DATE RUN 08/17/00 Auburn University REPORT PAGE 1 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 BATCH FILE MAINTENANCE TRANSACTION LISTING ....V....1....V....2....V....3....V....4....V....5....V....6....V....7....V....8 PGM=XBA050,DATE=08/17/2000,SYSTEM=FRS DATE RUN 08/17/00 Auburn University REPORT PAGE 2 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT $$$ BATCH HEADER F 128 000 The batch header transaction is the first record in a batch. It identifies the batch and supplies control information and other processing information. .................................................................................................................................. . 11111111111111111111111111111. . 11111111112222222222333333333344444444445555555555666666666677777777778888888888999999999900000000001111111111222222222. .12345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678. . . .AAABBBBBBCCCCCCCCDDDDDDDDDDDDDDDEFFGGGGGHHHHHHHHHHHIIIJJJJJJJJKKLMNOP QQQRRSS . . . .................................................................................................................................. DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN A TRANSACTION CODE REQUIRED. MUST BE '$$$'. 001 03 (001-003) B FZ060 BATCH ID 004 06 000 000 X 00 0 (004-009) Required. A code which, in combination with the batch date, uniquely identifies a batch. The typical format is three letters followed by three digits (xxxnnn). C FZ080 BATCH DATE 010 08 000 000 D 00 0 (010-017) Required. In combination with the batch reference, uniquely identifies a batch. Enter month (mm), day (dd) and year (yy or ccyy) in the order required by your institution -- typically mmddyy or mmddccyy. If the date is not within the current century, you must include all four digits of the year. Enter the first character in the first position of the field: mmddyy__ D FZ100 BATCH DESC 018 15 000 000 X 00 0 (018-032) Optional. A brief explanation of the purpose of the batch or type of transactions. The description prints on the Daily Diagnostics Report. E FZ110 BATCH LIST OPT 033 01 000 000 X 00 0 (033-033) Optional. Option to list all transactions in the batch on the Daily Diagnostics Report. If the value is N (No) or blank, transactions are listed only if the batch is out of balance. F FZ126 BATCH USER CODE 034 02 000 000 X 00 0 (CONTINUED) DATE RUN 08/17/00 Auburn University REPORT PAGE 3 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT $$$ BATCH HEADER F 128 000 (CONTINUED) DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN (034-035) Optional. Identifies the FRS application to which the batch belongs: FA, AP or FX. The FRS Data Collect Separator (FBA900) uses this value to separate data collect batches by application. If FBA900 does not recognize the User Code, it consigns the batch to FA. G FZ104 BATCH TRANS CNT 036 05 000 000 N 00 0 (036-040) Optional. Number of transactions in the batch. If this manually entered count is not equal to the system- calculated count, the batch is out of balance. Input must be right-justified: for example, ___25 or 00025 for a count of 25. H FZ102 BATCH TRANS AMT 041 11 000 000 N 00 0 (041-051) Optional. Sum of gross dollar amount on all dollar transactions in the batch. If this manually entered amount is not equal to the system-calculated figure, the batch is out of balance. Input must be right-justified with two implied decimal positions: for example, _____500050 or 00000500050 for an amount of $5000.50. I FZ108 BATCH SUSP ID 052 03 000 000 X 00 0 (052-054) Optional in FA; not used in other applications. Flags the batch as a payroll (PRL) or miscellaneous (MIS) batch, and determines the suspense account to which invalid entries are posted. J FZ124 BATCH ORIGINATOR 055 08 000 000 X 00 0 (055-062) Optional. The person who created the batch, or the person to whom inquiries should be directed. K FZ106 BATCH BANK NO 063 02 000 000 X 00 0 (063-064) Optional. The bank number of the bank to be affected by the transactions in the batch. AP voucher transactions (tran codes 140 - 189) allow bank overrides at the transaction level. Values are 01 - 98. Default is bank 30 (or the default bank as defined in your system). L FZ127 BATCH HOLD FLAG 065 01 000 000 X 00 0 (CONTINUED) DATE RUN 08/17/00 Auburn University REPORT PAGE 4 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT $$$ BATCH HEADER F 128 000 (CONTINUED) DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN (065-065) Optional; AP only. Determines whether to put the vouchers in this batch on Hold Payment status. M FZ128 BATCH FAS FEED FLAG 066 01 000 000 X 00 0 (066-066) Optional; AP only. Determines whether to generate journal entry transactions to update FA accounts for any vouchers, credit memos, or prepaid vouchers in the batch. Even if the value is N (no feed), voucher delete and void check transactions are fed to FA if the original vouchers were fed. N FZ129 BATCH VCHR FEED FLAG 067 01 000 000 X 00 0 (067-067) Optional; AP only. If the FA Feed flag is set to Y, determines whether FA feed transactions for the batch are to be generated on a cash or accrual basis. For an accrual basis feed (value Y), a voucher or credit memo create transaction generates corresponding feed transactions. For a cash basis feed (value N), no feed transactions are generated until the voucher/credit memo is paid/applied. In either case, feed transactions will be generated for prepaid voucher and void check transactions. O FZ130 BATCH ACPT OUT OF BA 068 01 000 000 X 00 0 (068-068) Optional; AP only. Determines whether an out-of-balance batch is to be processed. A batch is out of balance if the manually entered transaction account and amount do not match the system-calculated totals. P FZ137 BATCH ACCTG FEED IND 069 01 000 000 X 00 0 (069-069) Optional; FX only. Determines whether to generate Accounting Feed transactions for Fixed Assets transactions; and if so, whether to create detail or summary feed transactions. "Detail" (D) means to generate Accounting Feed transaction(s) for each asset transaction that affects the asset cost or depreciation. "Summary" (S) means to aggregate amounts and create one feed transaction for all asset transactions having the same debit and credit accounts. Q FZ136 BATCH SPECIAL PROCES 088 03 000 000 X 00 0 (088-090) Optional; FA only. Flags a batch of compound journal entries, so that corresponding edits and special (CONTINUED) DATE RUN 08/17/00 Auburn University REPORT PAGE 5 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT $$$ BATCH HEADER F 128 000 (CONTINUED) DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN processing will be applied. If the batch contains compound journal entries, enter CJE. Otherwise leave the field blank. R FZ138 BATCH FY 091 02 000 000 X 00 0 Y (091-092) Optional. The fiscal year to which the transactions in the batch pertain; must be an active year. If no fiscal year is specified, transactions are applied to the current FY as stored in the FA system control record. S FZ140 BATCH CAMPUS CODE 093 02 000 000 X 00 0 Y (093-094) Optional. In a multi-campus environment, indicates the campus to which the transactions in the batch belong. The default and other valid values are defined by your institution in the Campus Code Table. DATE RUN 08/17/00 Auburn University REPORT PAGE 6 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 00A GL ACCOUNT CREATE F 128 FG 000 The 00A transaction adds a new General Ledger account (FG record). It assigns the account number and provides basic attribute information. .................................................................................................................................. . 11111111111111111111111111111. . 11111111112222222222333333333344444444445555555555666666666677777777778888888888999999999900000000001111111111222222222. .12345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678. . . .AAABBBBBBBBBBCCCCCCCCCCCCCCCCCCCCDDDDDDDDDDDDDDDDDDDDEEEEEEEEEEEEEEEEEEEEFGGGGGHHHHHHIIJJKKLLLLLMMNNOOOOOOPPQRRSS . . . .................................................................................................................................. DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN A TRANSACTION CODE REQUIRED. MUST BE '00A'. 