External Check Interface: Table Driven Interface

Use the External Check Interface to import payroll and accounts payable checks information from an external application. The data you load using this adds to the data already stored in PENTA.

The External Check Interface has a Request Type of EXT and an Interface Type of T. Data files you load must have Request Types assigned to the T Interface Type.

This interface updates the check history tables (which feeds the check reconciliation and positive pay processes) without making accounting entries. This allows you to perform a check reconciliation process and generate a positive pay file from within PENTA that is a combination of:

  • Checks processed in PENTA and

  • Checks processed by software systems other than PENTA.

If PENTA is unable to load an individual row, it bypasses that record and moves on to the next one. It creates or updates check records using the accepted rows from the file. It notes the rejected rows and does not load them into PENTA.

Limitations & Restrictions

You cannot set up defaults or substitutes for scenarios where there is missing information in the interface data file.

If PENTA rejects a row, you cannot resubmit the file because a record already exists for the file name and file type.

Where to View Loaded Data

You can review and modify interfaced data in the Check Reconciliation report.

If necessary, you can make corrections and/or late entries directly in PENTA. After loading and reviewing, you can use the Cleared Check Entry window to enter additional cleared checks, or remove an external check’s cleared status and process the check.

Available Tables

Check History Record

The following information relates to the INTR_CHK_HIST table.

Column

Entry

Format

Description

Column

Entry

Format

Description

INTR_RQST_ID

Req

C! 13

The interface request value that you enter to initiate the interface process. The value must be consistent for all records PENTA should process together.

SEQ_NUM

Req

I 10

Sequence number uniquely identifying this row within interface request.

ACTIVITY_CD

Req

C! 1

Required for all activity. Possible values are:

  • A (Add) – If the EMP_ID already exists, PENTA records an error.

  • C (Change) – Update an existing record. If the column cannot be updated, PENTA records an error.

  • D (Delete) – Delete the record. If the record does not exist or was not created by this interface, PENTA records an error.

BANK_NUM

Key

C! 9

The bank with ownership of the bank statement you are clearing. This must be a valid bank number in PENTA.

BANK_ACCT_NUM

Key

C! 17

The number of the bank account with ownership of the bank statement you are clearing. This must be a valid account for the bank.

CHK_NUM

Key

I 8

Number on the check.

FORM_ID

Req

C! 8

Id of the form used to generate the check. The form must be associated with the Bank and Bank Account.

AMT

Req

F 15.2

Amount on the check. Must be greater than or equal to 0.00.

D_CHK_DATE

Req

D

Date on the check. Must be a valid date.

CHK_HIST_STAT_CD

Req

C! 1

Id of the check’s status. Possible values:

  • A – Open

  • C – Clear

  • V – Void

D_CLEAR_DATE

Opt

D

Date the check cleared. Must be a valid date.

Required if Check Status is C; otherwise, do not enter a value.

EMP_ID

Opt

X

Id of the Employee.

VEN_ID

Opt

X

Id of the Vendor.

RECORD_NUM

Opt

I 10

Do not assign this value. PENTA assigns this record number, which you can use to identify records with errors or warning messages.

USER_ID

Req

C 6

Id of the employee performing the load process. This user_id must exist in PENTA.

MODIFICATION_
DATE

Opt

D

Once the process completes, this displays the date PENTA marked the record as modified in the database. The current date is the default value.