Accounts Receivable (AR) entries will credit the selling account and debit the corresponding General Ledger’s (GL) accounts receivable account control. The receivable will be liquidated in the future when payment is received.
Two different methods are used to feed Accounts Receivable information to FAMIS. The most common method is to provide a file containing the informational fields and process this file through the IBXR001 program to create the necessary FAMIS transactions. The processed transactions are then posted by the IBDU010 program. In this document, we will refer to this method as Process. For this method, use the record layouts described in AR Process 1. When the Process method is used, the FAMIS file sent by the customer does not have a batch header record; the IBXR001 program builds the batch header and the actual transaction file for posting.
The second method is to provide a file containing a FAMIS batch header and properly formatted FAMIS transactions. This method requires the customer to use a more complicated process to create the interface but allows a great deal of flexibility. For this method, use the record layouts described in AR Process 2; the records are posted with the IBDU010 only.
Invoice Number
Both of the interface methods require the use of an invoice number, also known as the bill number. The prefix (first character) of the bill number must be defined on FAMIS Screen 682. A new prefix can be requested by submitting a Change / Enhancement Request.
Prefixes R and Z are reserved for use with Sponsored Research bills.
Customer Number
Both interface methods require a customer number; therefore, it is important to establish a system for assigning customer numbers.
A customer number may consist of 13 numeric digits or 2 alphabetic characters followed by 11 numeric digits and is usually determined by using one of the following methods:
- Sponsored Research (SPR) s Sponsor ID: Use the prefix “SP” followed by the 7-digit SPR sponsor ID and and “0000” to get the 13 characters needed.
Example:
For SPR sponsor ID 0000187, the AR customer number becomes SP00001870000.
Note: The “SP” prefix is reserved for SPR customers and should not be used for any other purpose.
- Federal Identification Number (FIN): If the FIN has fewer than 13 characters, add a user-defined sequence to either the beginning or end of the ID.
Example:
A 9-digit FIN of 999999999 could become customer number FD00999999999, 0000999999999 or 9999999990000.
- Using the account numbers from other TAMUS agencies, begin with the 2-digit campus code, add the SL account number (6 digits) and then the Support Account number (5 digits).
Example:
TAMUCC account 666666-55555 would become customer number 1566666655555.
- For other customers, use the SSN, UIN or other unique numbers with a suitable prefix of your choice or add a user-defined number sequence to the end. You may establish either an alphabetic or a numeric prefix for these purposes.
Example:
SSN 111223333 could become customer number SS111223333, 86111223333 or 11122333386.
Example:
UIN 444005555 could become customer number UU444005555, 87444005555 or 4440055587.
AR Process 1
Each record in the file is 120 characters. Any field that does not contain information should contain spaces. All numeric fields should contain leading zeros.
All fields with an asterisk (*) in the Required (REQ) column must contain information.
The usual content of this file is a Header Record 1 (H1) and one or more Line Item Records (L1) for every invoice. An H1, an H2 and one or more L1s may occasionally be necessary for an invoice.
Header Record 1 (H1) Layout
This record is required for each created invoice.
| FIELD NAME | FORMAT | REQ | COL | DESCRIPTION |
| Record Type | A2 | * | 1–2 | Always “H1” to create a new invoice. |
| Customer Number | A13 | * | 3–15 | 13-character customer number; usually assigned by the fiscal office. Refer to guidelines in Customer Number. |
| Invoice Number | A7 | * | 16–22 | The assigned bill number usually assigned by the issuing dept. Refer to Invoice Number. |
| Invoice Dept | A5 | * | 23–27 | FAMIS department code for the department that created the invoice (e.g., TCOM – telecommunications office). |
| Bill Date | N8 | 28–35 | Date the customer was originally billed for this invoice (YYYYMMDD). | |
| Bill Due Date | N8 | 36–43 | Date for TAMU service departments; this date should be 30 days (1 month) from the bill date. | |
| Bill Period Begin Date | N8 | 44–51 | Beginning date of the billing period. | |
| Bill Period End Date | N8 | 52–59 | Ending date of the billing period. | |
| Customer PO Number | A10 | 60–69 | Customer’s purchase order number for this sale. | |
| Customer Account Number | A15 | 70–84 | Customer’s account number that will pay for this sale. | |
| Customer Project Number | A10 | 85–94 | Customer’s project number that will pay for this sale. | |
| Work Order Number (Physical Plant) | A10 | 95 -104 | Service provider’s work order number for this sale. | |
| Invoice Type | A2 | * | 105–106 | Invoice type; usually provided by the fiscal office. |
| Filler | A14 | 107–120 |
Header Record 2 (H2) Layout
This record is optional.