001 03 (001-003) B FG009 ACCOUNT NUMBER 004 10 000 000 N 00 0 Y (004-013) Required. The 10-digit account to be created. The format is 0nnnnn0000, where - 0nnnnn is the 6-digit account - 0000 indicates an attribute record C FG042 DESCRIPTION 014 20 000 000 X 00 0 (014-033) Optional. A brief explanation of the purpose of the account. D FG043 RESP PERSON 034 20 000 000 X 00 0 (034-053) Optional. The name of the person who manages the account. E FG044 ADDRESS 054 20 000 000 X 00 0 (054-073) Optional. The office or department to which reports are sent; typically the office of the person responsible for the account. F FG045 YEAR END PROCESS 074 01 000 000 X 00 0 (074-074) Optional. Indicates whether the account is on a fiscal year cycle or a project year cycle, and determines how account balances are handled during year end processing. G FG046 REPORT DISTRIBUTION 075 05 000 000 X 00 0 (075-079) Optional. The location to which reports are sent. H FG072 SECURITY CODE 080 06 000 000 X 00 0 (080-085) Optional. User-defined code for value-based security to (CONTINUED) DATE RUN 08/17/00 Auburn University REPORT PAGE 7 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 00A GL ACCOUNT CREATE F 128 FG 000 (CONTINUED) DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN allow/deny operator access to account information. I FG048 EXECUTIVE LEVEL 086 02 000 000 X 00 0 (086-087) Optional. The executive level officer ultimately responsible for the account. J FG050 DIVISION 088 02 000 000 X 00 0 (088-089) Optional. A major administrative or other organizational division to which the account belongs. K FG052 SCHOOL 090 02 000 000 X 00 0 (090-091) Optional. An institutional unit to which the account belongs. L FG054 DEPARTMENT 092 05 000 000 X 00 0 (092-096) Optional. The department or office directly responsible for the account. M FG056 SUB-DEPARTMENT 097 02 000 000 X 00 0 (097-098) Optional. A subsidiary unit within the department responsible for the account. N FG066 FUND GROUP 099 02 000 000 X 00 0 (099-100) Optional. Account classification based on similar purposes and characteristics. O FG067 AICPA REPORTING 101 06 000 000 X 00 0 (101-106) Optional. Indicates how account data is selected or totaled for AICPA reports. P FG068 ACCOUNT PURPOSE 107 02 000 000 X 00 0 (107-108) Optional. The end which the account supports; the reason for which it was created. Q FG070 RECLASSIFICATION 109 01 000 000 X 00 0 (109-109) Optional. Assigned by the Accounting Office to indicate that the account must be reclassified for financial reporting purposes. R FG036 COLLEGE 110 02 000 000 X 00 0 (110-111) Optional. Two user-specified positions which designate the major segments of the university for the purpose of aggregation of data and (CONTINUED) DATE RUN 08/17/00 Auburn University REPORT PAGE 8 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 00A GL ACCOUNT CREATE F 128 FG 000 (CONTINUED) DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN separate reporting by the various colleges of Auburn University. * Change Log: 02/03/99 RP AU Changes Applied S FG037 BANK NUMBER 112 02 000 000 X 00 0 (112-113) Optional. Two-digit numeric code to identify the memo bank account to which the account maps. * Change Log: 02/03/99 RP AU Changes Applied DATE RUN 08/17/00 Auburn University REPORT PAGE 9 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 00D GL LONG DESCRIPTION F 128 FG 001 The 00D transaction enters attribute values (long description and old account number) on a new GL account. A 00A transaction creating the account must precede the 00D transaction. .................................................................................................................................. . 11111111111111111111111111111. . 11111111112222222222333333333344444444445555555555666666666677777777778888888888999999999900000000001111111111222222222. .12345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678. . . .AAABBBBBBBBBBCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDE . . . .................................................................................................................................. DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN A TRANSACTION CODE REQUIRED. MUST BE '00D'. 001 03 (001-003) B FG109 ACCOUNT NUMBER 004 10 000 000 N 00 0 Y (004-013) Required. The 10-digit account to be updated. The format is 0nnnnn0001, where - 0nnnnn is the existing 6-digit account - 0001 indicates an attribute record C FG142 LONG-DESC-A 014 40 000 000 X 00 0 (014-053) Optional. A formal title or other detailed information about the account. D FG144 LONG-DESC-B 054 40 000 000 X 00 0 (054-093) Optional. As needed, further text describing the account. E FG146 SERVICE CENTER 094 01 000 000 X 00 0 (094-094) Optional. The account number used before FRS was implemented. DATE RUN 08/17/00 Auburn University REPORT PAGE 10 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 00E GL ATTRIBUTES CONT F 128 FG 001 The 00E transaction enters attribute values (PO authorizations) on a new GL account. A 00A transaction creating the account must precede the 00E transaction. .................................................................................................................................. . 