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Column Name | Length | Start | End | Requirement | Comment |
Fiscal Year | 4 | 1 | 4 | Req'd | Fiscal Year (ending year). |
Chart Code | 2 | 5 | 6 | Req'd | High level structure of the KFS Chart of Accounts. For example, IR is Irvine Campus Chart, MC is Medical Center Chart. |
Account Number | 7 | 7 | 13 | Req'd | Identifies a pool of funds assigned to a specific university organization entity for a specific purpose. In KFS, the UC Fund will be an attribute of a KFS Account Number and will not be visible on the accounting line. |
Sub-account Number | 5 | 14 | 18 | Optional | Defines an optional part of the accounting string that allows tracking of financial activity within a particular account at a finer level of detail or processing of cost share. For example departments will be able to sub-divide the account number using sub-account to track expenses. Will carry FS Trans Code if it is currently sent in the Source Code field of the FS upload file. |
Object Code | 4 | 19 | 22 | Req'd | Classifies all financial activities into detailed categories of income, expense, asset, liability, and fund balance. |
Sub-object Code | 4 | 23 | 26 | Optional | Defines an optional part of accounting string that allows departments to create finer distinctions within a particular object code on an account. |
Balance Type Code | 2 | 27 | 28 | Req'd | Type of balance (Actual, Encumbrance, Budget, etc) used by the balance table |
Object Type Code | 2 | 29 | 30 | Req'd | Defines the general use of an object code such as income, asset, expense, or liability. |
Fiscal Period | 2 | 31 | 32 | Optional | A period within a fiscal year starting with 01 (July), 02 (August), etc. If left blank scrubber will assign the current fiscal month |
Document Type | 4 | 33 | 36 | Req'd | Similar to Type Entry which defines the nature of transaction. |
Origin Code | 2 | 37 | 38 | Req'd | Indicates the source system. The Origin Code must be defined in KFS. |
Document Number | 14 | 39 | 52 | Req'd | Number assigned by the source system. It is recommended to provide the FS Trans ID in this attribute, this will cause the entire batch file to reject (All or Nothing), mimicking the current behavior of the FS upload process. If this behavior is unwanted, you can still send different document numbers for groups of transactions. Only that group with the same document number will be rejected if there is an error with one of the transactions, the other transactions that do not have that document number will continue to be processed. |
Entry Seq Number | 5 | 53 | 57 | Optional | Sequence number starting with 1. |
Description | 40 | 58 | 97 | Req'd | Transaction description. |
Sign | 1 | 98 | 98 | Req'd only for budget transaction | Sign (+ or -). Only required for budget transactions. |
Amount | 20 | 99 | 118 | Req'd | Transaction Amount |
Debit/Credit Code | 1 | 119 | 119 | Req'd | D or C |
Transaction Date | 10 | 120 | 129 | Req'd | YYYY-MM-DD |
Org Doc Number | 10 | 130 | 139 | Optional | Organization Document Number. Any text that can be assigned to the transaction for a reference purpose. This attribute is equivalent to FS Reference. NOTE: If you plan to send data in an aggregate form and expect the detail transactions to be displayed in DataWarehouse, use this number for the purpose of drilling down to the detail. |
Project Code | 10 | 140 | 149 | Optional | Defines an optional part of the accounting string that allows departments to assign an identifier which might span multiple accounts (e.g. construction projects, commencement, etc). |
Org Ref Id | 10 | 150 | 159 | Optional | Free format field for a reference purpose. This attribute can be used for the FS Source. |
Ref Type Code | 4 | 160 | 163 | Req'd for disencumbrance | Original Encumbrance Balance Type Code required for Enc Update Code of ‘R’ |