Note: This record is used only when the address on the FAMIS customer file should be overridden for a single invoice.
| FIELD NAME | FORMAT | REQ | COL | DESCRIPTION |
| Record Type | A2 | * | 1–2 | Always H2 |
| Customer Number | A13 | * | 3–15 | 13-character customer number; usually assigned by the fiscal office. Refer to guidelines in Customer Number. |
| Invoice Number | A7 | * | 16–22 | Assigned bill number; usually assigned by the issuing dept. Refer to Invoice Number. |
| Bill Address Line 1 | A30 | 23–52 | First line of address | |
| Bill Address Line 2 | A30 | 53–82 | Second line of address | |
| Bill Address City | A20 | 83 -102 | City to be used in address | |
| Bill Address State | A2 | 103–104 | 2-character state abbreviation | |
| Bill Address Zip Code | A9 | 105–113 | 5- or 9-digit zip code | |
| Bill Address Country | A3 | 114–116 | 3-character country abbreviation | |
| Filler | A4 | 117–120 | Blank |
Line Item Record (L1) Layout
| FIELD NAME | FORMAT | REQ | COL | DESCRIPTION |
| Record Type | A2 | * | 1–2 | Always L1 for a new line item |
| Customer Number | A13 | * | 3–15 | 13-character customer number; usually assigned by the fiscal office. Refer to guidelines in Customer Number. |
| Invoice Number | A7 | * | 16–22 | Assigned bill number; usually assigned by the issuing dept. Refer to Invoice Number. |
| Invoice Line Number | N2 | * | 23-24 | Sequence number representing the line number on the invoice. Most simple invoices will only have one line number (line number 1). |
| Invoice Department | A5 | * | 25–29 | FAMIS department code for the department that created the invoice (e.g., TCOM – telecommunications office). |
| Selling Campus Code | A2 | * | 30–31 | Campus code of the entity that sold the goods or services |
| Selling Account Number | A6 | * | 32–37 | account number (6-digit subledger) of the entity that sold the services. |
| Selling Support Account | A5 | * | 38–42 | Support account number under the 6-digit account number that sold the goods or services; should be filled with zeroes if support accounting is not used. |
| Selling Object Code | A4 | * | 43–46 | Object code that is receiving the revenue from the goods or services sold. |
| Description | A35 | * | 47–81 | Description of the transaction / sales / service. |
| Amount | N9.2 | * | 82–92 | Dollar amount of the transaction; must be unsigned and left filled with zeroes. The value $139.45 would be entered as 00000013945. |
| Debit / Credit Indicator | A1 | * | 93 | D – normal charge to the customer C – credit to a previously established invoice and line number |
| Reference 2 | A7 | 94–100 | ||
| Date of Sale | N8 | 101–108 | Enter the date of sale. If left blank, the current date will be entered. | |
| Filler | A12 | 109–120 | Not Used |
AR Process 2
Each record in this file should be 150 characters long. Any field that does not have information should contain blanks. All numeric fields should contain leading zeros.
The transactions needed to establish and maintain Customer information are:
- 60A – Create a New Customer or Maintain Required Customer Information
- 60B – Complete Billing Information
- 60C – Customer Alternate Address
- 60D – Complete Customer Alternate Address
The transactions needed to establish and maintain an Invoice are:
- 611 – Create or Maintain Invoice Header
- 612 – Complete Invoice Header Information
- 621 – Create Invoice Line Item
- 622 – Load Retention Amounts
- 631 – Invoice Line Item Payment/Adjustment
- 632 – Create Invoice Credit Line Item
Batch Header Record Layout
The first record in every interface file must be a Batch Header Record in this format.
