The first record in the file must be the batch header record. The batch reference should be assigned by the fiscal office. The batch date must be in the current open processing month.
Header Record
This must be the first record in the file.
| FIELD NAME | FORMAT | REQ | COL | DESCRIPTION |
| Transaction Code | A3 | * | 1–3 | Value: $$# |
| Batch Reference | A6 | * | 4–9 | 6-character batch reference approved by FAMIS for this process in AAANNN or AAAANN format. Certain combinations are reserved for FAMIS and may not be used in a data feed. |
| Batch Date | N8 | 10–17 | Current date in YYYYMMDD format. Must be in the current processing month. | |
| 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: AP |
| 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 |
| Override Budget Flag | A1 | * | 93 | Value: Y or N (default – Y if blank) |
All remaining records will be made up of two different record types. Group the transactions for one a voucher together (20H, 25x, 25x ….).
- Transaction Code 20H – create new voucher is to be created
- Transaction Code 25x – voucher item create (maximum of 60 items per voucher)
The fields are fixed width. If a field is not used, it must be filled with spaces for alpha fields or zeroes for numeric fields.
Voucher Header Transaction 20H
| FIELD NAME | FORMAT | REQ | COL | DESCRIPTION |
| Transaction Code* | A3 | * | 1–3 | Value: 20H |
| Voucher ID* | A7 | * | 4–10 | Value: 0 (or a single digit that has been defined as a voucher prefix in FAMIS) |
| Vendor ID* | A11 | * | 11–21 | Must be a valid FAMIS vendor ID |
| Ref4 | A7 | * | 22–28 | Departmental reference |
| Enclosure Code | A1 | 29 | Must be a valid enclosure code | |
| Invoice Date* | N8 | * | 30–37 | Date of invoice; must be a valid date; must be in YYYYMMDD format |
| Order Date | N8 | 38–45 | Date the order was placed; must be a valid date or zeroes; must be in YYYYMMDD format. | |
| Due Date | N8 | 46–53 | Date payment is needed; if zero, defaults to the current date; must be in YYYYMMDD format if entered | |
| State Requisition number | A11 | 54–64 | May be blank; required for state vouchers | |
| Description | A30 | * | 65–94 | Brief description of goods purchased |
| ACH Override Flag | A1 | 95 | Y to override payment by ACH and force payment by check | |
| Hold Flag | A1 | 96 | Normally blank | |
| Alternate Vendor | A11 | 97–107 | Must be a FAMIS vendor ID; used to provide payment for reimbursement; payment will be made to the alternative vendor if filled in | |
| USAS Doc Type | A1 | 108 | Used for state vouchers only; must be a valid document type if entered | |
| PCC Code | A1 | 109 | Used for state vouchers only; must be a valid PCC code if entered | |
| PDT Code | A2 | 110–111 | Used for state vouchers only; must be a valid PDT code if entered | |
| LDT Code 1 | A2 | 112–113 | Used for state vouchers only; must be a valid LDT code if entered | |
| LDT Code 2 | A2 | 114–115 | Used for state vouchers only | |
| LDT Code 3 | A2 | 116–117 | Used for state vouchers only | |
| LDT Code 4 | A2 | 118–119 | Used for state vouchers only | |
| LDT Code 5 | A2 | 120–121 | Used for state vouchers only | |
| LDT Code 6 | A2 | 122–123 | Used for state vouchers only | |
| Interest Exempt Flag | A1 | 124 | Used to indicate the whole voucher is exempt from interest calculation | |
| Exempt Reason Code | A2 | 125–126 | Indicates the reason the voucher is exempt from interest; must be a valid reason defined in FAMIS | |
| Contract Workforce flag | A1 | 127 | Indicates the payment is contract work force | |
| Revolving Flag | A1 | 128 | Indicates the payment should be revolving | |
| Prepaid Flag | A1 | 129 | Indicates that payment has been made outside of FAMIS | |
| Check Number | A7 | 130–136 | Required if Prepaid Flag is Y | |
| Check Date | N8 | 137–144 | Required if Prepaid Flag is Y | |
| Override Bank | A5 | 145–149 | Used only to override the bank on the account | |
| Filler | A1 | 150 | ||
| Customer AR Number | A25 | 151–175 | Vendor’s accounts receivable number | |
| Confidential Indicator | A1 | 176 | Flag voucher as confidential if flag is Y | |
| Voucher Type | A1 | 177 | Must be blank | |
| Post Pending Voucher | A1 | 178 | Posts batch pending vouchers if flag is Y |
Transaction 25X – Screen 112
This can be multiple occurrences.
| FIELD NAME | FORMAT | REQ | COL | DESCRIPTION |
| Transaction Code* | A3 | * | 1–3 | Must be 25x, where x is a numeric digit 1–9; 1–9 are user defined |
| Voucher ID* | A7 | * | 4–10 | Value: 0 (or a single digit that has been defined as a voucher prefix in FAMIS) |
| Account -6* | A6 | * | 11–16 | 6-digit SL or GL account |
| Account 4* | A4 | * | 17–20 | 4-digit object code |
| SA-Account* | A5 | * | 21–25 | 5-digit valid SA; may be 5 zeroes |
| PO Number | A7 | 26–32 | Encumbrance ID; may be blank if no encumbrance liquidation is required | |
| Encumbrance Obj. | A4 | 33–36 | Encumbrance object code; used if the encumbrance was posted at a different object code than the expense | |
| P-F-N-Indicator | A1 | 37 | If referencing an encumbrance, the flag should be F (Full), P (Partial) or N (None). | |
| Bank Number | A5 | 38–42 | If blank, the default bank from the SL / GL account will be used. If entered, it must be a valid FAMIS bank. | |
| Comptroller Code | A4 | 43 – 46 | Used to override the default comptroller code for the object code | |
| Invoice Amount* | N9.2 | 47–57 | Invoice amount; right justify, zero fill, decimal is implied as the last two digits (e.g., $456.22 should be coded as 00000045622) | |
| Credit Flag | A1 | 58 | Y to create a credit voucher | |
| Discount Amount | N7.2 | 59–67 | Discount amount; right justify, zero fill, decimal is implied as the last two digits (e.g., $456.22 should be coded as 000045622) | |
| 1099 Flag | A1 | 68 | 1099 flag indicating the box for the 1099. If entered, this must be valid 1099 box. | |
| Dup Inv Override | A1 | 69 | If the invoice is a duplicate of a previous invoice, Y allows the voucher to be posted. | |
| Invoice Number | A14 | 70–83 | Vendor’s invoice number; each 25x transaction may have a different invoice number. | |
| PCA Override | A5 | 84–88 | Overrides the default state PCA | |
| Cost Ref1 | A7 | 89–95 | Cost reference 1 | |
| Cost Ref 2 | A7 | 96–102 | Cost reference 2 | |
| Cost Ref 3 | A7 | 103–109 | Cost reference 3 | |
| Invoice Received Date | N8 | 110–117 | Date the invoice was received in the department; if zeros are entered, the invoice date will be used; must be in YYYYMMDD format | |
| Delivery Date | N8 | 118–125 | Date goods or services were received; may be 0; must be in YYYYMMDD format | |
| Requested Payment Date | N8 | 126–133 | Date payment is requested from USAS; state vouchers only; must be in YYYYMMDD format | |
| Item Exempt Flag | A1 | 134 | Voucher item is exempt from prompt pay interest | |
| Item Exempt Reason | A2 | 135 -136 | Reason for exemption from interest calculation; required if Item Exempt flag is Y |
FAMIS_INTERFACE_Feed-112-Batch.docx