Disbursement Voucher .csv File Format

Disbursement Voucher .csv file format.

The .csv file should not have any heading lines, these are only to indicate the column and type of data entered in that column.

A	B	C	D	E	F	G	H	I	J	K	L	M	N	O	P	Q	R	S	T	U	V	W	X
unit	ContactPersonName	ContactPhoneNumber	campusCode	disbVchrContactEmailId	DueDate	CheckTotalAmount	CheckStubText	Bank	description	invoiceNumber	invoiceDate	usage	ReasonCode	PayeeIdNumber	PayeeTypeCode	chartCode	AccountNumber	ObjectCode	amount	noteText	amount	type or %	amount
			01					15							PO	UC

Column	KFS Fieldname	Type, Length , format	Max Length	Description
A	Unit(disbursement voucher batch defaults	Varchar2(4)	4	An entry must be in the Disbursement Voucher Batch Default Table
B	disVchrContactPersonName	Varchar2(40)	123	Person responsible for file
C	disVchrContactPhoneNumber	999-999-9999	20	Phone number of Person responsible for file
D	campusCode		2	Constant - 01
E	disVchrContactEmailId		50	Email address of Person responsible for file
F	disbursementVoucherDueDate	mm/dd/yyyy	10	Due Date of Invoice
G	disbVchrCheckTotalAmount	Money format including the decimal point, no commas - example 1114.00	19	Amount to be printed on the check – total of line amounts for the payee id and invoice
H	disbVchrCheckStubText		1400	Not used - Spaces
I	disVchrBankCode		2	Constant - 15
J	description		255	PO Number/Voucher Number
K	invoiceNumber		20	Invoice Number - must be unique for each vendor
L	invoiceDate	mm/dd/yyyy	10	Date of Invoice
M	usage		15	Spaces, unless a Utility Invoice
N	disbVchrPaymentReasonCode		1	Disbursement Voucher Payment Reason - 1 character
O	disbVchrPayeeIdNumber		21	KFS Vendor Number
P	disbVchrPayeeTypeCode		2	Constant - V
Q	chartOfAccountsCode		2	Constant - UC
R	accountNumber	Varchar2(7)	7	KFS Account
S	financialObjectCode	Varchar2(4)	4	KFS Object code
T	amount	Money format including the decimal point, no commas - example 1114.00	19	Amount of line item – if a single line item this will equal the check amount
U	noteText		800	Any description or notes to stay with the e-Doc
V	Discount Amount		19	Spaces - except for Dining Services (value of discount)
W	Discount Type		1	Spaces - except for Dining Services (constant - %)
X	FinancialDocumentLineDescription		40	Any description to describe the charge

Contact Person, Phone Number, and Email address can be department information rather than a specific person. Any reports will be distributed to the Contact person via the email address found in the first record of the file.

The check total amount is the amount that the check will be written for. It is the total of all line amounts for the payee id/Invoice number. It must include a decimal point, but no commas.

For example, vendor 12345-0, invoice number 123456789, can have three line amounts against it ($50.00, $25.00, and $25.00). $100.00 appears in the check Total amount column. A check will be written in the amount of $100.00 to vendor 12345-0. The $100.00 appears in the check Total amount column.

Another example, vendor 54321-0 has one line amount so the line amount and the check total are the same value.

Check stub text is not a required field. It can be left blank.

Description is a brief text to help you identify the particular item or invoice. Voucher number can be put here. This is a required field.

Payee ID is the vendor number and is required. This is the Kuali vendor number.

Usage is not required, so leave it blank. This is only required for the Utilities payments (Facilities and ResLife).

Account and Object Code – Valid KFS accounts and object codes.

Note Text is not a required field. It is used for any notes you want to stay with the e-Doc.

Discount Amount – for Dining Services use, percent of discount

Discount Type – for Dining Services use, when used constant - %