Ref Origin Code | 2 | 164 | 165 | Req'd for disencumbrance | Original Encumbrance Origin Code required for Enc Update Code of ‘R’ |
Ref Doc Number | 14 | 166 | 179 | Req'd for disencumbrance | Original Encumbrance Document Number required for Enc Update Code of ‘R’ |
Reversal Date | 10 | 180 | 189 | Optional | YYYY-MM-DD. The reversal date is used for encumbrances and accrual reversals. The system automatically reverses the transaction on the specified date. |
Enc Update Code | 1 | 190 | 190 | Req'd for encumbrance/ disencumbrance | D (Document) or R (Reference) |
Sample Transactions
| Code Block |
|---|
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 19
----|----|----|----|----|----|----|----|----|----|----|----|----|----|----|----|----|----|----|----|----|----|----|----|----|----|----|----|----|----|----|----|----|----|----|----|----|----|
2010BL2336320-----5105---ACES04INVW013187 00006Writeoff for 3100. +00000000000000010.00D2009-10-09 ----------
2010BL1023200-----4100---EXEX04PO 013022 00001MK CORPORATION ACTIVE +00000000000000604.00D2009-10-09 ---------- PO 011008 R
2010BL1023200-----9892---EXFB04PO 013022 00002TP Generated Offset +00000000000000604.00C2009-10-09 ---------- PO 011008
2010BL1023200-----4100---EXEX04PO 013046 00001MK CORPORATION ACTIVE +00000000000000604.00D2009-10-09 ---------- PO 011010 R
2010BL1023200-----9892---EXFB04PO 013046 00002TP Generated Offset +00000000000000604.00C2009-10-09 ---------- PO 011010
2010BL1023200-----4100---EXEX04PO 013058 00001MK CORPORATION ACTIVE +00000000000000604.00D2009-10-09 ---------- PO 011011 R
2010BL1023200-----9892---EXFB04PO 013058 00002TP Generated Offset +00000000000000604.00C2009-10-09 ---------- PO 011011
2010BL1023200-----4100---EXEX04PO 013066 00001MK CORPORATION ACTIVE +00000000000000604.00D2009-10-09 ---------- PO 011012 R
2010BL1023200-----9892---EXFB04PO 013066 00002TP Generated Offset +00000000000000604.00C2009-10-09 ---------- PO 011012
2010BL1023200-----4100---EXEX04PO 013077 00001MK CORPORATION ACTIVE +00000000000000604.00D2009-10-09 ---------- PO 011013 R
2010BL1023200-----9892---EXFB04PO 013077 00002TP Generated Offset +00000000000000604.00C2009-10-09 ---------- PO 011013
2010BL1023200-----4100---EXEX04PO 013087 00001MK CORPORATION ACTIVE +00000000000000604.00D2009-10-09 ---------- PO 011014 R
2010BL1023200-----9892---EXFB04PO 013087 00002TP Generated Offset +00000000000000604.00C2009-10-09 ---------- PO 011014
2010BL1023200-----4100---EXEX04PO 013096 00001MK CORPORATION ACTIVE +00000000000000604.00D2009-10-09 ---------- PO 011015 R
2010BL1023200-----9892---EXFB04PO 013096 00002TP Generated Offset +00000000000000604.00C2009-10-09 ---------- PO 011015
2010BL1023200-----4100---EXEX04PO 013102 00001MK CORPORATION ACTIVE +00000000000000604.00D2009-10-09 ---------- PO 011016 R
2010BL1023200-----9892---EXFB04PO 013102 00002TP Generated Offset +00000000000000604.00C2009-10-09 ---------- PO 011016
2010BL1023200-----4100---EXEX04PO 013110 00001MK CORPORATION ACTIVE +00000000000000604.00D2009-10-09 ---------- PO 011017 R
2010BL1023200-----9892---EXFB04PO 013110 00002TP Generated Offset +00000000000000604.00C2009-10-09 ---------- PO 011017
2010BL1023200-----4100---EXEX04PO 013119 00001MK CORPORATION ACTIVE +00000000000000604.00D2009-10-09 ---------- PO 011018 R
2010BL1023200-----9892---EXFB04PO 013119 00002TP Generated Offset +00000000000000604.00C2009-10-09 ---------- PO 011018
2010BL1023200-----4100---EXEX04PO 013129 00001MK CORPORATION ACTIVE +00000000000000604.00D2009-10-09 ---------- PO 011019 R
2010BL1023200-----9892---EXFB04PO 013129 00002TP Generated Offset +00000000000000604.00C2009-10-09 ---------- PO 011019
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Sample Enterprise file (Open with a text editor such as Word Pad)
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