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Collector files will contain a header record, with information to identify the sender and an email address to send messages as to whether the file was processed or contained errors. Detail records will be many. For each two sided account entry, there will be two KFS entries. One will be the credit entry and the second will be the debit entry. The number of credit detail entries must match the number of debit detail entries. The last type of record is the trailer record. This will contain a count of the total number of entries submitted (Credit + Debit) and a total dollar amount. The amount cannot be zero.
The Collector Feed can be three two formats, a fixed length format , and an XML format or a Comma delimited format (CSV). Fixed length format is recommended. File name must end with the .data extension. Below is the mapping for the fixed length format.
Header Record (One per file):
Field Name | Position | Type + Length | Description |
Fiscal Year | 1-4 | Year – 4 | Changes on July 1st |
Chart of Accounts code | 5-6 | Char – 2 | UC |
Organization Code | 7-10 | Char - 4 | Hardcoded |
value supplied for each organization. Found on KFS Organization Table. | |||
Filler | 11-15 | Char - 5 | Blanks or Spaces |
Transmission Date | 16-25 | Date - 10 | Format CCYY-MM-DD |
Record Type | 26-27 | Char – 2 | HD |
Batch Sequence Number | 28 | Integer - 1 | Cannot |
be zero. Must be unique for each |
transmission date. | |||
Email Address | 29-68 | Char – 40 | To be |
supplied by responsible party – preferably a department email | |||
Department Contact Person | 69-98 | Char – 30 | To be |
supplied by responsible party | |||
Department Name | 99-128 | Char – 30 | To be |
supplied by responsible party | |||
Campus Mailing Address | 129-158 | Char – 30 | To be |
supplied by responsible party | |||
Campus Code | 159-160 | Char – 2 | 01 |
Department Contact Phone Number | 161-170 | Char - 10 | To be supplied by responsible party – format AAAEEENNNN |
Filler | 171-172 | Char – 2 | Blanks or spaces |
General Ledger (GL) Credit Entry:
Field Name | Output Position | Type + Length | Description |
Fiscal Year | 1-4 | Char - 4 | Changes on July 1st |
Chart of Accounts code | 5-6 | Char – 2 | UC |
Account Number | 7-13 | Char – 7 | Account number to be credited |
Filler | 14-18 | Char – 5 | Blanks or spaces |
Object Code | 19-22 | Char – 4 | Object |
Code to be credited | |||
Filler | 23-25 | Char - 3 | Blanks or |
spaces | |||
Balance Type | 26-27 | Char - 2 | AC |
Filler | 28-31 | Char - 4 | Blank or |
spaces | |||
Document Type | 32-35 | Char - 4 | CLTR |
Origin Code | 36-37 | Char – 2 | See |
origin code table | |||
Document Number – 1st 2 positions | 38-39 | Char – 2 | To |
be determined | |||
Document Number – 3 thru 14 | 40-51 | Integer - 12 | An increasing sequential number beginning with zero. Should be the same for each Debit(D) and Credit(C) entry. |
Filler | 52-56 | Char - 5 | Blank or |
Spaces | |||
Description | 57-96 | Char - 40 | Transaction |
Description | |||
Filler | 97 | Char – 1 | Blank or |
spaces | |||
Transaction Dollar Amount | 98-117 | Money format ( 2 decimal places) right aligned, leading zeroes, no commas - 20 | Amount to |
be credited, must include decimal point, for example 00000000000000114.00 | |||
Debit/Credit code | 118 | Char - 1 | C |
Transaction Date | 119-128 | Date - 10 | Format CCYY-MM-DD |
Organization Document Number | 129-138 | Char - 10 | Usually FRS Reference 1 fields, as long as amount is not to be encumbered. |
Filler | 139-148 | Char - 10 | Blank or spaces |
Organization Reference ID | 149-156 | Char - 8 | Usually FRS Reference 2 fields, as long as amount is not to be encumbered. |
Filler | 157-187 | Char - 31 | Blank or Spaces |
General Ledger (GL) Debit Entry:
Field Name | Output Position | Type + Length | Description |
Fiscal |
Filler
Year | 1-4 | Char - 4 | Changes |
on July 1st | |||
Chart of Accounts code | 5-6 | Char – 2 | UC |
Account Number | 7-13 | Char – 7 | Account |
number to be debited |
Filler | 14-18 | Char – 5 | Blanks or |
spaces | |||
Object Code | 19-22 | Char – 4 | Object |
Code to be debited | |||
Filler | 23-25 | Char - 3 | Blanks or |
spaces | |||
Balance Type | 26-27 | Char - 2 | AC |
Filler | 28-31 | Char - 4 | Blank or |
spaces | |||
Document Type | 32-35 | Char - 4 | CLTR |
Origin Code | 36-37 | Char – 2 | See |
origin code table | |||
Document Number – 1st position | 38 | Char – 1 | To be |
determined | |||
Document Number – 2 thru 14 | 39-51 | Integer - 13 | An |
increasing sequential number beginning with zero. Should be the same for each Debit(D) and Credit(C) entry. | |||
Filler | 52-56 | Char - 5 | Blank or |
Spaces | |||
Description | 57-96 | Char - 40 | Transaction |
Description | |||
Filler | 97 | Char – 1 | Blank or |
spaces | |||
Transaction Dollar Amount | 98-117 | Money format ( 2 decimal places) right aligned, leading zeroes, no commas - 20 | Amount to |
be debited, must include decimal point, for example 00000000000000114.00 | |||
Debit/Credit code | 118 | Char - 1 | D |
Transaction Date | 119-128 | Date - 10 | Format |
CCYY-MM-DD | |||
Organization Document Number | 129-138 | Char - 10 | Usually FRS Reference 1 fields, as long as amount is not |
to be encumbered. | |||
Filler | 139-148 | Char - 10 | Blank or |
spaces | |||
Organization Reference ID | 149-156 | Char - 8 | Usually FRS Reference 2 fields, as long as amount is not |
to be encumbered. | |||
Filler | 157-187 | Char - 31 | Blank or |
spaces |
Trailer Record (One per file):
Field Name | Output Position | Type + Length | Description |
Filler | 1-25 | Char - 25 | Blank or |
spaces | |||
Record Type | 26-27 | Char – 2 | TL |
Filler | 28-46 | Char - 19 | Blank or |
Spaces | |||
Number of records in file | 47-51 | Integer - 5 | Total Credit |
GL Entries plus Total Debit GL Entries (do not count header and trailer records) | |||
Filler | 52-92 | Char - 41 | Blank or |
Spaces | |||
File Amount | 93-112 | Money format ( 2 decimal places) right aligned, leading zeroes, no commas - 20 | Total |
amount credited plus total amount debited. Cannot be zero. Must include decimal point, for example 00000000000000114.00 |
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