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PAS Financial InterfaceGenerated for Release 16.0.0

16-November-2016

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© 2004 - 2016. CGI Group Inc. All rights reserved.

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PAS | Legal Notices

Contents

Preface..............................................................................................................ivAbout This Document.............................................................................................................................iv

Contacting CGI.......................................................................................................................................iv

Chapter 1: About Financial Interface............................................................6Overview..................................................................................................................................................8

Dependancies...........................................................................................................................................8

Reversals...................................................................................................................................................9

Chapter 2: About Financial Interface Setup...............................................12Contract Account References.................................................................................................................13

Cost Centre Account Reference.............................................................................................................13

External System Reference....................................................................................................................14

External Systems........................................................................................................................14

Facility External References......................................................................................................14

Measurement Point External References...................................................................................15

Financial Options...................................................................................................................................16

GL Accounting Rules Overview ...........................................................................................................16

GL Mapping...........................................................................................................................................16

Frequently Asked Questions...............................................................................................................................19

Frequently Asked Questions (FAQs) about Financial Interface.............................................................19

PAS | TOC

Preface

Thank you for choosing CGI’s PAS, a powerful and versatile Production Accounting Solution application.

About This Document

This document is a subset of the documentation available for PAS. It is intended to provide focused informationon a particular area of the PAS application. Sometimes additional information is included as topics are reusedfrom the PAS Knowledge Base.

Intended Audience

This guide is intended for the end user; the person who uses the application to enter data and/or generatereports.

Typographical Conventions

This guide uses the following typographical conventions:

ExplanationConvention

Indicates a label for a field or column heading on a data entry screen or report.Field Names

Indicates a data value you would enter or select on a data entry screen.User Input Values

Indicates a button you use to interact with an application. The button may be on ascreen or on the keyboard.

Buttons

Indicates the name of a file or a file path, including a local URL path.File/Path

Acronyms are not described in the document. See the glossary in PAS KnowledgeBase for an acronym dictionary.

Acronyms

Indicates a message from the application.Message Details

Contacting CGI

Support

You can contact the support team between 8:00 AM – 5:00 PM MT, Monday – Friday (excluding holidays).

• e-mail: [email protected]• Toll free: 1-888-244-1123

iv | PAS | Preface

mailto:[email protected]

Licensing

Licensing

To purchase licenses appropriate for your organization, please contact your CGI account representative orphone (403) 218-8300 .

Preface | PAS | Preface | v

Chapter

1About Financial Interface

The financial interface provides the ability to transfer financial transactiondetails to an external financial accounting system.

Topics:

• Financial File SubmissionOverview In PAS, the following processes result in the creation of financial

transactions for booking into your company's financial system:• About Financial FileDependencies • revenue ( Revenue Allocate )

• About Reversals of FinancialTransactions

• royalty (FH/ORR Gas and FH/ORR Oil)• facility charge (Fees Calculate )• (BC) Oil Estimate• MB Oil Royalty• (SK) Royalty Calculation• transportation marketing (Oil Mktg and Gas Mktg)

When you run these process, PAS uses GL Accounting Rules and GLMapping ( Utilities Financial Information ) to create afinancial transaction for each unique ProductionMonth/Facility/Contract/Product/Measurement Point combination.A financial transaction consists of multiple line items which containdata such as well/owner/costcentre/volume/value/payable/receivable/etc.

Once the financial transactions are ready, you must create the financialfiles for export using the Financial File Submission screen.

Important: Owners & Producers

In PAS, you do not specifically identify the producers of product.Instead, PAS determines who the producers are using ownersspecified in the DOIs and applicable contract details.

The Owners field records the legal owner(s) of the product at thetime of sale. The Producer field records the parties that have anownership interest in the product at its source. The producer isdifferent than the owner when the producer has assigned some ofthe produced volumes to another Business Associate through acontract, e.g., Alberta Oil Crown TIK, Freehold and Override TIK.Take-in-kind royalties are generally booked as an increase to theproducer's sales and as a royalty expense to the producer.

