| 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 |
| TC35 Journal Voucher (TC35), 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. | '35' for Journal Vouchers. |
| 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 JV Documents in the Batch | (none) |
| Filler | 27-48 | n/a | 22 b's | Reserved | Must be spaces. |
| Batch Debit Amount | 49-59 | Yes | nnnnnnnnnnn | This is the total of all JV Detail Record Debit Amounts. | Must be a number, right justified, zero filled, dollars and
cents with NO decimal point.
Debits must equal Credits in a batch. |
| Batch Crebit Amount | 60-70 | Yes | nnnnnnnnnnn | This is the total of all JV Detail Record Credit Amounts. | Must be a number, right justified, zero filled, dollars and
cents with NO decimal point.
Debits must equal Credits in a batch. |
| Filler | 71-240 | n/a | 170 b's | Reserved | Must be spaces. |
| TC35 Journal Voucher (JV), 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. | '35' for JV's |
| Batch Date | 3-8 | Yes | nnnnnn | Date tied to Journal Voucher | 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'. |
| Budget Number | 16-21 | Yes | nnnnnn | Budget number affected by the transaction | Required field |
| JV Number Prefix | 22-23 | Yes | xx | Journal Voucher document number prefix | Must contain 'JV' |
| JV Number | 24-28 | Yes | nnnnn | Journal Voucher document number | The last five numbers of a JV document nbr are sequentially assigned. |
| State/Local Code | 29 | No | b | State/Local Funds Code. | Leave blank. |
| Account Code | 30-35 | Yes | nnnnnn | The account code may be blank, zeroes, a revenue code, an expenditure code or a general ledger code. | Required field |
| Task | 36-38 | No | aaa | Part of Cost Accounting data. Self explanatory | No edits applied as part of the submission process |
| Option | 39-41 | No | aaa | Part of Cost Accounting data. Self explanatory | No edits applied as part of the submission process |
| Project | 42-47 | No | aaaaaa | Part of Cost Accounting data. Self explanatory | No edits applied as part of the submission process |
| Position Number | 48-53 | No | nnnnnn | Self Explanatory. For Payroll JVs only | None |
| Occupation Code | 54-57 | No | nnnn | Self Explanatory. For Payroll JVs only | None |
| Filler | 58-59 | n/a | bb | Reserved for Occupation Code field expansion. | Must be spaces |
| Service Period | 60 | No | a | For Payroll JVs only | None |
| Full Time Equivalent (FTE) | 61-65 | No | nnnnn | Staff months, for Payroll JVs only | Numeric, right justified, zero filled. |
| Dollar Amount | 66-76 | Yes | nnnnnnnnnn | Dollar amount of sales or transfer. | Must be a number, right justified, zero filled, dollars and cents. |
| Dollar Amount Sign | 77 | Yes | a | Debits are '+' Credits are '-' | Must be '+' or '-' |
| Document Date | 78-83 | Yes | nnnnnn | Billing Date | Format must be mmddyy |
| Description | 84-105 | Yes | 22 a's | Budget Name, account name, person's name or other descriptive information. | None |
| Reference Number | 106-114 | no | aaaaaaaaa | User established sequential identification number referencing a purchase order, JV, ISD, CTI or other serial numbered transaction. | None |
| Filler | 115-120 | n/a | bbbbbb | Reserved. | Must be spaces |
| Quantity | 121-125 | No | xxxxx | Reserved for future use | Must be '00000' (zeroes) |
| Units | 126-127 | No | bb | Reserved for future use | Must be spaces |
| Rate | 128-132 | No | xxxxx | Reserved for future use | Must be '00000' (zeroes) |
| Additional Reference Number | 133-143 | no | aaaaaaaaaaa | A second user established sequential identification number referencing a purchase order, JV, ISD, CTI or other serial numbered transaction. | None |
| Filler | 144-151 | n/a | bbbbbbbb | Reserved for future use. | Must be spaces |
| Commodity Code | 152-161 | No | bbbbbbbbbb | Reserved for future use. | Must be spaces |
| Earnings Type | 162-164 | No | aaa | For Payroll JVs only | None at point of entry |
| Filler | 165-176 | n/a | 12 b's | Reserved for future use. | Must be spaces |
| Payroll JV Flag | 177 | No | b | Obsolete field | Must be spaces. |
| Legacy 180 Format - Prior Year Flag (deprecated) | 178 | No | a | The location of this field continues to exist to support what is now an obsolete 180 character format record, but should not be used for newly developed applications. 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 |
| Legacy 180 Format - Originating Area Code (deprecated) | 179-180 | Yes | aa | The location of this field continues to exist to support what is now an obsolete 180 character format record, but should not be used for newly developed applications. Use the Originating Area field in the 239-240 position. Field used to identify the source of transactions. | Access table validation completed at Submission time. |
| Additional Description | 181-210 | No | 30 a's | Additional information at the departments discretion | None |
| Filler | 211-237 | No | 27 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. | Access table validation completed at Submission time. |