11111111111111111111111111111. . 11111111112222222222333333333344444444445555555555666666666677777777778888888888999999999900000000001111111111222222222. .12345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678. . . .AAABBBBBBBBBBCCCCCCCCCDDDDDDDDDEEEEEEEEE . . . .................................................................................................................................. DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN A TRANSACTION CODE REQUIRED. MUST BE '00E'. 001 03 (001-003) B FG109 ACCOUNT NUMBER 004 10 000 000 N 00 0 Y (004-013) Required. The 10-digit account to be updated. The format is 0nnnnn0001, where - 0nnnnn is the existing 6-digit account - 0001 indicates an attribute record C FG148 PO-AUTH-PER-1 014 09 000 000 X 00 0 (014-022) Optional; for use with Purchasing. Designates the primary person authorized to issue purchase orders for the account. D FG150 PO-AUTH-PER-2 023 09 000 000 X 00 0 (023-031) Optional; for use with Purchasing. Designates a person authorized to issue purchase orders for the account. E FG152 PO-AUTH-PER-3 032 09 000 000 X 00 0 (032-040) Optional; for use with Purchasing. Designates a person authorized to issue purchase orders for the account. DATE RUN 08/17/00 Auburn University REPORT PAGE 11 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 00G GL G/C ATTRIBUTES F 128 FG 002 The 00G transaction enters sponsor and funding data for new GL project accounts. A 00A transaction creating the account must precede the 00G. .................................................................................................................................. . 11111111111111111111111111111. . 11111111112222222222333333333344444444445555555555666666666677777777778888888888999999999900000000001111111111222222222. .12345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678. . . .AAABBBBBBBBBBCCDDEFFGHHHHIJKKKKLLLLMMMMNNNNNNNNNNNNOOOOOOOOOOPQQQQRSSSSSSSSTTTTTTTTUUUUUUUUVVVVVVVVWWWWWWWWXXXXXXXX . . . .................................................................................................................................. DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN A TRANSACTION CODE REQUIRED. MUST BE '00G'. 001 03 (001-003) B FG209 ACCOUNT NUMBER 004 10 000 000 N 00 0 Y (004-013) Required. The 10-digit account to be updated. The format is 0nnnnn0002, where - 0nnnnn is the existing 6-digit account - 0002 indicates an attribute record C FG242 TYPE OF FUNDING 014 02 000 000 X 00 0 (014-015) Optional. The funding agency on a sponsored account. D FG244 TYPE RESEARCH 016 02 000 000 X 00 0 (016-017) Optional. For a project account, the type of research to be performed. E FG246 GRANT OR CONTRACT 018 01 000 000 X 00 0 (018-018) Optional. Indicates whether the account is tied to a grant or contract. F FG248 PURPOSE OF RESEARCH 019 02 000 000 X 00 0 (019-020) Optional. For a project account, indicates the research objective. G FG250 DESIGNATION 021 01 000 000 X 00 0 (021-021) Optional. The status of a grant account. H FG251 PROJECT YEAR 022 04 000 000 X 00 0 (022-025) Optional. On a multi-year project with a new account for each year, associates the account number with a particular fiscal year. (CONTINUED) DATE RUN 08/17/00 Auburn University REPORT PAGE 12 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 00G GL G/C ATTRIBUTES F 128 FG 002 (CONTINUED) DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN Enter a project year only if you create a new account each year for this project. Enter all four digits of the year. I FG252 FIELD OF SCIENCE 026 01 000 000 X 00 0 (026-026) Optional. Relates a project account with research purposes to a particular science. J FG254 STATUS 027 01 000 000 X 00 0 (027-027) Optional. The activity status of the account. K FG256 PRIN. INVESTIGATOR # 028 04 000 000 X 00 0 (028-031) Optional. Identifies the individual designated to manage a grant-supported project. L FG258 SPONSOR 032 04 000 000 X 00 0 (032-035) Optional. Agency sponsoring the grant or contract. M FG260 SPONSOR AWARD # 036 04 000 000 X 00 0 (036-039) Optional. The granting agency's