| 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) |
| - | Dash required in specified position |
| SDF | (Space Delimited File * Option) column indicates where asterisk character may be used to represent no data being sent for that field. Use of the * place holder is restricted to SDF files only. |
| TC35 (JV) Space Delimited File Format -- Detail Record | |||||
|---|---|---|---|---|---|
| Field Name | SDF Position | Value Req'd | Format | -----Description----- | Edit |
| Transaction Code | 1 | Yes | nn | Field that identifies the type of FAS detail transaction. Only one type of transaction may be in a batch. | 35 for JVs |
| JV Date | 2 | Yes | See Edits | Date tied to Journal Voucher | mmddyy (050797) or mm-dd-yy (07-31-95) or mm/dd/yy (07/31/95) or mmddccyy (05071997) or mm-dd-ccyy (07-31-1995) or mm/dd/ccyy (07/31/1995) |
| JV Number | 3 | Yes | a(5) | Journal Voucher Number, generated by user or General Accounting, per their agreements | Valid entries: IN001, IN999, K0022, 12345 |
| Budget Number/Fund | 4 | Yes | nn-nnnn 00-0aaa |
University Budget Number Fund |
2 numbers, a dash, 4 numbers 2 zeros, a dash, zero, 3 alphanumeric characters |
| Account Code | 5 | Yes | nnnn-nn
nn-nnnn nn-nn-nn |
The Account Code may be a revenue, expenditure or general ledger code. | Will be validated against Budget master files. |
| Amount | 6 | Yes | nnnnnnnnnn.nn | Amount charged. Negative amounts (generally Credits in this application) are indicated by leading or trailing -, or by entering the amount in a matching set of parentheses, e.g., (100.00). | A maximum of 9 digits, a decimal point and two cents positions may be entered. The decimal point and two decimal positions (cents) are optional. Valid entries: 123.45 +1,234.56 $987,123 -23.45 (56) (789.01) ($135.79) |
| Departmental Reference Number | 7 | No | a(9) | A number used by a department to tie the JV to other documents | SDF - May use the character '*' to indicate no data for field |
| Cost Accounting Task | 8 | No | aaa | self explanatory | SDF - May use the character '*' to indicate no data for field |
| Cost Accounting Option | 9 | No | aaa | self explanatory | SDF - May use the character '*' to indicate no data for field |
| Cost Accounting Project | 10 | No | aaaaaa | self explanatory | SDF - May use the character '*' to indicate no data for field |
| Position Number | 11 | No | aaaaaa | Payroll JV's Only, the HEPPS position number affected by the transaction | SDF - May use the character '*' to indicate no data for field |
| Occupation Code | 12 | No | nnnn | Payroll JV's Only. | SDF - May use the character '*' to indicate no data for field |
| Service Period | 13 | No | n | Payroll JV's Only. | SDF - May use the character '*' to indicate no data for field |
| Full Time Equivalent | 14 | No | nnn.nn | Payroll JV's Only. The percent of time employed in the position. Format as a value from 000.01 through 100.00. | Valid Entries: 010.00 (10%), 066.66 (66%), 100.00 (100%).
SDF - May use the character '*' to indicate no data for field |
| Description | 15 | No | a(22) | A description of the transaction | None.
Embedded spaces legal in this field (e.g., 'IS EXPENSES FOR A PROJ') SDF - May use the character '*' to indicate no data for field |
Examples of TC35, JV Space Delimited File Format Detail Records: 35 050797 12345 99-0363 944184 10456.95 * * * * * * * * ANDERSEN ENDOWED TECH FD 35 04/30/1997 00087 01-4990 * 5.25 * * * * * * * * IS EXPENSES 35 03-18-51 IN001 14-9402 * 12,345.67 * * * * * * * * IS SELF SUSTAINING REV 35 090897 IN101 01-9490 01-4990 1500.00 * * * * A12-34 0102 * 100.00 PAYROLL EXP
