Better Together - Qbyte AFE to Qbyte Financial

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Qbyte AFE Configuration  

To enable Qbyte AFE and Qbyte Financial interoperability, complete the following configuration steps in Qbyte AFE:

Interoperability Settings

Log in as an administrator and navigate Features > Administration > System Setup > Interoperability Settings. 

1. Set Use Interop Queue to Yes and the Financial System Name to FM.

This needs to match the value specified in the Qbyte Connector database which is could be set to FM through the installer. 

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2. Ensure the Organization Token is set and matches the context token configured in the Qbyte Connector database. 

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3. Ensure Post AFE to Financial is set to Yes. 

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4. Each Qbyte AFE Corporate Business Unit must be cross referenced to a Qbyte Financial organization for the AFE managing organization.

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P2 Connector Setup

Before proceeding with this section - Ensure P2 Connector has been installed following the installation guide found on the P2 Store: http://p2store.p2energysolutions.com.

You will also need access to the P2 Connector database using SQL Server Management Studio. 

1. In P2System table set the SystemServiceUrl for the Qbyte AFE and Qbyte Financial systems as follows: 

2. In P2System table set the SecurityToken for Qbyte AFE and Qbyte Financial systems to P2-Context:<ContextToken> where <ContextToken> matches the value for each system.

3. The context token for Qbyte AFE is the Organization Token from the Interoperability Settings.

4. The context token for Qbyte Financial is generated from the Portal.

5. In P2System table set the Enabled value to 1 for Qbyte AFE and Qbyte Financial, and to 0 for other systems.

Windows Task Scheduler

Create two tasks, one for AFE Header Interop and one for AFE Estimates Interop, both set to trigger when the task is created or modified and repeat every 5 minutes indefinitely. The actions are:

• AFE Header: start a program – P2.Services.Connector.Client\P2.Services.Connector.Client.exe -s 2 -r 50 (you will need to find the correct path based on the installation)

• AFE Estimates: start a program - P2.Services.Connector.Client\P2.Services.Connector.Client.exe -s 2 -r 5
  
  

Qbyte AFE Setup

Corporate Configuration

Each organization in Qbyte Financial is a Corporate Business Unit (CBU) in Qbyte AFE

Corporate Business Unit Setup

Enter general information regarding your organization.

Navigate to  Features > Admin > Corporate Setup > Corporate Configuration

1. Corporate Name: Enter the corporate name for the group of companies or organizations that are managed in the Qbyte AFE configuration.

2. Main Address: Enter the main address for the group of companies or organizations.

3. Currency: Enter the group currency that will be used when comparative reports include corporate business units with different currencies; usually the operating currency for all of the organizations or CBU’s.

4. Currency Rate Tolerance: Enter the currency rate tolerance used when entering exchange rates for your organization. An error message is generated when the percentage variance calculated between the current exchange rate and last exchange rate entered for a pair of currencies is greater than this percentage. 

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Corporate Hierarchy Setup

Navigate to Features > Admin > Corporate Setup > Corporate Hierarchy

The highest level of the hierarchy must be the Corporate Business Unit or Managing Organization. The lowest summary level is defined as Area. You can add as many levels as needed in between these two defined levels. The names for the levels can be customized for your reporting requirements. The Area level will be mapped to the parent level for the AFE in the selected Qbyte Financial AFE hierarchy.

Use the buttons on the upper right to add / delete entities from the hierarchy.

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AFE Template

Navigate to Features > Admin > AFE > AFE Templates

In order to not restrict the functionality required for operations to maintain their templates and AFE Types, the Qbyte Financial AFE Type is entered as the Template Code in Qbyte AFE.  

The template details (ie., Major / Minor Accounts) should match the AFE Template accounts setup in Qbyte Financial.

If the accounts do not match, Qbyte FM's AFE template accounts will override the ones sent from Qbyte AFE.

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Qbyte Financial Setup

AFE Approval Users

To allow the Qbyte AFE integration to update the AFE status to Approved, add the QBYTE_INTEROP user in AFE Approval Users. 

Navigate to Configuration > AFE > AFE Approval Users

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Qbyte AFE to Qbyte Financial Workflow

Current integration between Qbyte AFE and Qbyte Financial includes the original AFE, AFE Estimates and AFE Approval. AFE Supplements and Revisions are not handled at this point in time.

Additional Integration for the Qbyte AFE Participants/Vendors, DOI’s and AFE Actuals will be added in a future release. 

Workflow

1. Create an AFE in Qbyte AFE.

Hint: Ensure the Template Code is setup properly first. The template code is used to assign the AFE Type. The AFE Template in Qbyte AFE and AFE Type Account in Qbyte Financial should match.

• Ex: Template Code for FM Drill and Complete Type Code = DC 

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Navigate to Main > AFES

Create an AFE in Qbyte AFE.

Our example uses AFE Template Drill and Complete 

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When the AFE is saved, it will be sent to Qbyte Financial.

2. In Qbyte Financial, navigate to Master Data > AFEs 

AFE is created in Qbyte Financial with Pending Status through interop process.

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AFE Justification appears on the Miscellaneous tab.  

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2. Create a Cost Centre in Qbyte Financial. Fill out all required fields on the Cost Centre tab.

