Student Accounting information is posted to FAMIS with journal entries. The interface file consists of a batch header record followed by 06X journal entry records. Each A&M System member may choose the level of processing for posting their information. Both the Deferred Revenue Processing and the Remissions and Waivers Option may be run on the same file.
Processing options available for the Student Accounting interface are:
- Post file with no further processing,
- Process file for Deferred Revenue before posting and
- Process file for waivers and remissions.
Note: These apply to 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 ($$#).
- Record length can be 150 or 230 for the 06X transaction.
- If using any of the last 5 fields, the record length must be 230. Otherwise, the record length is 150.
A journal entry cannot be negative. If the amount needed is negative, the debit account and the credit account should be reversed, and the amount should be positive.
Header Record
This must be the first record in the file.
| FIELD NAME | FORMAT | REQ | COL | DESCRIPTION |
| Transaction Code | A3 | * | 1–3 | Value: $$# |
| Batch Reference | A6 | * | 4–9 | 6-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 must be used for all remaining records in the file.
| FIELD NAME | FORMAT | REQ | COL | DESCRIPTION |
| Transaction Code | A3 | * | 1–3 | Value: 063 |
| Debit Account | A6 | * | 4–9 | 6-digit debit account |
| Debit Object Code | A4 | * | 10–13 | 4-digit debit object code |
| Ref 1 | A7 | 14–20 | PO / Encumbrance number to liquidate (typically left blank) | |
| 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 (typically left blank) | |
| Ref-2 | A7 | 76–82 | Optional user reference. If filled in, can be useful in tracking results. Typically all transactions in this batch have the same Ref 2. | |
| Credit Account | A6 | * | 83–88 | 6-digit credit 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 number | |
| 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 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 |
Deferred Revenue Processing – FBXR030
This program processes the submitted file that creates a current transactions file for immediate posting and a deferred transactions file for posting at the beginning of the new fiscal year. When a transaction is deferred, entries are made in both the current file and the deferred file.
Parameters to run FBXR030 are:
- Campus code,
- Fiscal year,
- REF (batch reference for deferred revenue batch posting in September),
- BANK (for use in the batch header record of the deferred revenue batch),
- ACCT (SIMS/SIS/BANNER clearing account) and
- A list of the semester codes that should be deferred.
Before this program is run, each campus must:
- Establish a clearing account for deferred revenue;
- Establish semester codes for determining which transactions should be deferred. Semester codes are 1 character and may be either alphabetic or numeric; and
- Ensure that the process used to create the transactions includes the fiscal year and the semester code in the first 3 to 5 characters of the transaction description field. The fiscal year can be entered as 4 digits (2007) or 2 digits (07). The rest of the description field may contain the student’s name or a generic descriptor such as “SIMS ACCOUNTING FEED” or “BANNER ACCOUNTING FEED”.
Example: Description fields using four digit fiscal year and alphabetic semester code:
2005CSIMS ACCOUNTING FEED
2005CSIMS ACCOUNTING FEED
2005CSMITH, JOHN
2005CDOE, JANE
Example: Description fields using 2-digit fiscal year and alphabetic semester code:
05CSIMS ACCOUNTING FEED
05CSIMS ACCOUNTING FEED
05CSMITH, JOHN
05CDOE, JANE
Each deferred transaction must contain the established clearing account, which can be in either the debit account field or the credit account field. The other account in these transactions is the working account. The working account may be either a GL or an SL account. The third account used to create the deferred transactions will be the actual deferral GL. If the working account is a GL, the deferral GL will be the same as the working account. If it is an SL, the deferral GL will be the GL that is mapped to this SL.
To be deferred, a transaction must pass two tests. The first test is based on the semester identifier in the description field. A transaction with a semester identifier matching the list of deferred semesters or has a future fiscal year in the semester identifier (if it has a future fiscal year, it does not have to match a semester code) will be considered for deferral.
The second test is based on the subcode used with the working account. If the working account is an SL and uses a revenue object code (0001 through 0999) or is a GL and uses a fund addition account control (4000 through 4999), then this transaction will be deferred.
