| 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) |
| n | Numeric Character (0-9, +, -, comma, $, matching parenthesis,decimal point) |
| V (Capital) | Implied Decimal Point, standard COBOL conventions apply |
| x | The fixed value 'x' is required in the noted record position(s) |
| 0 (zero) | Zero required in specified position(s) noted |
| TC50 PAS Transactions (PAS), 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. | '50' for PAS Transactions |
| Batch Date | 3-8 | Yes | nnnnnn | yymmdd | e.g. 970623 |
| Batch Number | 9-10 | Yes | nn | Sequence number of this batch on Batch Date noted above. | User established, |
| Detail Code | 11 | Yes | x | This field indicates that this record is a Batch Header. | Must be a 'B'. |
| Filler | 12-62 | n/a | 61 b's | Reserved | Must be spaces. |
| Batch Total | 63-75 | Yes | n(10)Vnn | This is the total of all PAS Detail Record Dollar Amounts. | Internally signed (last cents position carries the sign of the number) in standard COBOL notation. |
| Batch Discount Amount | 76-86 | Yes | n(8)Vnn | This is the total of all PAS Detail Record Discount Amounts. | Internally signed (last cents position carries the sign of the number) in standard COBOL notation. |
| Batch Use/Tax Amount | 87-97 | Yes | n(8)Vnn | This is the total of all PAS Detail Use/Tax/Frt/Other Dollar Amounts. | Internally signed (last cents position carries the sign of the number) in standard COBOL notation. |
| Filler | 98-360 | n/a | 263 b's | Reserved | Must be spaces. |
| TC50 PAS Transactions (PAS), 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 detail transaction. Only one type of transaction may be in a batch. | '50' for TC50 Transaction (PAS) Documents. |
| Batch Date | 3-8 | Yes | nnnnnn | Date tied to Cash Transmittal | yymmdd (970507) |
| Batch Number | 9-10 | Yes | nn | Sequence number of this batch on Batch Date noted above. | User established, |
| Detail Code | 11 | Yes | x | This field indicates that this record is a Detail Record. | Must be a 'D'. |
| Requisition Nbr | 13-21 | See Edits | aaaaaaaaa | PAS Requisition Number | Requisition Number, see PAS documentation for edits and requirements. Field may be required depending upon the transaction. |
| Budget Number | 22-27 | See Edits | nnnnnn | Budget number affected by the transaction | Requisition Number, see PAS documentation for edits and requirements. Field may be required depending upon the transaction. |
| Account Code | 28-33 | Yes | nnnnnn | The Account Code responsible for the expenditure. | None at entry time. Will be validated against the Budget master files. |
| Task | 34-36 | No | aaa | Part of Cost Accounting data. Self explanatory | None at this level |
| Option | 37-39 | No | aaa | Part of Cost Accounting data. Self explanatory | None at this level |
| Requesting Project | 40-45 | No | aaaaaa | Part of Cost Accounting data. Self explanatory | None at this level |
| State/Local Code | 46 | No | b | State/Local Funds Code of the servicing budget number. | Will be filled from Budget master files. Leave blank. |
| Prior Year Flag | 47 | 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 |
| Requesting Expenditure Object | 31-32 | Yes | nn | Part of Revenue Code | Depending upon the originating area and Budget Number, this
portion of the account code may be blank, zeroes, a revenue code,
an expenditure code or a general ledger code.
For Departmental TC30s we should always expect to see a revenue code or spaces or zeroes. |
| Requesting Expenditure Sub-Object | 33-34 | Yes | nn | Part of Revenue Code | Depending upon the originating area and Budget Number, this
portion of the account code may be blank, zeroes, a revenue code,
an expenditure code or a general ledger code.
For Departmental TC30s we should always expect to see a revenue code or spaces or zeroes. |
| Requesting Expenditure Sub-Sub-Object | 35-36 | Yes | nn | Part of Revenue Code | Depending upon the originating area and Budget Number, this
portion of the account code may be blank, zeroes, a revenue code,
an expenditure code or a general ledger code.