Tip: If you waiting for the Interfaced status for a long time, checkthat the controller is running properly. The controller may needmore memory if it experiences a lot of traffic.

6 | PAS | About Financial Interface

If your company has opted to use the Allow Grossing Up Nonop ProductSales option (on the Client Table screen), PAS calculates the residualvalues for the product sales. This generates data for the residual value,residual volume and residual energy (GJ) for each product included in asales contract, using a system-wide Gross Up BA . You can view thisdata on the Financial Interface report . With this functionality selected,you can validate your share of oil or gas and gas by-products sales atnon-operated wells by running Gross and Net reports in your financialsystem. You can also perform financial analysis of non-operated wells.

PAS | About Financial Interface | 7

Financial File Submission OverviewThe Financial File Submission screen provides the ability to create XML files to export financial transactionsfor an external financial system and manage the progress of those files.

This screen contains the following tabs:

DescriptionTab

The Financial File Submission screen provides the ability to create XML files to export financialtransactions for an external financial system and manage the progress of those files.

Financial transactions are selected for financial files using the selection options available:

Create Financial Files

• Month• Facilities• Transaction type (Oil and Gas Revenue, Oil and Gas FH/ORR, Fees and province oil

royalty)

A facility remains available for selection on this screen until all applicable transactions havebeen included in a financial file.

Note: When a status field is blank it means that the process to create the financialtransactions has not yet been run.

Tip: For BC primary facilities, Oil Crown is available for selection when all the relatedsub-facilities have completed Revenue Allocate .

The Reference Files tab provides the ability to report the details of a financial file, to changea financial file's status to Final and to approve or reset a financial file.

Referenced Files

The Interfaced Files tab provides the ability to report and view the details of data sent to anexternal financial system and reset the file if necessary.

Interfaced Files

About Financial File DependenciesOnce financial transactions are created by the monthly processes, they are available for generation of thefinancial files that will be interfaced with the financial system. This process involves specifying criteria toselect transactions for the file (e.g., facility, transaction type) and selecting the operation(s) (e.g., trial, final,approve) which assign a status to the file.

You first create a trial version of a financial file and as the results are verified, rerun if required, finalize forapproval and approve for interface. The diagram below shows the sequence through the tabs and statuses.


About Reversals of Financial TransactionsAmendments to transactions on an interfaced file result in reversal of those transactions when a new financialfile is created. If Create Financial Transaction only if Changed = No ( Utilities System ClientTable Financial Options tab) this applies to all transactions in the file, otherwise only the changedtransactions are reversed. The original transactions are set as Reversed and the interfaced file cannot be Reset.

If the GL mapping has been changed, any amendments will be reversed out of the new GL account ratherthan the original GL account.

Tip: You can use the PAS Wizard or Query to view the Financial Interface Transactions/Original GLAccount ID in order to see both the original GL account and the new one.

Monthly contract volume and valuation cannot be reprocessed while the file is in Final status. The file mustbe Reset before any reprocessing is allowed.

If you have expired a facility that you need to amend, unexpire the facility before you run the amendment(reprocess the facilities). Doing this will properly reverse the previous amount and book the new amount onthe financial interface.

The behaviour of the amendment file creation (reversal and re-booking entries) depends on your selection inCreate Financial Transaction only if Changed (on the Financial Options tab ( Utilities System

Client Table Financial Options tab)).


Note: Create Financial Transaction only if Changed indicates if financial transactions are createdwhen amendments result in no change. ( Utilities System Client Table Financial Optionstab)

In PAS, the following processes result in the creation of financial transactions for booking into yourcompany's financial system:

• revenue ( Revenue Allocate )• royalty (FH/ORR Gas and FH/ORR Oil)• facility charge (Fees Calculate )• (BC) Oil Estimate• MB Oil Royalty• (SK) Royalty Calculation• transportation marketing (Oil Mktg and Gas Mktg)

When you run these process, PAS uses GL Accounting Rules and GL Mapping ( UtilitiesFinancial Information ) to create a financial transaction for each unique ProductionMonth/Facility/Contract/Product/Measurement Point combination. A financial transaction consistsof multiple line items which contain data such as well/owner/costcentre/volume/value/payable/receivable/etc.

