A batch will consist of a single header record and many transaction records. The transactions used in this batch must be included in the following order:
- Trans code 121: adds / updates the student as a vendor
- Trans code 122: loads the vendor’s street address (lines 1 and 2) and phone number
- Trans code 123: (optional) loads the vendor’s extended address (lines 3 and 4). This transaction is not required; it is used only when needed.
- Trans code 127: (optional) loads the vendor’s ACH information for electronic payment
All fields with an asterisk (*) in the REQ column are required for the transaction(s) to process, and the file should have a record length of 230 characters.
Setting the Vendor ID
The vendor ID is 11 characters long and consists of a prefix character indicating if the vendor is an individual or a company, 9 numeric digits and a mail code suffix character.
The prefix is usually 2; if all 36 available mail codes have been used, the prefix can be 5 for the next set of mail codes and then 8, if necessary.
The 9 numeric digits may contain the student’s SSN or UIN. You may only use the UIN if it is all numeric.
If you use the UIN in the vendor ID field, you must include the SSN in the Tax ID/SSN field on the 121 transaction record.
The suffix character (mail code) ranges from 0 to 9 and then A to Z.
Header Record
This must be the first record in the file.
| FIELD NAME | FORMAT | COL | REQ | DESCRIPTION | |
| Transaction Code | A3 | 1–3 | * | Value: $$# | |
| Batch Reference | A6 | 4–9 | * | 6-character batch reference that has been approved by FAMIS for this process. 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 | * | 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: AP for accounts payable (use AP for the student check feeds) or FA for accounting transactions | |
| 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 121
This transactions creates / modifies vendor record
| FIELD NAME | FORMAT | REQ | COL | DESCRIPTION |
| Transaction Code | A3 | * | 1–3 | Value: 121 |
| Vendor ID | A11 | * | 4–14 | FAMIS vendor ID Format: 2XXXXXXXXX0, where the Xs are the student’s SSN. |
| Vendor Name | A50 | * | 15–64 | Student name |
| Vendor City | A20 | * | 65–84 | |
| Vendor State | A2 | * | 85–86 | Must be a valid FAMIS state code (e.g., TX = Texas) |
| Vendor Zip Code | A9 | 87–95 | ||
| Vendor Country | A3 | 96–98 | May be left blank for USA Must be a valid FAMIS country code. (e.g., MX = Mexico; QA = QATAR) | |
| AP Hold Flag | A1 | 99 | If Y, any payments (both checks and state vouchers) to the vendor will be held | |
| AP Check Limit | A1 | 100 | Valid value from Screen 807; if left blank, defaults to 0 | |
| Vendor Type | A2 | * | 101–102 | Must be a valid FAMIS vendor type |
| Blank | A8 | 103–110 | Blank | |
| Vendor Retention Months | N2 | 111–112 | Number of months vendor will remain on file after last activity; default is 18 months | |
| 1099 Flag | A1 | 113 | If Y, all vouchers paid to this vendor will be reported on the 1099 | |
| Tax ID/SSN | A9 | 114–122 | SSN used for 1099 reporting.; will default from FAMIS vendor ID if blank | |
| State Vendor ID | A11 | 123–133 | State vendor ID; last digit is check digit based on previous 10 digits. If left blank, it will auto populate based on FAMIS vendor ID | |
| State Mail Code | A3 | 134–136 | Final 3 characters of the State vendor ID | |
| Blank | A4 | 137–140 | Blank | |
| Disadvantaged Cert. Flag | A1 | 141 | If used, must be a valid disadvantaged certification code on the FAMIS table | |
| Owner Ethnic Origin Code | A3 | 142–144 | If used, must be a valid ethnic origin code on the FAMIS table. | |
| Owner Gender Code | A1 | 145 | If used, must be a valid owner gender code on the FAMIS table | |
| Business Size | A1 | 146 | If used, must be a valid business size code on the FAMIS table | |
| Blank | A8 | 147–154 | ||
| Send To TINS Flag | A1 | 155 | If Y, the student vendor record will be sent TINS |
Transaction Record 122
This transaction loads address line 1 and line 2.
| FIELD NAME | FORMAT | REQ | COL | DESCRIPTION |
| Transaction Code | A3 | * | 1–3 | Value: 122 |
| Vendor ID | A11 | * | 4–14 | FAMIS vendor ID |
| Vendor Address Line 1 | A30 | * | 15–44 | Street address line 1 |
| Vendor Address Line 2 | A30 | 45–74 | Street address line 2 | |
| Vendor Phone | A10 | 75–84 | ||
| Vendor Phone Ext. | A4 | 85–88 |
Transaction Record 123
This transaction loads address lines 3 and 4.
| FIELD NAME | FORMAT | REQ | COL | DESCRIPTION |
| Transaction Code | A3 | * | 1–3 | Value: 122 |
| Vendor ID | A11 | * | 4–14 | FAMIS vendor ID |
| Vendor Address Line 3 | A30 | 15–44 | Street address line 3 | |
| Vendor Address Line 4 | A30 | 45–74 | Street address line 4 |
ACH Information – Transaction 127
If a vendor has requested ACH payment, 127 transactions must contain all required fields and any of the other applicable fields.
The 127 record is required for vendors requesting payment by ACH. NOTE: to reset the existing ACH payment information, the 127 record should only include the transaction code and the vendor ID. This will reset any previous ACH information that may be on file.
For check feeds, the OVERRIDE-PRENOTE field on the 127 transaction is set to Y. Processing a pre-note takes two weeks, and during this period, all payments will be by check.
| FIELD NAME | FORMAT | REQ | COL | DESCRIPTION |
| Transaction Code | A3 | * | 1–3 | Value: 127 |
| Vendor ID | A11 | * | 4–14 | Must be a valid FAMIS vendor ID |
| ACH Routing | A9 | * | 15–23 | Bank routing number Must not contain alpha characters or any special characters except dashes |
| Account number | A17 | * | 24–40 | The vendor’s account number at the bank |
| Account type | A1 | * | 41 | Type of account: C – checking S – savings |
| ACH- override flag | A1 | 42 | May be blank or Y: Y – all payments to this vendor will be made by check, not just this payment. Blank – ACH payments will be made if bank information is included. If this flag is already set to Y, a blank in this record will not update it. It must be changed manually on Screen 207. | |
| Pre-note override flag | A1 | 43 | May be blank or Y: Y – will pay by ACH immediately; this value is typically used for student check interface files. Blank – will send a pre-note to the bank to verify the account; no ACH payment will be made for two weeks. | |
| Send ACH to TINS | A1 | 44 | Blank | |
| Filler-1 | A1 | 45 | Blank | |
| ACH type | A4 | * | 46–49 | PPD – personal accounts CCD – commercial accounts |
| E-Mail Address | A50 | 50–99 | Blank E-mail address for ACH notifications |
FAMIS_INTERFACE_Feed-Vendor.docx