Accounting data concerning sales of goods and services by service departments (CSC, Stores, Centrex, Physical Plant, etc.) to internal customers is passed to FAMIS in electronic batch files. These sales to internal customers (within a campus code) are treated as interdepartmental transfers (IDTs) and as such are recorded in FAMIS as journal entries that debit (charge) the buying account and credit the selling account. These journal entries should be between Subsidiary Ledgers (SLs) only. All transactions should be for local banks.
The journal entries to record the IDTs can be passed to FAMIS using either of two processes.
IDT Process 1
This is the recommended method because of the increased edit ability.
A file containing the accounting information for the IDTs is sent to FAMIS. The FBXR001 program will edit the accounting information against the Screen 831 table and determine:
- if an IDT is allowed between the accounts,
- if a clearing account should be substituted and
- if the correct bank has been used.
After the editing process, the FBXR002 program will create a batch header and convert the file into FAMIS journal entry transactions (transaction Code 061), and the FBDU010 program will post the file. To use this process, see IDT Process 1 Layouts.
IDT Process 2
A file of properly formatted FAMIS Journal Entry transactions is sent and posted using the FBDU010 program. No extra edits are performed. To use this process, see IDT Process 2 Layouts.
Adding a New IDT Interface
- Review the File Feed Policy and Procedures.
- Contact the Interface Coordinator for your system member to begin initiating a new interface file. You will need to complete all the steps in the interface document as well as the steps in this document. One of these steps will be determining the file name to use.
The naming standard for IDT files using Process 1 is K7nnXX.IDTP1.dept.DTnnnnnn.
For files using the Process 2 method, the naming standard is K7nnXX.IDTP2.dept.DTnnnnnn.
- Check Screen 802 (SL Chart of Accounts Table). Request any necessary changes to the table to accommodate any new accounts or different use of accounts, such as allowing the use of revenue codes where necessary. For example, if using revenue subcodes, make sure revenues are allowed within the SL account range needed.
- For IDT Process 1 only: Set up Screen 831 (Interdepartmental Transfer Clearing Account Maintenance). If a clearing account is used in the selling account field on the interface file, each different clearing account used must be set up as a selling account on Screen 831. If the selling account from the file is not defined on Screen 831, the default selling account (999999) will be selected to look up information from Screen 831 for creating the transaction file to be posted to FAMIS.
- For IDT Process 1 only: Once Screen 831 has been set up, you may request the FBXR004 program to create a report or download a file. You may wish to use this file in the routine that creates the interface file you are sending to FAMIS. When using the Screen 831 download in your routine, you should request a new download each time the screen is updated.
IDT Process 1 Layouts
All records will use this format. Each record will be 130 characters long. Any field that does not contain information should be filled with spaces. All numeric fields should contain leading zeros.
All fields with an asterisk (*) in the Required (REQ) column must contain information and not be left blank.
|Selling Campus Code||A2||*||1–2||TAMUS campus code number of the entity that sold the goods or services|
|Selling Account||A6||*||3–8||Account number (6-digit subledger) of the entity that sold the goods or services|
|Selling Support Account||A5||*||9–13||Support account number (5-digit support account) that sold the goods or services. If support accounts are not used by the selling entity, it should be filled with zeroes.|
|Selling Object Code||A4||*||14–17||Object code to which the revenue of the sale is posted. If the revenue is treated as a deduction of expense, the code should be an expense object code instead of a revenue object code.|
|Buying Campus Code||A2||*||18–19||TAMUS member number of the entity that bought the goods or services|
|Buying Account||A6||*||20–25||6-digit account number of the entity that purchased the goods or services|
|Buying Support Account||A5||*||26–30||5-digit support account number under the 6-digit subledger number that purchased the goods or services. If support accounts are not used by the buying entity, it should be filled with zeroes.|
|Buying Object Code||A4||*||31–34||Expense object code to which the goods or services are charged. For example, 3010 – Consumable Supplies|
|Description||A35||35–69||Description of the transaction|
|Amount||A11||*||70–80||Amount of transaction; value must be un-signed, right justified and zero filled. The decimal portion of the amount is implied as the last two digits (e.g., $456.22 would be entered as 00000045622).|
|Reference 1||A7||81–87||PO number or encumbrance number to liquidate. If not liquidating, then this can be blank.|
|Reference 2||A7||88–94||IDT reference number (e.g., T002010), which may be the selling account’s bill number.|
|Debit / Credit Indicator||A1||95||D – indicates a sale or charge to the buying department|
C – indicates a refund or credit to the buying department
P – will indicate a sale which should partially liquidate an encumbrance
F – indicates sale which should fully liquidate an encumbrance
|Date||N8||96–103||Date for the transaction in YYYYMMDD format|
|Reference 3||A7||104–110||User-defined reference number|
|Reference 4||A7||111–117||User-defined reference number|
|Posted Date||N8||118–125||Date the transaction was posted in YYYYMMDD format|
IDT Process 2 Layouts
The first record must be a FAMIS batch header record, and all other records will be FAMIS journal entry records using transaction Code 061.