How PAS Selects the Cost Centre Account Reference

PAS uses the information stored on the financial transaction to determine the GL account to book the reversalto.

If the Cost Centre Account Reference is set to Yes on the Financial Options tab ( UtilitiesSystem Client Table Financial Options tab), the Cost Centre Account Reference factors into the financialtransaction.

PAS uses the Cost Centre Account Reference value from the GL Mapping that was used to create the originalfinancial transaction, not the Cost Centre Account Reference currently associated with the source facility.

Note: If you change the Cost Centre Account Reference between the time the financial transactionwas created and the time it is reversed, the reversal behaviour may not be what you expect.


Chapter

2About Financial Interface Setup

The financial interface involves significant set up tasks to ensure asuccessful communication between PAS and the external system.

Topics:

• Contract Account ReferenceOverview These Financial Interface set up items include:

• Cost Centre Account ReferenceOverview

• Client Table, Financial Options• External System Reference

• About External System Reference • GL Account Rules• Financial Options Overview • GL Mapping• GL Accounting Rules Overview • Cost Centre Account Reference (Optional)• General Ledger Mapping

Overview• Contract Account Reference (Optional)• Facility Account Reference (Optional)

12 | PAS | About Financial Interface Setup

Contract Account Reference OverviewContract Account References provide the ability to fine tune the direction of financial transactions to specificGL Accounts, on a contract by contract basis, as required.

( Utilities Financial Information Contract Account Reference screen)

Business Rules

Contract Account References are only available when Contract Account Reference is set to Yes on theFinancial Options tab ( Utilities System Client Table Financial Options tab).

Contract account references may then be assigned to specific contracts, as required.

How Account References Work

Account References work in conjunction with GL Mapping.

• Processes that create financial transactions match data in the Contract Allocation table with data in theGL Mapping table.

• When Account References are used, the Account Reference fields are included in the matching process.• The default GL Mapping for any given scenario will have an Account Reference code of ALL . Contract

Allocation records without an Account Reference code are matched to the default.• Account References may be assigned to additional GL mapping records to override the default behaviour

for special circumstances.

Cost Centre Account Reference OverviewCost Centre Account References provide the ability to fine tune the direction of financial transactions tospecific GL Accounts, on a cost centre by cost centre basis, as required.

( Utilities Financial Information Cost Centre Account Reference)

Business Rules

Cost centre Account Reference 's can only be used when Cost Centre Account Reference is set to Yes onthe Financial Options tab ( Utilities System Client Table Financial Options tab).

Cost Centre account references may then be assigned to specific Cost Centres, as required.

How Account References Work

Account References work in conjunction with GL Mapping.

• Processes that create financial transactions match data in the Contract Allocation table with data in theGL Mapping table.

• When Account References are used, the Account Reference fields are included in the matching process.• The default GL Mapping for any given scenario will have an Account Reference code of ALL . Contract

Allocation records without an Account Reference code are matched to the default.• Account References may be assigned to additional GL mapping records to override the default behaviour

for special circumstances.

PAS | About Financial Interface Setup | 13

About External System Reference

PAS provides the ability to exchange data with external systems using External Reference codes. (Also knownas aliases or cross references). Prior to importing the data, define the external reference codes.

The following diagram gives an overview of reference code setup for external systems.

External Systems OverviewUse the External Systems tab to identify external systems that can import to PAS using an external systemreference code.

( Utilities Imports/Exports External Systems )

Business RulesOnce an External System is defined, you need to specify where the external reference codes for the externalsystem will appear ( Facility External References and Measurement Point External References tabs).

Note: Records that import to PAS from an external system need to identify the External System anda unique external system cross-reference code that matches to a PAS master record.