For Departmental TC30s we should always expect to see a revenue code or spaces or zeroes. |
| Liquidation Code | 37 | See Edits | a | Self Explanatory. | 'N' for Non-Liquidating
'C' for Completely Liquidating 'P' for Partially Liquidating '*' if none of the above |
| State/Local Code | 38 | No | b | State/Local Funds Code. | Will be filled from Budget master files. Leave blank. |
| Invoice Number | 48-62 | No | a(15) | Vendor's invoice number from PO. | None |
| Invoice Date | 63-68 | No | nnnnnn | Date from Vendor's invoice. | None, any format is acceptable. |
| Net Invoice Amount | 69-79 | Yes | n(8)Vnn | Dollar amount of the invoice. | Must be a number, right justified, zero filled, dollars and cents with no decimal point. |
| Discount Amount | 80-88 | Yes | n(7)Vnn | Discount amount of the invoice. | Must be a number, right justified, zero filled, dollars and cents with no decimal point. |
| Use/Tax/Frt/Ins Amount | 89-97 | Yes | n(7)Vnn | Amount of Use Fees, freight, tax and insurance on the invoice. | Must be a number, right justified, zero filled, dollars and cents with no decimal point. |
| Liquidity Code | 98 | No | a | Encumbrance liquidation code. Flag passed to FAS to indicate the PO liquidates an encumbrance. | None at this level |
| Bank Code | 99 | No | a | UW specified Bank Identification Code. Identifies the bank upon which the check is drawn. | None at this level |
| Check Number | 100-106 | No | annnnnn | UW check number | None at this level |
| Check Date | 107-112 | No | nnnnnn | Self explantory | Format must be mmddyy |
| Vendor Number | 113-118 | No | nnnnnn | UW Identification number for the vendor | None at this level |
| Address Sequence Number Document ID Number | 119-120 | No | nn | Specific address number to be used with vendor number | None |
| Vendor Name | 121-160 | See Edits | a(40) | Name of vendor | Not used when vendor Number, Addr Seq Nbr are entered. |
| Vendor Addr Line 1 | 161-200 | See Edits | a(40) | First address line for vendor | Not used when vendor Number, Addr Seq Nbr are entered. |
| Vendor Addr Line 2 | 201-240 | See Edits | a(40) | Second address line for vendor | Not used when vendor Number, Addr Seq Nbr are entered. |
| Vendor Addr Line 3 | 241-280 | See Edits | a(40) | Third address line for vendor | Not used when vendor Number, Addr Seq Nbr are entered. |
| Vendor Addr Line 4 | 281-306 | See Edits | a(40) | Fourth address line for vendor | Not used when vendor Number, Addr Seq Nbr are entered. |
| Filler | 307-309 | No | xxx | Reserved | Must be spaces |
| State | 310-311 | See Edits | aa | Self explanatory | Not used when vendor Number, Addr Seq Nbr are entered. |
| Zip Code 1-5 | 312-316 | See Edits | nnnnn | Self explanatory | Not used when vendor Number, Addr Seq Nbr are entered. |
| Zip Code+4 | 317-320 | See Edits | nnnn | Self explanatory | Not used when vendor Number, Addr Seq Nbr are entered. |
| 1099 Type | 321 | No | a | Self explanatory | Any value recognized by PAS 100 process |
| Payment Type Filler | 322 | No | a | Location held for future use of payment type code, not currently used. | Must be spaces. |
| Report Type Filler | 323 | No | a | Location held for future use of report type code, not currently used. | Must be spaces. |
| SSAN | 324-332 | No | n(9) | Social Security Number of payee | None at this level |
| FAS Only Flag | 333 | No | n | Flag to cause transaction to be passed to FAS with no PAS processing. | None at this level |
| Bank Clearance Date | 334-339 | No | nnnnnn | Date the UW check cleared the bank. | Format must be mmddyy |
| Document Sequence Date Filler | 340-345 | No | xxxxxx | Location held for future use of document sequence date, not currently used. | None |
| Document Sequence Number Filler | 346-350 | No | xxxxx | Location held for future use of document sequence number, not currently used. | None |
| Document Sequence Line Number Filler | 351-352 | No | xx | Location held for future use of document sequence line number, not currently used. | None |
| Use Address Name Flag | 353 | See Edits | x | Flag telling the PAS process to use the Address Name on the transaction even if a Vendor ID is supplied. | Space or "1" |
| Use Foreign Address Flag | 354 | See Edits | x | Flag telling the PAS process that the address supplied on the transaction is foreign. | Space or "1" |
| Filler | 355-360 | Yes | bbbbbb | Reserved. | Must be spaces. |