| FIELD NAME | FORMAT | COL | REQ | DESCRIPTION |
| Transaction Code | A3 | 1–3 | * | Value: $$# |
| Batch Reference | A6 | 4–9 | * | 6-character batch reference approved by FAMIS for this process. The format may be AAANNN or AAAANN. Certain combinations are reserved for FAMIS and may not be used in a data feed. |
| Batch Date | N8 | 10–17 | * | Must be in the current processing month; must contain the batch date in YYYYMMDD format. The date 07/27/2006 would appear as 20060727. |
| Batch Description | A35 | 18–52 | * | Description of batch. |
| List Option | A1 | 53 | * | Y – program will list transactions N – program will not list transactions ** N is the typical value, but Y will provide more detail on the printed report. |
| User Code | A2 | 54–55 | * | Value: AR for accounts receivable |
| Transaction Count | N5 | 56–60 | # of transactions in batch (optional) | |
| Transaction Amount | N9.2 | 61–71 | Total amount of transactions in batch. Right justify, zero fill, decimal is implied as the last two digits (e.g., $456.22 should be coded as 00000045622) (optional) | |
| Blank | A12 | 72–83 | Blank | |
| Bank | A5 | 84–88 | * | Any valid bank |
| Hold Flag | A1 | 89 | * | Value: N |
| Accounting Feed Flag | A1 | 90 | * | Value: Y |
| Voucher Feed Flag | A1 | 91 | * | Value: Y |
| Accept Balance Flag | A1 | 92 | * | Value: Y |
Transaction 60A – Create Customer
This transaction is required when creating a new customer.
| FIELD NAME | FORMAT | COL | REQ | DESCRIPTION |
| Transaction Code | A3 | 1–3 | * | Value: 60A |
| Customer Number | A13 | 4–16 | * | Contains the FAMIS customer number to be assigned |
| Customer Name | A50 | 17–66 | * | Customer name |
| Retention Month | N2 | 67–68 | Number of months to retain information when customer becomes inactive; default is 18. Currently not being used for processing | |
| Customer Type | A2 | 69 – 70 | * | CP – corporation IN – individual NP – nonprofit OG – other government entity PT – other TAMUS member RF – Research Foundation SP – Sponsored Research |
| Bill Type | A1 | 71 | * | Value: 1 |
| Bill Frequency | A1 | 72 | * | M – monthly Q – quarterly S – semi-annually A – annually |
| Billing Address Line 1 | A30 | 73–102 | * | Customer billing address (first line only) |
| Billing Address – City | A20 | 103 – 122 | * | City |
| Billing Address – State | A2 | 123 – 124 | * | 2-character state abbreviation |
| Billing Address – Zip | A9 | 125 – 133 | * | Either 5- or 9-digit zip code; do not use a hyphen |
| Billing Address – Country | A3 | 134–136 | * | Country code |
| Blank | A14 | 137 – 150 | Filler spaces |
Transaction 60B – Complete Customer Billing Information
This transaction is required when creating a new customer.
| FIELD NAME | FORMAT | COL | REQ | DESCRIPTION |
| Transaction Code | A3 | 1–3 | * | Value: 60B |
| Customer Number | A13 | 4–16 | * | Contains the FAMIS customer number to be assigned |
| Billing Address – Line 2 | A30 | 17–46 | Line 2 of billing address | |
| Billing Address – Line 3 | A30 | 47–76 | Line 3 of billing address | |
| Billing Address – Line 4 | A30 | 77 – 106 | Line 4 of billing address | |
| Billing Address–Phone | A10 | 107–116 | 10-digit phone number beginning with area code | |
| Billing Address – Phone Extension | A4 | 117–120 | Extension to dial, if necessary | |
| Credit Limit | N9.2 | 121–131 | Dollar credit limit; includes 9 significant digits and 2 decimal places. $12,047.00 would be entered as 00001204700. All leading zeroes are necessary. | |
| SPR Sponsor | A7 | 132–138 | If this is an SPR customer, enter the sponsor number from the SPR module. | |
| Blank | A12 | 139 – 150 | All spaces |
Transaction 60C – Customer Alternate Address
This transaction is optional; only use it if you wish to load an alternate address for a vendor.
| FIELD NAME | FORMAT | COL | REQ | DESCRIPTION |
| Transaction Code | A3 | 1–3 | * | Value: 60C |
| Customer Number | A13 | 4–16 | * | Contains the FAMIS customer number to be assigned |
| Alternate Address – Line 1 | A30 | 17–46 | First line of alternate address | |
| Alternate Address – Line 2 | A30 | 47 – 76 | Second line of alternate address | |
| Alternate Address – Line 3 | A30 | 77 – 106 | Third line of alternate address | |
| Alternate Address – City | A20 | 107 – 126 | Name of city | |
| Alternate Address – State | A2 | 127 – 128 | 2-character state abbreviation | |
| Alternate Address – Zip | A9 | 129 – 137 | Either 5- or 9-digit zip code; do not use a hyphen | |
| Blank | A13 | 138 – 150 | Blank |
Transaction 60D – Complete Customer Alternate Address Information
This transaction is optional; only use it if you wish to load an alternate address for a vendor.