The following imports currently support the use of External References:

• Facility, Well, & Measurement Point (Masters)• Facility monthly data, Well data & Truck tickets (Monthly)

Facility External References OverviewUse the Facility External References tab to identify the facility types and provinces for which the ExternalSystems data entry field appears.

( Utilities Imports/Exports External Systems Facility External References )


Business Rules



Tip: This option is useful for transferring data between an external application and PAS. For example,to set up an external reference for a Gas Chart code at the well:

• Create a system code on the External Systems screen ( Utilities Imports/ExportsExternal Systems ). Give the code a name. E.g. XYZ Gas Charts

• Create a facility reference code on the Facility External References tab ( UtilitiesImports/Exports External Systems Facility External References ). Give it the name Gas

Chart Reference .

• use the External System code you created above (e.g. XYZ Gas Charts)• select the facility type of WI for wells• select the appropriate province codes

A field with the name Gas Chart Reference is then displayed on the Well Master screen.

Note: External References are intended to provide flexibility in interfacing with PAS. While PASprovides the ability to import/export data from and to specific file formats, custom development maybe required to:

1. get the data from an external system into a PAS supported file format2. import the data to an external system from a PAS supported file format

Measurement Point External References OverviewUse the Measurement Point External References tab to identify the measurement points for which theExternal Systems data entry field appears.

( Utilities Imports/Exports External Systems Measurement Point External References)

Business Rules



Tip: This option is useful for transferring data between an external application and PAS. For example,to set up an external reference for a Gas Chart code for gas sales measurement points:

• Create a system code on the External Systems screen ( Utilities Imports/ExportsExternal Systems ). Give the code a name. E.g. XYZ Gas Charts

• Create a measurement point reference on the Measurement Point External References tab ( Utilities Imports/Exports External Systems Measurement Point External References). Give it the name Gas Chart Reference .

• use the External System code you created above (e.g. XYZ Gas Charts)• select the appropriate facility types and province codes


• select the product Gas• select the measurement point type of SALES

A field with the name Gas Chart Reference is then displayed on the Measurement Points tab forGas Sales measurement points.

Note: External References are intended to provide flexibility in interfacing with PAS. While PASprovides the ability to import/export data from and to specific file formats, custom development maybe required to:

1. get the data from an external system into a PAS supported file format2. import the data to an external system from a PAS supported file format

Financial Options OverviewThe Client Table provides the ability to identify system configuration information for the PAS environment.The Financial Options tab deals with identifying the configuration of the financial interface and whetherfinancial utility data is supplied by the external financial system, input directly in PAS or both.

( Utilities System Client Table Financial Options tab)

GL Accounting Rules OverviewThe General Ledger Account Rules screen provides the ability to create and maintain basic GL Accountinformation.

( Utilities Financial Information GL Accounting Rules )

Business Rules

The GL Account codes are used in sending financial transactions to external financial systems. These codesmust match a GL Account code in the external system in order for the financial file submissions process tocomplete successfully.

If you change GL account rules for transactions you have already run, you must rerun the applicable processesfor the changes to take effect throughout the financial system of PAS.

General Ledger Mapping OverviewThe General Ledger Mapping screen provides the ability to set up the instructions for PAS to convert contractallocation data into financial transactions for export to an external accounting system.

( Utilities Financial Information General Ledger Mapping )

If the GL mapping has been changed, any amendments will be reversed out of the new GL account ratherthan the original GL account.

Tip: You can use the PAS Wizard or Query to view the Financial Interface Transactions/Original GLAccount ID in order to see both the original GL account and the new one.


How GL Mapping Works

GL Mapping records identify how various contract transactions are booked to an external financial accountingsystem.

When the financial transactions are created, fields in the Contract Allocation records are matched with fieldsin the GL Mapping table to determine which GL Accounts to use and whether they should be debited orcredited.

PAS searches the GL Mapping table and Contract Allocation table for identical matches in the followingfields. If no match is found, financial transactions can not be created and an error occurs.

