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.

The Collector Feed can be three formats, a fixed length format, an XML format or a Comma delimited format (CSV). Fixed length format is recommended. 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

Filler	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 – 1^st 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

Filler	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 – 1^st 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