Navigate to Master Data > Cost Centres

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3. In Qbyte Financial, create the DOI Link for your AFE. Navigate to the DOI tab on the AFE and create new. Link the DOI to your cost centre.

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4. Create the Well in Qbyte AFE with a Bottom Hole location. A well or AFE can have more than one Bottom Hole location. Integration assigns the first Bottom Hole assigned to an AFE as the primary location in Qbyte Financial. 

Ensure the well has the same Property Number as the Cost Centre number created in Qbyte Financial.

Navigate to Main > Wells

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5. Navigate Manage Participants on the AFE in Qbyte AFE in order to add the Division of Interest. 

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Select the Participant by participant name.  The Participant ID for the Participant in Qbyte AFE is the Qbyte Financial Business Associate ID. The participants and working interest percent must match the DOI setup in Qbyte Financial.

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6. In Qbyte AFE, assign the newly created Well to the AFE.  Select both surface location and bottom hole for the AFE.

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7. In Qbyte AFE, on the AFE main page, select 'Enter Estimates' to create your AFE Estimates and Save. On save, the Cost Estimates will be sent to Qbyte Financial.

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8. In Qbyte Financial, verify AFE Updates for Operator, Legal Locations and Cost Centre.

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Cost Centre Links

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Legal Locations

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9. In Qbyte Financial, the AFE Estimates will be transferred when the AFE Estimates are saved in Qbyte AFE. Each time a change is made to the AFE Estimates in Qbyte AFE and saved, the changes will be sent to Qbyte Financial. If changes have been made in Qbyte Financial but NOT in Qbyte AFE, the changes will be overwritten by the Cost Estimate information coming from Qbyte AFE.

The AFE Gross Estimates are added as entered in Qbyte AFE. The accounts must exist in the Qbyte Financial AFE Type Accounts based on the AFE Type.

For example, our AFE has AFE Type 'DC'. The following accounts exist for AFE Type 'DC' in Qbyte Financial. They match the accounts in Qbyte AFE.

Navigate to Configuration > AFE > AFE Type Accounts to view the Qbyte FM AFE Type Accounts.

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The AFE Amt will be updated on the AFE tab in Qbyte Financial each time the AFE Estimates are sent from Qbyte AFE.

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On the Cost Estimates tab, Percent Interest is the Managing Organization's working interest in the default DOI. Net Estimates are the calculated working interest amounts for the Managing Organization's interest in the default DOI for the AFE.  

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10. In Qbyte AFE, create Approvers and Reviewers. Complete Internal and External Approvals.

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11. In Qbyte Financial, AFE Status is changed to Approved when the AFE Status is changed to Partner Approved in Qbyte AFE.  

Hint: you will need to re-save your AFE main page in Qbyte AFE to trigger the Approved status over to Qbyte Financial.

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Manage your InterOp Queue

The Interop Queue is enabled in Interoperability Settings in Qbyte AFE Administration. 

Navigate to Features > Admin > Interop Queue

AFEs

AFE are added to the interop queue under the following circumstances:

1. When a new AFE is created.

2. When the AFE General page is saved.

3. When the AFE is Partner Approved.

AFE Estimates

AFE Estimates are added to the queue when you save the AFE Estimates for an AFE.

Integration Success

Items are automatically cleared from the queue when Qbyte AFE receives a success response from P2 Connector after sending the AFE or AFE Estimates to Qbyte Financial.

Integration Failures

When an error is returned from P2 Connector, the error date and error message are recorded on the queued item and the Active flag is cleared, to indicate that the transaction is incomplete. When the error is resolved, select the Active checkbox to resend the item.

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Correcting Errors

If the error requires a change to your Qbyte AFE or AFE Estimates, correct the error. 

When you select Save the AFE, the AFE Estimate is sent again. The Active checkbox is automatically selected.

If the error requires a change to your Qbyte Financial configuration, correct the error. 

Select the Active checkbox and Save to resend the item. 

If the error is caused by connection issues or P2 Connector is not active, select the Active check box and save.  The item will be included the next time P2 Connector requests data.

If an item in the queue should not be sent to the financial system, select X to delete and Save.

AFE InterOp History

From the AFE page, select InterOp History. This will give you details on the interop history specific to the AFE.

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The Interop History panel captures what AFE information is being transferred between Qbyte AFE and Qbyte Financial, when it was transferred, whether it was successful or not, and the error message (if it failed). 

• A green indicator in the Type column means that the information was successfully transferred.

• A red indicator in the Type column implies that an error was generated.

• Default sort is by Date - latest first. However, you can sort the report on History Date, Response Type or Message Type.

• Users can also apply filters to the History Date, Response Type and Message Type columns. 

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Reporting

Interop History Report

Interop History report displays the results of all messages sent between Qbyte AFE and Qbyte Financial. 

To View the Report

1. Navigate to Features > Reporting > Administration > Interop History

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2. Enter the Start Date and End Date for transactions to be included on the report. All transactions that have a date greater than the Start Date and less than the End Date are included in the report. 

3. For Response Type, select Success, Fail, Dequeued, Queued, a combination, or all. 

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4. On Message Type, select the Message Types to be included in the report.  

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5. Select View Report to run the report. 

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