| FIELD NAME | FORMAT | COL | REQ | DESCRIPTION |
| Transaction Code | A3 | 1–3 | * | Value: 60D |
| Customer Number | A13 | 4–16 | * | Contains the FAMIS customer number to be assigned |
| Alternate Address – Line 4 | A30 | 17–46 | Line 4 of alternate address | |
| Alternate Address – Phone | A10 | 47–56 | 10-digit phone number beginning with area code | |
| Alternate Address – Phone Extension | A4 | 57–60 | Extension to dial, if necessary | |
| Blank | A90 | 61 – 150 | All spaces |
Transaction 611 – Create Invoice Header
This transaction is required when creating a new invoice. In the new invoice file, each 611 transaction must be immediately followed by one or more 621 transactions for the invoice header to be created.
| FIELD NAME | FORMAT | COL | REQ | DESCRIPTION |
| Transaction Code | A3 | 1–3 | * | Value: 611 |
| Customer Number | A13 | 4 – 16 | * | Customer number |
| Invoice number | A7 | 17–23 | * | Invoice number |
| Billing Dept | A5 | 24 – 28 | * | Department code for billing department |
| Invoice Type | A2 | 29 – 30 | * | DP – Departmental IN – Insurance SP – Sponsored Research |
| Original Bill Date | A8 | 31 – 38 | Date to send first bill in YYYYMMDD format | |
| Due Date | A8 | 39 – 46 | Date payment is due in YYYYMMDD format | |
| Billing Period Begin Date | A8 | 47 – 54 | Beginning of billing period in YYYYMMDD format | |
| Billing Period End Date | A8 | 55 – 62 | Ending of billing period in YYYYMMDD format | |
| Customer PO Number | A10 | 63 – 72 | Customer purchase order, if customer has one | |
| Customer Account | A20 | 73–92 | Account number on the customer’s books, if customer provides it | |
| Customer Project | A10 | 93–102 | Project number on customers books, if provided | |
| Work Order Number | A10 | 103–112 | Number used by physical Plant to identify work orders | |
| SPR Project | A10 | 113 – 122 | If this is an SPR bill, this will contain the SPR project number associated with the bill. | |
| SPR Sponsor Bill Sequence | N4 | 123–126 | If this is an SPR bill, this will contain the number of times the project has been billed. | |
| Blank | A24 | 127 – 150 | Filler spaces |
Transaction 612 – Add / Update Invoice Billing Address Override
This transaction is not required. Use this transaction to add or update the Override Billing Address. If an address is entered here, all bills (for this invoice only) will go to this address rather than the billing address on the customer record.
| FIELD NAME | FORMAT | COL | REQ | DESCRIPTION |
| Transaction Code | A3 | 1–3 | * | Value: 612 |
| Blank | A13 | 4 – 16 | All spaces | |
| Invoice number | A7 | 17–23 | * | Invoice number |
| Invoice Billing Address Override – Customer Name | A30 | 24 – 53 | * | Name to be used in the override address for this invoice only |
| Invoice Billing Address Override – Address Line 1 | A30 | 54–83 | * | Street address to be used in the override address for this invoice only |
| Invoice Billing Address Override – City | A20 | 84–103 | City to be used in the override address for this invoice only | |
| Invoice Billing Address Override – State | A2 | 104–105 | * | 2-character state abbreviation to be used in the override address for this invoice only |
| Invoice Billing Address Override – Zip code | A9 | 106–114 | * | 5- or 9-digit zip code to be used in the override address for this invoice only |
| Invoice Billing Address Override – Phone | A10 | 115–124 | 10-digit phone number to be used in the override address for this invoice only | |
| Invoice Billing Address Override – Phone Extension | A4 | 125–128 | If needed, phone extension to be used in the override address for this invoice only | |
| Blank | A22 | 129–150 | Filler spaces |
Transaction 621 – Create Invoice Line Item
This transaction is required to create a line item. The item number will be the next available item number.
