Overview

CDEX is the name for the industry standard format for “Check Stub Data Exchange.” For a small transaction fee, you can arrange to get your Check Stub information sent to you electronically. The Check Stub Program imports and validates the raw CDEX data, eliminating the manual entry of the stub detail. This can save a company a great deal of data entry time on larger volume stubs. Check stub exchange providers of the CDEX services, along with their web addresses, are as follows:

• Oildex: http://www.oildex.com/

Company Maintenance Options and Timing Issues:

Because you will typically post the deposit from the check stub CDEX batch file on a different day than the money is deposited into your account, Pak Accounting strongly recommends using a Purchaser Clearing Account or setting up a default CDEX account in Check Stub Company Maintenance > Import CDEX  Electronic Import (CDEX). In addition, Pak Accounting also recommends you set up that account to access the Purchasers Sub-Table so that if the account does not clear, you can easily trace it to a particular purchaser. Setting up the Purchaser Clearing account allows the user to access details for each Purchaser.

Also See:

Edit List CDEX 

Import CDEX 

Setup Information

Before using the CDEX Import feature, some essential setup instructions must be followed:

STEP 1: Set up Purchaser Clearing Account

• Set up the Purchaser Clearing Account in Account Maintenance [F11]. (We used account 1050).

STEP 2: Check Stub Company Options

• Set Clearing Account Default

Setup State Withholding Cross-Reference

STEP 3: Purchaser Setup 

• Purchaser Code Cross-Reference (CDEX Purchaser tab).
• Product Cross-Reference (Products tab).

Step 1: Set up a Purchaser Clearing Account

In [F11], Account Maintenance, create a clearing account with the Purchaser Sub-Table attached.

Step 2: Check Stub Company Options

Set Clearing Account Default

In Company Maintenance > #90 Company > General tab, enter the Purchaser Clearing Account. This account will default when importing. Typically, the Sub-Account field is left blank if importing from more than one Purchaser.

Setup State Withholding Cross-Reference

The State Withholding codes are set up in Company Maintenance > Stub Line Items.

Next, the state withholding for CDEX must be set up in the Company Maintenance, Company, Electronic Import (CDEX) tab. This redirects the CDEX code for the state withholding to the Line number set up in the system for the same state withholding. The states that are supported include CO (Colorado), MT (Montana), NM (New Mexico), ND (North Dakota), OK (Oklahoma), and UT (Utah).

Step 3: Purchaser Maintenance Setup

Purchaser Code Cross-Reference (CDEX Purchaser Tab)

Each CDEX purchaser has its unique 2-digit code. For instance, Devon is DE, and Exxon is EX. Your Purchaser setup must follow this convention. Your CDEX provider can supply you with the codes.

These codes often contain special characters. Since special characters are not allowed in the Purchaser field, Pak Accounting recommends setting up a Purchaser with a full code and using the CDEX Purchaser tab for the 2-digit codes. In my example below, Black Operating’s CDEX code is ?2. So, I entered BLACK as the Purchaser code and put the ?2 in the cross-reference.

Another benefit of the CDEX Purchaser tab is that if you have an existing Purchaser, you can keep all your existing Division Orders and Check Stub history. There is no need to set up new Division Orders for the CDEX Purchaser.

NOTES:

• You must set up a CDEX Default for the Cross Reference to work properly.
• When importing using the CDEX menu, the CDEX template is used, not the setup for the individual Purchaser.
• Before the CDEX Purchaser setup, the line numbers for OK-W/H and NM-W/H must be set up in Check Stub Company Maintenance > Stub Line Items. They must not be set up as the first "Other" under the Type of Item column.

Update the Purchaser CDEX to include the withholding codes to be imported as individual line items from the CDEX file. The states that are supported include CO (Colorado), MT (Montana), NM (New Mexico), ND (North Dakota), OK (Oklahoma), and UT (Utah).

CDEX Purchaser Tab

This tab is used to cross-reference a current Purchaser setup to your CDEX Purchaser Code. This allows you to keep all your existing Division Orders and Check Stub history. There is no need to set up new Division Orders for the CDEX Purchaser. When using the Cross Reference CDEX Purchaser, it will look at the current Division Orders. To utilize this feature, you must have the Default CDEX Purchaser setup.

Product Cross Reference (Products Tab)

CDEX has industry-standard product codes that must be used on the CDEX file. The system translates these product codes as follows: The 3-character codes MUST be set up under Master File Maintenance—Product and then added in the Master File Maintenance > Purchaser > Product tab.

5, 30, 90 PRD

10,11 OIL

12,13 CND

20...23 GAS

For example, before importing, I just had “P” set up for Products. But now that I will be importing, I created a new code, “PRD.”

I then went into my purchaser and added this new code so my import would work correctly.

CDEX Interest Codes
(Immediately to the right of the Net Column, the column is labeled "T").

NOTES

• * 1—For these CDEX Interest Types, the system will look through the Division Orders for this Purchaser property, looking for a match on percentage, and then use whatever interest type is coded on that Division Order.
• If the Division Order is coded to G/L Owner Share, the type of Interest must match. If the entries are going to Revenue to be disbursed, then the type is generally ignored.

Just like when setting up any Division Order, the Property number entered must be the exact property number used by the Purchaser when transmitting CDEX. It can only be up to 14 characters long. This is part of the key used to match information.

The Interest Code must match if the Division Order is coded to G/L Owner Share.

Also, this screen has an option to Allow Change of Percentages during entry.

• If you check the box, the system will not warn you if the revenue percentages do not match, but the lease number does.
• If you leave the box unchecked, the system will warn you that the revenue percentage does not match the Check Stub Division Order Maintenance, as described in the CDEX Edit Listing. This is the recommended setting.

CDEX Download Checklist

1. Download the CDEX file using CDEX download instructions that come from Oildex.
2. Print Edit List CDEX for error reports in Pak Accounting to verify actual files were received.
3. Resolve errors on the Pak Accounting report (i.e., fix property number, DOI, interest types, etc.).
4. Import data into Pak Accounting & print a full copy of the imported file.
5. Keep a copy of the CDEX Import listing and Check Stub edit listing for each purchaser.
6. Sign back into CDEX & clear checks, and purge data per instructions from CDEX.