• Contract Type• Contract Sub Type• Pay/Receive Code

From the resulting matches above, PAS continues searching, in order of the GL mapping sequence number,and looks for matches in the following fields. If an identical match is not found for a specific field, PAS usesthe GL Mapping default for that field. Defaults for the field are identified by a code of 'ALL' in the GLMapping table.

• Province• Product• Settlement• Ownership Type• BA ID

When Account References are used, PAS continues searching the resulting matches above, in order of theGL mapping sequence number, and looks for matches in the following fields, as applicable. Again, if an exactmatch is not found for a specific field, the default for that field is used. Defaults for the field are identifiedby a code of 'ALL' in the GL Mapping table.

• Contract Account Reference• Cost Centre Account Reference• Facility Account Reference

Gross Up of Sales Volumes for Non-Operated Facilities

To use the optional non-operated gross-up functionality, select Yes on Allow Grossing Up Nonop ProductSales on the Client Table screen. (This field defaults to No .) When you change it to Yes , Gross Up BAappears for you to enter or search for the appropriate BA. The Revenue Allocate process creates the gross-upentries.

Note: Only Receive Revenue (contracts with Revenue Type set to Receive Revenue) are grossed up.

The rules governing the General Ledger accounts used by PAS for the grossed up entries for sales atnon-operated wells are:

1. If Client BA has ownership at a well, then PAS uses the Client BA Receive Revenue GL account forgrossing up sales for that well

2. If Client BA has no ownership at well, then PAS uses the Receive Revenue GL account for the BA thathas the smallest BA ID for grossing up sales for that well

Example of GL mapping rules (scenario and General Ledger Mapping screen settings):


For the non-operated wells:

1. WELL1 – Client BA has 100% ownership of a 20% Managed Interest, so PAS uses the Client BA GLAccount 5000200

2. WELL2 – Client BA and a silent partner has ownership in this well, so PAS uses the Client BA GL Account5000200

3. WELL3 – Client BA has no ownership in this well, so PAS applies rule 2 (use smallest BA ID BA's GLaccount). In this example, Owner3 has BA ID of 1234 and Gas Sales Receive Revenue GL Account of7000700 while Owner2 has BA ID of 9876 and Gas Sales Receive Revenue GL Account of 6000300 . Inthis case, PAS uses the GL Account of 7000700 for grossing up sales for WELL3.

For the Contract ID, PAS uses the contract ID of a sales contract that has the Client BA as the owner. If theClient BA is in more than one sales contract, PAS uses the first contract's contract ID. The offset to the TIKentries will go to a TIK clearing account with non-operated Gross Up BA as the owner and purchaser.

Tip: If the client BA is 100% owner, then the financial transactions for the Gross Up BA will havea zero volume and value, since that BA is the owner of the entire sale.


Frequently Asked Questions

Frequently Asked Questions (FAQs) about Financial InterfaceThis topic provides links to Frequently asked questions.

Why is the creation of the financial interface records part of the contract valuationprocess?

If the financial records were not created with the contract allocations we may have differences between thecontract allocations and financial records.

Why is the creation of the financial interface records part of the contract valuationprocess?

If the financial records were not created with the contract allocations we may have differences between thecontract allocations and financial records.

What do the pay and receive indicators mean?

Each contract generates a set of records in the contract allocation results. One side of the contract is designatedas pay and the other side of the results are designated a receive. There is no relationship to whether the rowwill be mapped as a receivable or payable.

How do I decide if I book the pay or receive side to the debit or credit?

ReceivePayContract Type

Facility level records are normallymapped to royalty payable (Summary)

Well level records are normallymapped to royalty expense (Details)

Crown (system generated)

Facility level records are normallymapped to facility charge income(Summary)

Well level records are normallymapped to facility charge expense(Details)

Facility Charge

Facility level records are normallymapped to marketing accounts payable(Summary)

Well level records are normallymapped to marketing expense (Detail)

Marketing

Facility level records are normallymapped to royalty payable (Summary)

Well level records are normallymapped to royalty expense (Details)

Royalty

Well level records are normallymapped to sales income (Details)

Facility level records are normallymapped to accounts receivable(Summary)

Sales

(Details) - indicates that the financial transaction entry is at the well/unit level.