A&M System members 02, 10 and 21 also defer some prepaid scholarship expenses using special codes. Prepaid expenses are identified by specific SL account ranges and object codes (5910, 5915 and 5925). The account is the same, except the prepaid transactions use account control 1500 – Prepaid Expenses when the transactions are deferred. Anyone else wishing to use prepaid processing should submit a Change / Enhancement request.
The program will create the following transactions for deferral processing.
- When the working account is the debit account and the clearing account is the credit account:
- Current file –
DR: Deferral GL using account control 2750 – Deferred Revenue
CR: Clearing account using the original account control - Deferred file –
DR: Working account using the original subcode
CR: Deferral GL using account control 2750 – Deferred Revenue
- Current file –
- When the working account is the credit account and the clearing account is the debit account:
- Current file –
DR: Clearing account using the original account control
CR: Deferred account using account control 2750 – Deferred Revenue - Deferred file –
DR: Deferral GL using account control 2750 – Deferred Revenue
CR: Working account using the original subcode
- Current file –
Remissions and Waivers – FBXR050
This program performs special processing for transactions using object codes that reflect waivers, exemptions and discounts. Transactions using these object codes are modified to post in detail using object code 5925 – Tuition & Fee Remissions and Exemptions and in summary using the original object code. The summarized transactions are by account and object code.
The FBXR050 program processes the submitted file and searches for transactions using revenue object codes that reflect waivers, discounts and exemptions (i.e., 0200 through 0249). The exact range is specified in the program parameters. When a transaction uses one of these codes, the program will modify the transaction by replacing this object code with the corresponding object code from the PRODCARD. It will also create a temporary transaction using an expense account from the PRODCARD, object code 5925 and a revenue account from the PRODCARD using the original object code. The temporary transactions will be sorted and written to the posting file in summary form.
Sample PRODCARD used with program FBXR050
* *************************************************************** * PRODCARD * COLUMN DEFINITIONS * ------- -------------------------------- * 1– 3 PARAMETER TYPE * 4– 9 BEGINNING ACCOUNT NUMBER * 10–15 ENDING ACCOUNT NUMBER * 16–21 REVENUE ACCT * 22–27 EXPENSE ACCT * 28–31 REVENUE SUBCODE * 32–66 DESCRIPTION * NOTES: A MAX OF 40 ENTRIES (ACCOUNT RANGES) CAN BE USED ******************************************************************* R&E 101000 101000 101020 163880 LAB FEES–FALL & SPRING R&E 101001 101001 101022 163880 LAB FEES–SUMMER R&E 101002 101003 101020 163880 TUITION FEE–FALL R&E 101004 101005 101021 163880 TUITION FEE–SPRING R&E 101006 101007 101022 163880 TUITION FEE–SUMMER R&E 101011 101012 101023 144030 TUITION FEE–VET SCHOOL R&E 101016 101016 101023 144030 LAB FEES–VET MEDICINE R&E 101017 101017 101025 163883 GRADUATE TUITION INCREASE R&E 101026 101026 101025 163883 EXCESS PHD SCHOLARSHIP R&E 101027 101027 101024 163880 EXCESS UNDERGRAD TUITION/WAIV R&E 200000 299999 217000 217000 DESIGNATED R&E 300000 399999 302310 302310 AUXILLARY SCF 300720 300720 0190 STUDENT CENTER FEE SCF 300730 300730 0190 STUDENT CENTER FEE SSF 300780 300780 0185 STUDENT SERVICE FEE SSF 218060 218060 0185 STUDENT SERVICE FEE GUF 215070 215070 0180 GENERAL USE FEE STA 101000 101999 0049 STATE ACCOUNTS OTH 100000 999999 0195 OTHER (MUST ALWAYS BE LAST)
Input Transaction
- DR: Original Debit Account Remission/Waiver Object CI donode
- CR: Original Credit Account Original Credit Object Code
Output Transactions
One detail transaction for each transaction read:
- DR: Original Debit Account Tuition/Fees Object Code from Prodcard
- CR: Original Credit Account Original Credit Object Code
Summary Transactions
Summarized based on the DR 10-digit account:
- DR R&E Exp Acct from PRODCARD 5925 (Tuition & Fee Remissions & Exempt)
- CR R&E Rev Acct from PRODCARD Original Object Code
FAMIS_INTERFACE_Feed-Student-Acct.docx