| FIELD NAME | FORMAT | COL | REQ | DESCRIPTION |
| Transaction Code | A3 | 1–3 | * | Value: 621 |
| Customer Number | A13 | 4–16 | Not used; leave blank | |
| Invoice number | A7 | 17–23 | * | Invoice number |
| Account number | A6 | 24–29 | * | 6-digit account number used for accounting entries |
| Subcode | A4 | 30–33 | * | Object code or Account Control for accounting entries |
| Support Account | A5 | 34–38 | * | SA for accounting entries. If not using SAs, this may be left blank or be set to 00000. |
| Transaction Reference | A7 | 39–45 | User reference field; will be Ref 4 in accounting entries. AR payment transactions contain the check number. | |
| Sale Date | A8 | 45–53 | Enter the date of sale. If left blank, the current date will be entered. | |
| Amount | N9.2 | 54–64 | * | Amount of transaction; includes 9 significant digits and 2 decimal places. A value of $12,047.00 would be entered as 00001204700. All leading zeroes are necessary. |
| Debit Credit Indicator | A1 | 65 | * | D – debit (usual value) C – credit |
| Description Line 1 | A35 | 66–100 | Description of transaction | |
| Description Line 2 | A35 | 101–135 | Description of transaction | |
| Cost Reference 1 | A7 | 136–142 | If using cost reference fields on accounts, enter the Cost Ref 1 field related to the account used for this line item. | |
| Blank | A8 | 143–150 | Filler spaces |
Transaction 622 – Load Retention Amounts
This transaction is optional and is used to post retention amounts for AR invoice line items that require it. You must specify the specific line item.
| FIELD NAME | FORMAT | COL | REQ | DESCRIPTION |
| Transaction Code | A3 | 1–3 | * | Value: 622 |
| Customer Number | A13 | 4–16 | Not used; leave blank | |
| Invoice number | A7 | 17–23 | * | Invoice number |
| Invoice Line Number | N2 | 24–25 | * | 2-digit line number to be updated |
| Blank | A8 | 26–33 | All spaces | |
| Retention Amount | N9.2 | 34–44 | * | Amount to increase or decrease retention; includes 9 significant digits and 2 decimal places. A value of $12,047.00 would be entered as 00001204700. All leading zeroes are necessary. |
| Debit Credit Indicator | A1 | 45 | * | D – debit (increase retention) C – credit (decrease retention) |
| Blank | A105 | 46–150 | Filler spaces |
Transaction 631 – Line Item Payment / Adjustment
This transaction is used to post charges and payments against a specific line item.
| FIELD NAME | FORMAT | COL | REQ | DESCRIPTION |
| Transaction Code | A3 | 1–3 | * | Value: 631 |
| Customer Number | A13 | 4 – 16 | Not used; leave blank | |
| Invoice number | A7 | 17–23 | * | Invoice number |
| Invoice Line Number | N2 | 24 – 25 | * | 2-digit line number to be updated |
| Transaction Reference | A7 | 26 – 32 | User reference field; will be Ref 4 in accounting entries. For Trans – Type P, enter the check number of the payment. | |
| Transaction Type | A1 | 33 | * | P – payment C – charge |
| Transaction Amount | N9.2 | 34–44 | * | Amount of payment or charge; includes 9 significant digits and two decimal places. A value of $12,047.00 would be entered as 00001204700. All leading zeroes are necessary |
| Debit – Credit Indicator | A1 | 45 | D – debit; add to line item total C – credit; deduct from line item total | |
| Transaction Description | A35 | 46–80 | Leave blank; the program will fill this with the customer name | |
| Blank | A70 | 81–150 | Filler spaces |
Transaction 632 – Create Invoice Credit Line Items
This transaction is used to create credit line items on invoices.
| FIELD NAME | FORMAT | COL | REQ | DESCRIPTION |
| Transaction Code | A3 | 1–3 | * | Value: 632 |
| Blank | A13 | 4 – 16 | Not used; leave blank | |
| Invoice number | A7 | 17–23 | * | Invoice number |
| Invoice Line Number | N2 | 24 – 25 | * | 2-digit line number to be created |
| Transaction Reference | A7 | 26 – 32 | User reference field; will be Ref 4 in accounting entries. AR payment transactions contain the check number. | |
| Transaction Type | A1 | 33 | * | Leave blank; the program will insert a C (for charge). |
| Transaction Amount | N9.2 | 34 – 44 | * | Amount of credit; always entered as a positive amount (with no sign). Includes 9 significant digits and two decimal places. A value of $12,047.00 would be entered as 00001204700. All leading zeroes are necessary |
| Debit – Credit Indicator | A1 | 45 | Always enter C | |
| Transaction Description | A35 | 46–80 | Description of credit | |
| Blank | A70 | 81–150 | Filler spaces |
FAMIS_INTERFACE_Feed-Acct-Rcvbl.docx