| The following table describes the data elements, their lengths, requirements and edits. The following abbreviations are used in the Format column: | |
|---|---|
| Abbreviation | Description |
| n | Numeric Character (0-9, +, -, comma, $, matching parenthesis, decimal point) |
| a | Alphanumeric Character (A-Z, a-z, numeric characters (see n above for description), special characters OK) |
| b | Blank, a space is required in position(s) |
| x | The fixed value 'x' is required in the noted record position(s) |
| - | Dash required in specified position |
| TC60 Cost Transfer Invoice (CTI), Fixed File Format -- Batch Header Record | |||||
|---|---|---|---|---|---|
| Field Name | Record Position(s) | Value Req'd | Format | -----Description----- | Edit |
| Transaction Code | 1-2 | Yes | xx | Field that identifies the type of FAS detail transaction. Only one type of transaction may be in a batch. | '60' for Cost Transfer Invoices. |
| Batch Date | 3-8 | Yes | nnnnnn | yymmdd | e.g. 970623 |
| Filler | 9-12 | n/a | bbbb | Reserved | Must be spaces |
| Batch Number | 13-14 | Yes | nn | Sequence number of this batch on Batch Date noted above. | User established, |
| Detail Code | 15 | Yes | x | This field indicates that this record is a Batch Header. | Must be a 'B'. |
| Filler | 16-21 | n/a | bbbbbb | Reserved | Must be spaces. |
| Batch Transaction Count | 22-26 | Yes | nnnnn | This is the number of Documents in the Batch | (none) |
| Batch Amount | 27-37 | Yes | xnnnnnnnnnn | This is the total of all Detail Record Dollar Amounts. | Must be a signed number, right justified, zero filled, dollars and cents with NO decimal point. (e.g., +1234567890 or -0002468013) |
| Filler | 38-240 | n/a | 203 b's | Reserved | Must be spaces. |
Examples of TC60, CTI Fixed Format File Batch Records (only relevant part shown, all following characters are spaces, actual input is a single string of 240 characters):
1 2 3 4 5 6 7
1234567890123456789012345678901234567890123456789012345678901234567890
----------------------------------------------------------------------
60951023 01B 00015+0000003000
60951102 29B 00109+0002012367
60950926 41B 00006-0000006000
| TC60 Cost Transfer Invoice (CSH), Fixed File Format -- Detail Record | |||||
|---|---|---|---|---|---|
| Field Name | Record Position(s) | Value Req'd | Format | -----Description----- | Edit |
| Transaction Code | 1-2 | Yes | xx | Field that identifies the type of FAS detail transaction. Only one type of transaction may be in a batch. | '60' for Cost Transfer Invoices. |
| Batch Date | 3-8 | Yes | nnnnnn | Date tied to Cash Transmittal | yymmdd (970507) |
| Filler | 9-12 | n/a | bbbb | Reserved | Must be spaces |
| Batch Number | 13-14 | Yes | nn | Sequence number of this batch on Batch Date noted above. | User established, |
| Detail Code | 15 | Yes | x | This field indicates that this record is a Detail Record. | Must be a 'D'. |
| Requesting Budget Number | 16-21 | Yes | nnnnnn | Budget number being charged. | Required field |
| Requisition Number | 22-30 | See Edits | aannnnnnn | The requisition or encumbrance number | Optional - Use only for encumbered charges. If used, liquidation code must be filled in and key fields (budget, account code, req no, pca fields), must match the encumbered transaction on the encumbrance ledger. |
| Requesting Expenditure Code | 31-36 | Yes | nnnnnn | Object, Sub-Object and Sub-Sub Object of the expense | Sub-Sub Object can either be "00" or a user defined numeric value |
| Liquidation Code | 37 | See Edits | a | Self Explanatory. | 'N' for Non-Liquidating
'C' for Completely Liquidating 'P' for Partially Liquidating '*' if 'C' or 'P', the requisition number must be entered. |
| State/Local Code | 38 | No | b | State or Local funding indicator of the requesting budget number. | Will be determined by FAS. Leave blank. |
| Requesting Task | 39-41 | Upon Request | aaa | Cost accounting codes provided by the requesting dept. Values must be entered when requested by dept being charged. | No edits applied as part of the submission process |
| Requesting Option | 42-44 | Upon Request | aaa | Cost accounting codes provided by the requesting dept. Values must be entered when requested by dept being charged. | No edits applied as part of the submission process |
| Requesting Project | 45-50 | Upon Request | aaaaaa | Cost accounting codes provided by the requesting dept. Values must be entered when requested by dept being charged. | No edits applied as part of the submission process |
| Servicing Budget Number | 51-56 | Yes | nnnnnn | Budget number of department providing the service or material | Required field |
| Servicing State/Local Code | 57 | No | b | State or Local funding indicator of the servicing budget number. | Will be determined by FAS. Leave blank. |
| Servicing Expenditure Code | 58-63 | Yes | xxxxxx | Expenditure code for costs being transferred. | Must be appropriate cost transfer code '21####' |
| Servicing Task | 64-66 | No | aaa | Cost accounting codes used by the issuing dept. | No edits applied as part of the submission process |
| Servicing Option | 67-69 | No | aaa | Cost accounting codes used by the issuing dept. | No edits applied as part of the submission process |
| Servicing Project | 70-75 | No | aaaaaa | Cost accounting codes used by the issuing dept. | No edits applied as part of the submission process |
| Commodity Code | 76-86 | No | bbbbbbbbbb | Reserved for future use. | Must be spaces |
| Quantity | 87-95 | No | 9 x's | Reserved for future use | Must be '000000000' (zeros) |
| Dollar Amount Sign | 96 | Yes | a | Debits are '+' Credits are '-' | Must be '+' or '-' |
| Dollar Amount | 97-106 | Yes | nnnnnnnnnn | Dollar amount of sales. | Must be a number, right justified, zero filled, dollars and cents with no decimal point. |
| Document Date | 107-112 | Yes | nnnnnn | Billing Date | Format must be mmddyy |
| Document Nbr Prefix | 113-114 | Yes | aa | Originating Area Code | Originating Area Code as assigned to Fastrans account. |
| Document ID Number | 115-120 | Yes | aaaaaa | User sequential identification number | None |
| Units | 121-122 | No | bb | Reserved for future use | Must be spaces |
| Rate | 123-127 | No | xxxxx | Reserved for future use | Must be '00000' (zeroes) |
| Additional Description | 128-157 | No | 30 a's | Additional information at the departments discretion | None |
| Servicing Unit Contact Phone # | 158-167 | No | 10 a's | Issuers office telephone number. | None, any format is acceptable. |
| Filler | 168-237 | No | 70 b's | Reserved. | Must be spaces. |
| Prior Year Flag (deprecated) | 238 | No | a | A file should not contain a mix of accrual month and non-accrual month transactions. Fastrans transactions are posted to the correct accounting period based upon a file naming convention that includes the accounting month in the name. Fastrans will apply the correct prior year flag value. | 0 = Normal Month, 1= Month 12A, 2 = Month 25 |
| Originating Area Code | 239-240 | Yes | aa | Field used to identify the source of transactions. | Originating Area Code as assigned to Fastrans account. |
Example of a TC60, CTI Fixed Format File Detail Records (line wrap used below, actual records will be a single string of 240 characters):
1 2 3 4 5 6
123456789012345678901234567890123456789012345678901234567890
------------------------------------------------------------
60951023 01D149490X123456 011420 00000000000014949
0962077000000000000 000000000+0000246800102395
XX765432 0000002066851234 (beginning of 70 spaces)
(end of 70 spaces) 0XX
