Note: For both the header and the transaction records,
- All fields with an asterisk (*) are required for the transaction(s) to process.
- Record length is 150.
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 | Six-character batch reference that has been approved by FAMIS for this feed. The format may be AAANNN or AANNNN. 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 transaction 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: FA |
| 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) |
Transaction Record
This format is used for all remaining records in the file.
| FIELD NAME | FORMAT | REQ | COL | DESCRIPTION |
| Transaction Code | A3 | * | 1–3 | Value: 05X, where X is 0-6, 8 – Encumber using SL account’s budget suppress rules. Override rules with Y in Override Budget Edit 7 – Encumbrance begin year carry forward. 9 – Encumber only if sufficient budget balance available |
| Account | A6 | * | 4–9 | Six-digit account to encumber |
| Sub Code | A4 | * | 10–13 | Four-digit subcode |
| Ref 1 | A7 | * | 14–20 | Encumbrance reference |
| Trans Date | N8 | * | 21–28 | Format YYYYMMDD (will default to current date if not filled in) |
| Desc | A35 | * | 29–63 | Transaction description |
| Trans Amount | N9.2 | * | 64–74 | Amount of Transaction, right justify, zero fill, decimal is implied as last two digits (e.g., $456.22 should be coded as 00000045622). |
| D-C-Indic | A1 | * | 75 | D – Debit C – Credit |
| Ref-2 | A7 | 76–82 | Optional reference number | |
| Card-ID | A11 | 83–93 | Blank | |
| Ref-3 | A7 | 94–100 | Optional reference number | |
| Ref-4 | A7 | 100–107 | Optional departmental reference | |
| Support Account | A5 | * | 108–112 | 00000 if not using support accounts |
| Cost Ref 1 | A7 | 113–119 | Blank | |
| Cost Ref 2 | A7 | 120–126 | Blank | |
| Cost Ref 3 | A7 | 127–133 | Blank | |
| Encumbrance Origin | A1 | 134 | Leave blank (program will fill this in) | |
| Encumbrance Type | A1 | 135 | Leave blank (program will fill this in) | |
| Override Budget | A1 | 136 | Y will override budget available edits |
FAMIS_INTERFACE_Feed-Encumbrances.docx