Confirming and approving, or rejecting EDI files

This process should be completed once you have generated an EDI Entries or Amendments file for submission to an Awarding Organisation, and the Awarding Organisation has accepted your file.


You'll need the Qualifications: Administer All Students permission to manage entries files. If you don't have permissions, ask your administration team to give you permission using these instructions

Approving an entries file

If you are viewing the main EDI Entries page in EDI Exports > Entries, you can use the bulk action in the Confirmation of Submission table.



You can also click into the file and click the Approve button.



Clicking Approve or Confirm to confirm the file will mark all entries or withdrawals contained in the file as either Entry Confirmed or Withdrawn. If you have approved the EDI Entry file, it will no longer appear in the Confirmation of Submission section and will appear as Confirmed in the Submission Log section.

You'll then be able to take further action with the entries if needed, such as re-entering a candidate or withdrawing them. You should generally wait until the Awarding Organisation has confirmed successful receipt of the file before taking this action.




I'm getting an error when trying to approve the file?

This most commonly occurs when you've not added your centre number to Arbor. Go to Students > Examinations > Administration > Centre Setup and add this in. 

Why is my entry file being rejected by the Awarding Organisation?

Please check the filename of the entries file. Check the file name looks something like this: E0000010.X01

If the filename has ‘(1)’ at the end, it’s likely because the file was downloaded twice. In this case, please rename the file, or check to see if another version of the file has been downloaded.

What if we need to reject the file?

You'll need to contact the Arbor Support Team or your Support Partner if you think you need to reject an EDI file, as rejecting a file should only be done in very rare circumstances. We can also change an Amendments file into an Entries file if needed.

The effects of rejecting a file are as follows:

  • All entries within the file will be marked as 'Entry Rejected'. This is the equivalent of the entries being withdrawn. Any candidate entries that are required will need to be manually recreated - so you would need to re-enter all required candidates entries that were included in the rejected file.
  • If the EDI file is an Entries file, this will be treated as unsuitable for use - so the next file you generate for the series will be a replacement Entries file.
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