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.
Each collector file will be assigned an origin code, which must be an entry in the origin code table.
Each collector will be given a starting document number.
Each collector file must have one header, multiple detail entries, and one trailer.
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.
A collector file batch is considered a duplicate if all the following fields match any existing batch already processed.
| 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 is a fixed length format 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.
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 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 |