FAMIS Inbound to KFS

Billing ---> FAMIS to KFS

FAMIS will push billing data to UConn to be entered into the Kuali Financial System (KFS). A Collector File Upload process will be used to load the data into the KFS General Ledger.

The Collector File Upload is composed of several records.

The Collector File must begin with a header record. There can only be one header record per file.

The next records will be General Ledger Entry (GL) records. For each billing transaction currently being processed, there needs to be two KFS GL entries, one for the credit account and the second for the debit account. The total amount of credits must equal the total amount of debits.

The final record is known as the trailer record. There can only be one trailer record per file. It consists of the number of GL entry records (both credit and debit) and a total dollar amount being processed. The number of GL entries is the number of credit entries plus the number of debit entries. The total dollar amount being processed must equal the debit amount plus the credit amount. This amount cannot be zero.

Header Record (One per file):

Field Name	Position	Type + Length	Description

Fiscal Year	1 -4	Year – 4	Currently 2012 – This changes each July 1st
Chart of Accounts code	5 -6	Char – 2	UC
Organization Code	7 -10	Char - 4	1609
Filler	11-15	Char – 5	Blanks or Spaces
Transmission Date	16-25	Date - 10	Format CCYY-MM-DD where the date March 13, 2012 is represented as “2012-03-13”, as an example.
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	System Parameter Initial Value: famistechteam@uconn.edu (to be configurable thru FAMIS System Parameters)
Department Contact Person	69-98	Char – 30	System Parameter Initial Value:Facilities Operation Financial Services (to be configurable thru FAMIS System Parameters)
Department Name	99-128	Char – 30	System Parameter Initial Value:Facilities Operations (to be configurable thru FAMIS System Parameters)
Campus Mailing Address	129-158	Char – 30	System Parameter Initial Value:Facilities Operations (to be configurable thru FAMIS System Parameters)
Campus Code	159-160	Char – 2	01
Department Contact Phone Number	161-170	Char - 10	System Parameter Initial Value:8604868042 (to be configurable thru FAMIS System Parameters)
Filler	171-172	Char – 2	Blanks or spaces

General Ledger (GL) Credit Entry:

Field Name	Output Position	Type + Length	Description

Fiscal Year	1 -4	Year – 4	Currently 2012 – This changes each 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	FB
Document Number – 1^st position	38	Char – 1	F
Document Number – 2 thru 14	39-51	Integer-13	An increasing sequential number. This number must be the same for the debit entry and its matching credit entry. It is different for each set of entries within the batch.
Filler	52-56	Char - 5	Blank or Spaces
Description	57-96	Char - 40	Trans ID plus Transaction Description
Filler	97	Char – 1	Blank or spaces
Transaction Dollar Amount	98-117	Money format ( 2 decimal places) right aligned - 20	Amount to be credited – must include the decimal point, for example 114.00
Debit/Credit code	118	Char - 1	C
Transaction Date	119-128	Date - 10	Format YYYY-MM-DD where the date March 13, 2012 is represented as “2012-03-13”, as an example.
Organization Document Number	129-138	Char - 10	Work Order #
Filler	139-148	Char - 10	Blank or spaces
Organization Reference ID	149-156	Char - 8	Requisition number or CP number
Filler	157-187	Char - 31	Blank or Spaces

General Ledger (GL) Debit Entry:

Field Name	Output Position	Type + Length	Description

Fiscal Year	1-4	Year – 4	Currently 2012 – This changes each 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	FB
Document Number – 1^st position	38	Char – 1	F
Document Number – 2 thru 14	39-51	Integer - 13	An increasing sequential number. This number must be the same for the debit entry and its matching credit entry. It is different for each set of entries within the batch.
Filler	52-56	Char - 5	Blank or Spaces
Description	57-96	Char - 40	Trans ID plus Transaction Description
Filler	97	Char – 1	Blank or spaces
Transaction Dollar Amount	98-117	Money format ( 2 decimal places) right aligned - 20	Amount to be debited – must include the decimal point, for example 114.00
Debit/Credit code	118	Char - 1	D
Transaction Date	119-128	Date -10	Format YYYY-MM-DD where the date March 13, 2012 is represented as “2012-03-13”, as an example.
Organization Document Number	129-138	Char - 10	Work Order #
Filler	139-148	Char - 10	Blank or spaces
Organization Reference ID	149-156	Char - 8	Requisition number or CP number
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	Total amount credited plus total amount debited. Cannot be zero. must include the decimal point, for example 228.00