Attachment 6 - Interface Requirements
This attachment describes the System software interfaces requirements to the City’s software applications.
Interfaces: GL
Description: Provide an interface to the City’s General Ledger, which maintains the current separate Water and Sewer general ledgers.
Interface: IBIS
Additional Comments: Examples of the types of transactions that need to be passed to (and from) the City’s accounting system are: billings and adjustments, customer payments, interagency billings to and payments from other City bureaus, and refunds to customers where the checks are printed and issued through the City’s Accounts Payable module. Cayenta will develop file layouts to accommodate the data map that the City’s Water Bureau currently uses for each transaction type. The map for cash receipts will segregate cash from non-cash receipts so that only cash payments go to Treasury. All System transactions will be summarized to the GL account level to accommodate journal entries that are passed (via the interface) to the City’s GL.
Interface: Refunds/Accounts Payable
Description: Provide the ability to generate and manage refunds based on account credit balances, deposits, and individual payments. The City requires an interface to Accounts Payable in their financial system to enable it to generate refund checks requested in Cayenta Utilities.
Interface: IBIS – Accounts Payable
Additional Comments: The interface is divided into two files: one for vendor Id, and one file for the refund invoice that is associated with the vendor Id. Differences may exist in the values that Cayenta Software places in the interface file. Cayenta will develop an alternate file layout to accommodate the data mapping that the Customer currently utilizes. The interface will not include the ability to update Cayenta Utilities with the status of the refund check from accounts payable. The movement and upload of the accounts payable interface files (generated by Cayenta Software) will be managed by City.
Proposed Modification: Interface files will be generated from an Actuate report, where the report output is a text file. A series of custom reports shall be created to provide text file output that corresponds to the Vendor interface file and the Accounts Payable interface file. These reports shall be triggered by the Refunds Check Generation process in Cayenta Software. The list of reports shall include the following:
1. Refunds Detail Report that shall include elements such as the account number, customer name, amount of refunds, fund the refund came from (water/sewer/etc.), total number of refunds.
2. Refunds Error Report that shall include elements such as the number of refunds requested, number of records processed, number of records rejected, and reason for rejection.
3. Refunds Vendor Report that shall include elements such as the vendor number, Customer name, address.
Refunds generated in Cayenta Software are associated to a vendor number. This number should be unique to each vendor, and should correlate to the Cayenta account number. Ideally, the vendor number would be the same as the account number. The interface/report files generated by this modification will require a vendor number to be assigned by Cayenta Software during the refund processing.
Interface: Meter Reading
Description: Provide an interface to Schlumberger’s EZRoute software, which is used to pass information between hand-held meter reading devices and the CIS.
Interface: EZRoute/Schlumberger handheld device
Additional Comments: Differences exist in the values that Cayenta Software places in the interface file, and the requirements of City. Cayenta will develop download and upload file layouts to accommodate the data map that the City’s Water Bureau currently uses.
Proposed Modification: An alternate interface file layout will be created for the EZRoute interface file.
Interfaces: Remittance Processing
Description: Provide an interface to the City’s remittance processor to support batch payment processing.
Interface with: UNISYS DP500 Remittance Processor, which runs on a WIN-NT 4.0 platform. The software application is VisualRemittance 3.5.3.0.3.
Additional Comments: Cayenta will provide their file format and check digit algorithm to Portland, and Portland will reformat the current Unisys structure. Batch payments are processed until 2:30pm daily, and have a limit of 300 items per batch. Cayenta will provide custom Actuate Reports to extract data out of the Cayenta Utilities system to meet the remittance processing requirements. A list of these reports and detailed specifications will be developed for this interface.