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 for the batch header transaction ($$#).
- Record length can be 150 or 230 for the 06X transaction.
- If using any of the last five fields, the record length must be 230. Otherwise, the record length is 150.
A journal entry cannot be negative. If the amount needed is negative, the debit account and the credit account should be reversed and the amount should be positive.
Header Record
This must be the first record in the file.
| FIELD NAME | FORMAT | REQ | COL | DESCRIPTION |
| Transaction Code | A3 | * | 1–3 | Value: $$# |
| Batch Reference | A6 | * | 4–9 | Six character batch reference that has been approved by FAMIS for this 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 | 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: 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: 06X where X is 1 – from IDT 2 – from Cash sales, payments on receivables 3 – from Student feeds 4 – from Payroll feeds 5 – from Accounts Receivable 6 – from FFX 7 – from LMS 8 – from Accounts Payable |
| SL Account | A6 | * | 4–9 | Six-digit Debit SL account |
| Object Code | A4 | * | 10–13 | Four-digit Debit object code |
| Ref 1 | A7 | 14–20 | PO / Encumbrance number to Liquidate | |
| 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). |
| 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 | Six-digit Credit SL account |
| Credit Object Code | A4 | * | 89–92 | Four-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 | Required only if liquidating an encumbrance on a different object code than used in transaction. | |
| Cost Ref 1 | A7 | 137–143 | Leave blank unless required by your campus (cc12) or by attributes set on Screen 8 for the debit account. TTI uses department codes, all other campuses must use a cost reference that has been set up on Screen 811. | |
| Credit Cost Ref 1 | A7 | 144–150 | Leave blank unless required by attributes set on Screen 8 for the credit account. Valid cost reference values must be set up on Screen 811. | |
| Cost Ref 2 | A7 | 151–157 | Leave blank unless required by attributes set on Screen 8 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 8 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 8 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 8 for the credit account. Valid cost reference values must be set up on Screen 811. | |
| Override Budget Flag | A1 | 179 | Values: Y, N or blank |
FAMIS_INTERFACE_Feed-Journal.docx