All records must be 150 characters long unless you wish to use the extended fields. If you use the extended fields, all records will be 230 characters long.
All fields are fixed length. Any field that does not contain information must contain spaces or zeros to fill it to the correct length.
All numeric fields must contain leading zeroes. The decimal point is implied, and negative signs cannot be used. For example, when a field is defined as N9.2 and the amount is $456.23, the field value will be 00000045623.
All fields with an asterisk (*) in the Required column (REQ) must contain valid information for the transactions to process.
A journal entry cannot be negative. If the amount needed is negative, the debit account and the credit account should be reversed and the amount used should be positive.
This must be the first record in the file.
|Transaction Code||A3||*||1–3||Value: $$#|
|Batch Reference||A6||*||4–9||6-character batch reference that has been approved by FAMIS for this process. These will be determined when you discuss the interface with FAMIS. Sample values are TCOM01 and PHPL01. The format must be AAANNN or AAAANN. Certain combinations are reserved for FAMIS and may not be used in a data feed.|
|Batch Date||N8||10–17||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
|User Code||A2||*||54–55||Value: FA for Financial Accounting batch|
|Transaction Count||N5||56–60||Number 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)|
|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). This flag will be in effect for the entire batch.|
Journal Entry Transaction Record
This format is used for all remaining records in the file.
|Transaction Code||A3||*||1–3||Value: 061|
|SL Account||A6||*||4–9||6-digit debit SL account|
|Object Code||A4||*||10–13||4- digit debit object code|
|Ref 1||A7||14–20||PO / Encumbrance number to liquidate|
|Trans Date||N8||*||21–28||YYYYMMDD format (will default to current date if not filled in)|
|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).|
|Liquidation Indicator||A1||75||F – full liquidation|
P – partial liquidation
N – no liquidation ** P is the default if Ref 1 has been filled in.
|Ref-2||A7||76–82||Optional reference number|
|Credit SL Account||A6||*||83–88||6-digit credit SL account|
|Credit Object Code||A4||*||89–92||4-digit credit object code|
|Card-ID||A11||93 -103||Blank (vendor ID)|
|Ref-3||A7||104–110||Optional reference number|
|Ref-4||A7||111–117||Optional departmental reference|
|Debit Support Account||A5||*||118–122||00000 if not using support accounts|
|Credit Support Account||A5||*||123–127||00000 if not using support accounts|
|Bank||A5||*||128–132||Any valid bank|
|Encumbrance Object Code||A4||133–136||Use only if liquidating an encumbrance on a different object code than the one used in the transaction.|
|Cost Ref 1||A7||137–143||CC12 requires the department code in this field. Other campuses will leave this blank unless Cost Ref fields have been set up for the account in use. Screens 811 and 08 are used to set up Cost Ref fields for an account.|
|Credit Cost Ref 1||A7||144–150||Leave blank unless required by account. Screens 811 and 08 are used to set up Cost Ref fields.|
This is the end of the regular (150 character) format. If you wish to use the extended fields, add the following fields to the end of the journal entry record. The extended fields are not typically used in this interface.
|Cost Ref 2||A7||151–157||Leave blank unless required by attributes set on Screen 008 for the debit account. Valid cost reference values must be set up on Screen 811.|
|Cost Ref 3||A7||158–164||Leave blank unless required by attributes set on Screen 008 for the debit account. Valid cost reference values must be set up on Screen 811.|
|Credit Cost Ref 2||A7||165–171||Leave blank unless required by attributes set on Screen 008 for the credit account. Valid cost reference values must be set up on Screen 811.|
|Credit Cost Ref 3||A7||172–178||Leave blank unless required by attributes set on Screen 008 for the credit account. Valid cost reference values must be set up on Screen 811.|
|Override Budget Flag||A1||179||Valid values: Y, N or blank. This flag will be in effect for this transaction only.|
|IDC Base Code||A8||180–187||Indirect cost code|
|IDC Base Amount||N9.2||188–198||Indirect cost base amount|
|IDC Base Amount Debit/Credit Indicator||A1||199||D – debit|
C – credit
|Override Debit FSA Flag||A1||200|
|Override Credit FSA Flag||A1||201|
|Filler||A29||202–230||Blank; reserved for new fields|