Collector File Format
Description:
- There must be a detail transaction for each side of the accounting entry. One entry will credit the account and the second entry will debit the account. In the file, the number of debit entries must match the number of credit entries, unless it is a one-sided budget adjustment.
- The document number on the credit entry and the document number on the debit must be the same document number. This prevents an out-of-balance conditions on accounting reports when one entry fails and the other does not.
- Each collector file will be assigned an
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- origination code, which must be an entry in the
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- origination code table (FS_ORIGIN_CD_T).
- Each collector will be given a starting document number. See Collector File Document Numbers
- Each collector file must have one header, multiple detail entries, and one trailer.
Collector files will contain:
1) a single 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.errors
2) detail records - 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
3) a single trailer record containing a count of the total number of entries submitted (Credit + Debit) and a total dollar amount. The total dollar amount cannot be zero.
A collector file batch is considered a duplicate if all the following fields match any existing batch already processed. See Is Collector File a Duplicate?
| Field | Where Found | Column |
|---|---|---|
| Chart of Accounts Code | Header (HD) | 5-6 |
| Organization Code | Header (HD) | 7-10 |
| Transmission Date | Header (HD) | 16-25 |
| Batch Sequence Number | Header (HD) | 28 |
| Number of Records in File | Trailer (TL) | 47-51 |
| File Amount | Trailer (TL) | 93-112 |
The Collector Feed can be two formats, is a fixed length format and an XML format. Fixed length format is recommended. File name must end with file name ending with the .data extension. Below is the mapping for the fixed length format. The file must have a matching file name with the .done extension to be processed. The .done file can be created by the Control-M MFT job.
Header Record (One per file):
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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 Hard coded 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 |
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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 – 3 thru 14 | 40-51 | Integer - 12 | An increasing An increasing sequential number beginning with zero. Should be the same value for each Debit(D) and Creditand 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 |
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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 |