| 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 | None at this level |
| 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. | Will be filled from Budget master files. 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. | Will be validated against Budget master files later in the processing cycle |
| Task | 36-38 | No | aaa | Part of Cost Accounting data. Self explanatory | None at this level |
| Option | 39-41 | No | aaa | Part of Cost Accounting data. Self explanatory | None at this level |
| Project | 42-47 | No | aaaaaa | Part of Cost Accounting data. Self explanatory | None at this level |
| 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. |
| Prior Year Flag | 178 | No | a | Field used to indicate accounting year accruals when requested by General Accounting. | 0 - Normal Condition
1 - Acceptable when designated by GA 2 - Acceptable when designated by GA |
| Originating Area Code | 179-180 | Yes | aa | Field used to identify the source of transactions. | Access table validation completed at Submission time. |
| Filler | 181-240 | No | 60 b's | Reserved. | Must be spaces. |
