| 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. |
| TC65 Internal Sales Document (ISD), 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. | 65 for ISDs. |
| Invoice Number | 2 | Yes | aaaaaa | ISD Invoice Number, generated by user | Any 6 alphanumeric characters may be used |
| Invoice Line Number | 3 | Yes | nnnnn | 5 position number assigned to make the individual transaction line unique within the Invoice Number used above. This field is for originator use only, the contents of this field are not passed to FAS. Typical uses include identification of lines on a voucher sent to an internal customer. | SDF - May use * to indicate no data for this field |
| Invoice Date | 4 | Yes | See Edits | Date that goods were delivered or services performed, not the date that the ISD was prepared. | 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) |
| Issuing Department's Budget Number | 5 | Yes | nn-nnnn | Department's Budget Number issuing the ISD | 2 numbers, dash, 4 numbers |
| Issuing Dept Revenue Code | 6 | Yes | nnnn-nn | University Accounting System Revenue Class Code and the Revenue Source Code | Must use account code 9620-77 for services or 9650-77 for
merchandise. 4 nbrs, dash, 2 nbrs |
| Issuing Task | 7 | No | aaa | Cost accounting codes used by the issuing dept. | SDF - May use a "*" to indicate no data being supplied for this field. |
| Issuing Option | 8 | No | aaa | Cost accounting codes used by the issuing dept. | SDF - May use a "*" to indicate no data being supplied for this field. |
| Issuing Project | 9 | No | aaaaaa | Cost accounting codes used by the issuing dept. | SDF - May use a "*" to indicate no data being supplied for this field. |
| Charged Budget Number | 10 | Yes | nn-nnnn | Charged Department's Budget Number | 2 nbrs, dash, 4 nbrs |
| Charged Expense Account | 11 | Yes | nn-nn-nn | Charged departments expenditure account code (object, sub-object and sub-sub-object) codes. | 2 nbrs, dash, 2 nbrs, dash, 2 nbrs |
| Charged Task | 12 | Upon Request | aaa | Cost accounting codes provided by the charged dept. Values must be entered when requested by dept being charged. | SDF - May use a "*" to indicate no data being supplied for this field. |
| Charged Option | 13 | Upon Request | aaa | Cost accounting codes provided by the charged dept. Values must be entered when requested by dept being charged. | SDF - May use a "*" to indicate no data being supplied for this field. |
| Charged Project | 14 | Upon Request | aaaaaa | Cost accounting codes provided by the charged dept. Values must be entered when requested by dept being charged. | SDF - May use a "*" to indicate no data being supplied for this field. |
| Amount | 15 | Yes | annnnnnnn.nn | Amount charged. Negative amounts are indicated by leading or trailing -, or by entering the amount in a matching set of parentheses, e.g., (100.00). | Optional dash for sign plus a maximum of 8 digits may be entered for dollars and requires decimal plus 2 digits for cents. |
| Requisition Number | 16 | See Edits | aannnnnnn | The requisition or encumbrance number | Required for Liquidation Code P or C, Optional for Liquidation
Code N
SDF - May use a "*" to indicate no data being supplied for this field. |
| Issuer's Phone Number | 17 | Yes | aaaaaaaaaa | Issuers office telephone number (ie; 5-1234, 685-1234, 2066851234). | Any format is acceptable up to the maximum number of (10) characters. |
| Liquidation Code | 18 | See Edits | a | Self Explanatory | N for Non-Liquidating
C for Completely Liquidating P for Partially Liquidating * if none of the above |
Examples of TC65, ISD Space Delimted File Format Detail Records: 65 A01489 00001 10/23/95 14-9490 9750-77 * * * 01-1430 05-64-00 * * * 57.50 * 5-1234 * 65 A01489 00002 10/23/95 14-9490 9750-77 * * * 01-2468 05-64-00 * * * 114.00 TN8765401 685-1234 N 65 A01489 00003 10/23/95 14-9490 9750-77 210 A11 RXEXAM 01-1430 05-64-00 210 A11 RXRCG -24.25 * 2066851234 *