(Summary) - indicates that the financial transaction entry is at the facility level.

PAS | Frequently Asked Questions | 19

What happens for AB Oil Crown Royalties?

These transactions are usually booked as an increase to producer sales and as an expense to the producer.

The producer detail is only stored on the receive rows for sale contracts.

The GL mapping uses the receive row for both the credit and debit. The pay row is not used in the mapping.

What happens for freehold and override TIK royalties?

These transactions are usually booked as an increase to producer sales and as an expense to the producer.

The producer detail is only stored on the pay rows for royalty contracts

The GL mapping uses the pay row for both the credit and debit. The receive row is not used in the mapping.

Why do we use the producer rather than the owner on the mapping for AB oil crownand FH/ORR TIK royalties?

The owner on the contract allocations for these records are the Crown BA or the royalty owner.

The financial entries must be booked as an increase in sales and a royalty expense for the BA which producedthe volumes. This BA is stored as the producer on the contract allocation results.

How do the records for some owners of AB Oil Crown and FH/ORR TIK get interfacedas revenue received?

All contract allocation results are created with a settlement type of TIK for AB oil crown and FH/ORR TIKroyalties.

PAS populates the financial records as revenue receive if the are any sales contracts which are set as revenuereceive for the producer.

What impact does the sequencing on GL mapping have?

Indicates the order the system will look for a match on a transaction.

More specific GL mapping must have a lower number than the mapping which can be used for the majorityof the transactions.

If a sequence number is added all subsequent sequence numbers will be renumbered.

How do I book field condensate differently from oil?

1. Update Client table for cost centre account reference to Y.2. Set up a cost centre account reference for field condensate.3. Link the account reference to the cost centres which should be booked to field condensate.4. Set up a GL mapping using the cost centre account reference.

20 | PAS | Frequently Asked Questions

How can I book FH/ORR royalties paid to me to an income account rather than apayable account?

A mapping would specify a BA to be mapped to a royalty income account rather than a payable.

How do I set up my BC crown to a different GL accounts for different groups?

1. Update the client table Facility account reference to Y (yes).2. Set up facility account references.3. Set up GL mapping to have different GL accounts using different account references.4. Link the facility masters to different account references.

How can I book my sales to different purchasers to a different GL accounts?

1. Update Client table to allow contract account references.2. Set up a contract account reference.3. Set up a GL mapping using the contract account reference.4. Link the contract account reference to the contracts which should be booked to one GL account.

I have changed my GL mapping for oil revenue. What account will be used on thereversal?

PAS applies the new GL mapping rules to both the reversal and new entries. The original GL account isstored, and is available in the PAS Wizard and Query.

Why is an error generated on the oil sales and disp and gas volume allocate if thefinancial entries are in a final or submitted status?

These processes delete contract allocation results. The final and submitted status indicate that the financialentries are waiting for approval or are in the process of being passed to the financial system. The contractresults cannot be changed until the entries are interfaced.

What if I have added a facility account reference to my facility but I did not have anaccount reference when the entries were booked originally?

The attributes used to create entries are stored on the records. The facility account reference will be used inmapping of the new entries but will not be used to remap the reversals.

How does PAS create reversal entries?

The reversal entries are created when there are interfaced financial entries and the process which created theentries is reprocessed.

The financial entries will be updated with a reversed indicator.

The reversal option can be selected on the PAS wizard.

PAS | Frequently Asked Questions | 21

The financial interface reports show reversals in bold font.

Can I reset any financial entries?

The reset option is available on any financial interface status.

Interfaced financial entries cannot be reset if reversal entries have been processed for the interfaced recordsexist.

22 | PAS | Frequently Asked Questions

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