Completing the Monthly Update Process

You can complete the monthly update process on the Monthly Update Process page to process the core system and third-party records that were uploaded to the cloud-based file server.

  1. Navigate to Update > Monthly Update Process.

    Monthly Update Process page.

  2. Select a month to update from Update Month.
    The default is the next month, but you can change it to a previous month to update again, if needed.
  3. Select one of the following situations and follow the steps to select the extract file set to process.
    Situation Steps
    Add/Replace a File Set

    Use this option to add all files manually, upload missing files, or replace incorrect files in the extract set.

    1. Select Add/Replace.
    2. Select Select.
    3. Browse and select a file to upload.
      Tip: If you are replacing a file, then the name of the selected file must be the same as the name of the file you are replacing.
    4. Select Upload.
    5. Repeat this process to add or replace multiple files.
    Tip: Before the files that you select show up in the list of extract files to process, the file names must already be associated with a file type. If they are not, contact the Financial Performance Suite team for assistance.
    Assign Files for a File Set

    Use this option if files are already uploaded.

    1. Select Assign Files.
    2. Select an Upload Date from the drop-down list.

      If you must rerun a previously processed set of files, you can select older sets from this list. When a set is selected, you can review the file names before assigning the files.

    3. Select an Assigned Month.
    4. Select Assign.

    After the files are added and/or assigned, the file set appears in a grid. Verify that the appropriate data files are selected. If a previous month is uploaded, then use the Clear Month check box to clear data from that month. You can also select the Clear Reconciliation Adjustments check box to clear manual edits from that month. This option only affects edits made on the Balance Sheet and Income Statement page.

    You can select the File Name for a file to download it. You can also select the Layout Name to open the File Layout Setup page to modify the file layout and data mappings. Use the "" Delete option to remove files as needed.


    Monthly Update Process file set to update.

  4. Select Start to run the monthly update process.
    If you are running the monthly update process for the first month of your institution's new fiscal year, then a warning message appears. The message indicates that data may be lost if you have not appropriately set up or created a new what-if model that contains your budget data.

    A progress bar appears to show the current stage of the monthly update. During the first In Progress stage, the application begins interpreting the information in the data files and validating that the information can be processed.


    Monthly Update Process In Progress stage.

Progress messages appear as the process moves through the update and post-update stages and steps. If a problem is encountered, then a troubleshooting best practice is to note the current stage and step of the process. For example, the update is in the In Progress stage and the Consuming File Data step is running.

If any instruments use the defined Default FTP Rate, then a report listing those instruments is generated automatically at the end of the monthly update process.

The Monthly Update Process page shows the month completed as the Last Successful Run, and the Update Month advances to the next month.

If no problems are detected, then the process runs until it completes, and you are notified that it was successful.

Resolve any exceptions that are found in the second Exceptions stage, if needed, before the final Calculations stage runs to complete the process.
Parent topic: Monthly Update Process