Page Comparison

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)