte Metrix Financial reports and all historical financial data will continue to display and use the Qbyte Metrix Accounting Date. The Override Upload Accounting Date can be viewed on the Financial Identifier Status screen ( Financial > Status ). |
Batch Option | Choose transactions to select them for interface. Defaults to Previous and Revised.
Note: This field only visible when the Allow Batch Option Selection = Yes on the Region Financial Configuration screen. |
Financial Interface ID | Financial Interface ID (or Financial Identifier) defaults to a concatenation of:
For example: 200804CONTROL GROUPRLTBCCROWN200805 An advanced search is available to see the existing Financial Interface IDs. |
3. Once all financial criteria have been entered, click the Submit button.
If the Financial Interface identifier has previously been used, a Confirmation box will appear to ask if you want to overwrite the previous identifier or not.
Note: If you click OK, all data previously associated with the Financial Identifier will be deleted.
Processing status and links to generated Qbyte Optix Financial reports will be available in the Process Monitor.
Regional Financial Interface - Preliminary/Final Mode
1. Enter financial processing information.
Running the regional Financial Interface in Preliminary mode will create reports that can be reviewed prior to running the Financial Interface in Final mode.
In this field... | Enter this value... |
|---|---|
Production Date | The production date of the Financial Interface. This value will default to the current production month, but it can be changed for an amendment month. |
Entity Type | Display only field, defaults to Region. |
Entity | The ID of the region being submitted. This field will default to the region you are currently in, but it can be changed. |
Include Amendments | Indicates whether to include amendments in the Financial Interface. Valid values include:
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2. Once valid region information is entered, click the Validate and Show Financial Options button to display available criteria.
In this field... | Enter this value... |
|---|---|
Transactions | Choose transactions to select for interface. Defaults to All.
Note: This field only visible when the Allow Transaction Type Selection = Yes on the Region Financial Configuration screen. |
Accounting Date | Fixed value based on the current Qbyte Metrix Accounting Date. |
Company Number | Fixed value based on Financial Company on Region Financial Configuration screen. |
Override Upload Accounting Date | Optional. This allows the user to use a different Accounting Date when the Qbyte Financial OneStep process is run, assuming the Financial Interface process is successful.
When the Override Upload Accounting Date is entered the Qbyte FM OneStep interface uses the overridden Accounting Date as the Accounting Period for Qbyte Financial. Note: The Override Upload Accounting Date is not used anywhere in Qbyte Metrix. Qbyte Metrix Financial reports and all historical financial data will continue to display and use the Qbyte Metrix Accounting Date. The Override Upload Accounting Date can be viewed on the Financial Identifier Status screen (Financial > Status). |
Batch Option | Choose transactions to select for interface. Defaults to Previous and Revised.
Note: This field only visible when the Allow Batch Option Selection = Yes on the Region Financial Configuration screen. |
Financial Interface ID | Financial Interface ID (or Financial Identifier) defaults to a concatenation of:
For example: 200804REGIONP2BAROLL200805 An advanced search is available to see the existing Financial Interface IDs. |
3. Once all financial criteria have been entered, click the Submit button.
If the Financial Interface identifier has previously been used, a Confirmation box will appear to ask if you want to overwrite the previous identifier or not.
Note: If you click OK, all data previously associated with the Financial Identifier will be deleted.
Processing status and links to generated Qbyte Optix Financial reports will be available in the Process Monitor.
Region/Global/JIBLink Financial Reports
Many companies submit individual Financial Interfaces for each control group (property). For a large company, this can add up quickly.
When running Financial reports such as Facility Charge Owner Summary and Royalty Owner Summary, you must select each Financial Interface to be included in the report. This can be onerous if all Financial Interfaces need to be included for a given month. The data in the Financial reports are also sorted by Financial Interface, which breaks up the information for an individual owner.
To solve the above issues, three options exist within Qbyte Metrix to create Financial Reporting:
1. Run Global Financial Reporting
1. Run a Global Financial (in Qbyte Metrix) after the Corporate Close that will include all Financial Interfaces for that month.
The Global Financial Reporting creates the data that allows you to select a single Financial Interface in Qbyte Optix for Qbyte Metrix instead of multiple smaller Financial Interfaces.
In this field... | Enter this value... |
|---|---|
Accounting Date | Enter the Accounting Date to pick up all interfaces done in the region for the accounting date (includes amendments). |
Transactions | Choose transactions to select for interface. Defaults to All.
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Include Net Zero Records | Select:
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Financial Reporting ID | Financial Interface ID defaults to a concatenation of:
An advanced search is available to see existing Financial Interface IDs. |
JIBLink Submission | Select:
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Financial Company | Defaults to the financial company. A drop-down is available if there is more than one financial company. |
2. Run Region Financial Reporting
1. Run a Region Financial (in Qbyte Metrix) after the Region Close that will include all Financial Interfaces for that month for a region.
The Region Financial Reporting creates the data that allows you to select a single Financial Interface in Qbyte Metrix Performance Reporting instead of multiple smaller Financial Interfaces.
In this field... | Enter this value... |
|---|---|
Accounting Date | Enter the Accounting Date to pick up all interfaces done in the region for the accounting date (includes amendments). |
Region | Enter the Region ID (this will default to the region you are currently in but can be changed). |
Transactions | Choose transactions to select for interface. Defaults to All.
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Financial Reporting ID | Financial Interface ID defaults to a concatenation of:
An advanced search is available to see the existing Financial Interface IDs. |
3. Run JIBLink Financial Reporting
This creates a JIBLink submission for all freehold and override royalty transactions for all Financial Interfaces done during the month.
1. Set the Administration > Region > Financial Configuration > JIBLink Enabled field to Yes.
2. Set a directory path for the JIBLink files in the Administration > System Configuration > Directories > JIB (Joint Interest Billing) link.
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