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Home / Services and Requests / Interface – File Feeds / Journal Entry File Layout

Journal Entry File Layout

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 NAMEFORMATREQCOLDESCRIPTION
Transaction CodeA3*1–3Value: $$#
Batch ReferenceA6*4–9Six 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 DateN8 10–17Current date in YYYYMMDD format. Must be in the current processing month.
Batch DescriptionA35*18–52Description of batch
List OptionA1*53Y – 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 CodeA2*54–55Value: FA
Transaction CountN5 56–60# of transactions in batch (optional)
Transaction AmountN9.2 61–71Total 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).
BlankA12 72–83Blank
BankA5*84–88Any valid bank
Hold FlagA1*89Value: N
Accounting Feed FlagA1*90Value: Y
Voucher Feed FlagA1*91Value: Y*
Accept Balance FlagA1*92Value: Y
Override Budget FlagA1*93Value: Y or N (default – Y if blank)

Transaction Record

 This format is used for all remaining records in the file.

FIELD NAMEFORMATREQCOLDESCRIPTION
Transaction CodeA3*1–3Value: 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 AccountA6*4–9Six-digit Debit SL account
Object CodeA4*10–13Four-digit Debit object code
Ref 1A7 14–20PO / Encumbrance number to Liquidate
Trans DateN8*21–28Format YYYYMMDD (will default to current date if not filled in)
DescA35*29–63Transaction description
Trans AmountN9.2*64–74Amount of Transaction. Right justify, zero fill, decimal is implied as last two digits (e.g., $456.22 should be coded as 00000045622).
Liquidation IndicatorA1 75F – Full liquidation
P – Partial liquidation
N – No liquidation ** P is the default if Ref 1 has been filled in.
Ref-2A7 76–82Optional reference number
Credit SL AccountA6*83–88Six-digit Credit SL account
Credit Object CodeA4*89–92Four-digit Credit object code
Card-IDA11 93–103Blank(Vendor ID)
Ref-3A7 104–110Optional reference number
Ref-4A7 111–117Optional departmental reference
Debit Support AccountA5*118–12200000 if not using support accounts
Credit Support AccountA5*123–12700000 if not using support accounts
BankA5*128–132Any valid bank
Encumbrance Object CodeA4 133–136Required only if liquidating an  encumbrance on a different object code than used in transaction.
Cost Ref 1A7 137–143Leave 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 1A7 144–150Leave 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 2A7 151–157Leave 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 3A7 158–164Leave 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 2A7 165–171Leave 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 3A7 172–178Leave 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 FlagA1 179Values: Y, N or blank

FAMIS_INTERFACE_Feed-Journal.docx

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