Collector Flat File Upload Format

 

In addition to the standard formatting rules that apply to all batch upload file formats, keep the following points in mind about the flat file format:

•      Each Collector flat file must begin with a header record.

•      Any number of GL entry records may follow the header. Optional detail entries, as described in the XML Collector File Format section above, may also be added.

•      Each Collector flat file must end with a trailer record summarizing the total number of records in the file and the dollar amount of that file.

•      Multiple batches of entries may be submitted in a single file as long as each batch of entries has its own header and trailer record.

•      The parameter, PERFORM_DUPLICATE_HEADER_CHECK_IND, determines whether or not each batch of collector entries must have a unique header (and duplicates are not allowed).

•     

Collector flat file format

Name

Starting Character Position

Length

Required?

Special Formatting

Header – 172 Characters

Fiscal Year

 

1

4

Yes

 

Chart of Accounts Code

5

2

Yes

 

Organization Code

7

4

Yes

 

[blank spaces]

11

5

Yes

 

Transmission Date

16

10

Yes

YYYY-MM-DD format

HD (literal value prefacing sequence number)

26

2

Yes

Value is always HD

Batch Sequence Number

28

1

Yes

Must be a digit between 0-9

Email Address

29

40

Yes

 

Department Contact Person

69

30

Yes

 

Department Name

99

30

Yes

 

Campus Mailing Address

129

30

Yes

 

Campus Code

159

2

Yes

 

Department Contact Phone Number

161

10

Yes

 

[blank spaces]

171

2

Yes

 

GL Entry – 187 Characters

Fiscal Year

1

4

No

 

Chart of Accounts Code

5

2

Yes

Can be left blank if the GL Pre-Scrubber is used and accounts do not cross charts (Financials-SYS ACCOUNTS_CAN_CROSS_CHARTS_IND parameter must be set to N)

Account Number

7

7

Yes

 

Sub-Account

14

5

No

 

Object Code

19

4

Yes

 

Sub-Object Code

23

3

No

 

Balance Type

26

2

Yes

 

Object Type

28

2

No

 

Fiscal Accounting Period

30

2

No

 

Document Type

 

32

4

Yes

 

Origin Code

36

2

Yes

 

Document Number

38

14

Yes

 

Sequence Number

52

5

No

 

Description

57

40

Yes

 

[blank space]

97

1

Yes

 

Transaction Dollar Amount

98

29

Yes

Money format (two decimal places) right-aligned. (minus sign for negative amounts when Balance Type requires blank Debit/Credit Code)

Debit/Credit Code

118

1

Yes

Must be blank if balance type does not require D/C codes. For example, BB, CB and MB balance types.

Transaction Date

119

10

No

YYYY-MM-DD format

Organization Document Number

129

10

No

 

Project Code

139

10

No

 

Organization Reference ID

149

8

No

 

Reference Document Type Code

157

4

No

 

Reference Origin Code

161

2

No

 

Reference Document Number

163

14

No

 

Reversal Date

177

10

No

YYYY-MM-DD format

Encumbrance Update Code

187

1

No

Valid values are R and D

Detail Record (optional) – 192 Characters

Fiscal Year

1

4

No

 

Chart of Accounts Code

5

2

Yes

Can be left blank if the GL Pre-Scrubber is used and accounts do not cross charts (Financials-SYS ACCOUNTS_CAN_CROSS_CHARTS_IND parameter must be set to N)

Account Number

7

7

Yes

 

Sub-Account Number

14

5

No

 

Object Code

19

4

Yes

 

Sub-Object Code

23

3

No

 

DT (literal value delineating a Detail Record)

26

2

Yes

Value is always DT

Object Type

28

2

No

 

Item Number

30

2

No

 

Document Type Code

32

4

Yes

 

Origin Code

36

2

Yes

 

Document Number

38

14

Yes

 

Dollar Amount

52

20

Yes

Money format (two decimal places) right-aligned. (minus sign for negative amounts when Balance Type requires blank Debit/Credit Code)

Debit/Credit Code

72

1

Yes

Must be blank if balance type does not require D/C codes. For example, BB, CB and MB balance types.

Additional Explanation

73

120

No

 

Trailer Record – 112 Characters

[blank spaces]

1

25

Yes

 

TL (literal value indicating a Trailer Record)

26

2

Yes

Value is always TL

[blank spaces]

28

19

Yes

 

Number of records in the file

47

5

Yes

Include all GL Entry and Detail records but not Header and Trailer records

[blank spaces]

52

41

Yes

 

File Amount

93

20

Yes

Money format (two decimal places) right-aligned.

More:

Collector XML Upload