identifier for the grant or contract that funds a project. N FG262 FEDERAL/STATE ID# 040 12 000 000 X 00 0 (040-051) Optional. Additional identifier for a grant or contract from a federal or state agency. O FG264 PROPOSAL # 052 10 000 000 X 00 0 (052-061) Optional. The identifier on the original proposal. P FG268 OVERHEAD BASE #1 062 01 000 000 X 00 0 (062-062) Optional. The basis for calculating overhead as a percentage of direct costs. (This field is not related to FBM952/953 prorate or research automatic journal entry processing.) Q FG270 OVERHEAD RATE #1 063 04 000 000 X 00 0 (063-066) 1Optional. The rate for calculating overhead as a percentage of direct costs. (This field is not related to FBM952/953 prorate or research automatic journal entry processing.) R FG272 REPORTING FREQUENCY 067 01 000 000 X 00 0 (067-067) Optional. For a grant account, indicates how often a fiscal report must be produced. (CONTINUED) DATE RUN 08/17/00 Auburn University REPORT PAGE 13 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 00G GL G/C ATTRIBUTES F 128 FG 002 (CONTINUED) DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN S FG274 START DATE 068 08 000 000 D 00 0 (068-075) Optional. Date the account was established; the beginning of the budget period. Enter month (mm), day (dd) and year (yy or ccyy) in the order required by your institution -- typically mmddyy or mmddccyy. If the date is not within the current century, you must include all four digits of the year. Enter the first character in the first position of the field: mmddyy__ T FG276 END DATE 076 08 000 000 D 00 0 (076-083) Optional. Date the account is to be closed; the end of the budget period. May be used on an unrestricted account to denote a one-time allotment. Enter month (mm), day (dd) and year (yy or ccyy) in the order required by your institution -- typically mmddyy or mmddccyy. If the date is not within the current century, you must include all four digits of the year. Enter the first character in the first position of the field: mmddyy__ U FG278 TECH REPORT DATE 084 08 000 000 D 00 0 (084-091) Optional. Date that a technical project report must be delivered to the sponsor. Enter month (mm), day (dd) and year (yy or ccyy) in the order required by your institution -- typically mmddyy or mmddccyy. If the date is not within the current century, you must include all four digits of the year. Enter the first character in the first position of the field: mmddyy__ V FG280 FISCAL REPORT DATE 092 08 000 000 D 00 0 (092-099) Optional. Date that a project fiscal report must be delivered to the sponsor. Enter month (mm), day (dd) and year (yy or ccyy) in the order required by your institution -- typically mmddyy or mmddccyy. If the date is not within the current century, (CONTINUED) DATE RUN 08/17/00 Auburn University REPORT PAGE 14 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 00G GL G/C ATTRIBUTES F 128 FG 002 (CONTINUED) DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN you must include all four digits of the year. Enter the first character in the first position of the field: mmddyy__ W FG282 INVENT REPORT DATE 100 08 000 000 D 00 0 (100-107) Optional. Date that a project inventory report must be delivered to the sponsor. Enter month (mm), day (dd) and year (yy or ccyy) in the order required by your institution -- typically mmddyy or mmddccyy. If the date is not within the current century, you must include all four digits of the year. On a 6-position date, leave the last two positions of the input field blank: mmddyy__ X FG284 RENEWAL REPORT DATE 108 08 000 000 D 00 0 (108-115) Optional. Date that a renewal report must be filed to continue sponsorship. Enter month (mm), day (dd) and year (yy or ccyy) in the order required by your institution -- typically mmddyy or mmddccyy. If the date is not within the current century, you must include all four digits of the year. Enter the first character in the first position of the field: mmddyy__ DATE RUN 08/17/00 Auburn University REPORT PAGE 15 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 00J GL BLDG ATTRIBUTES F 128 FG 003 The 00J transaction provides data for new building/ physical plant fund accounts in the GL. A 00A transaction creating the account must precede the 00J transaction. .................................................................................................................................. . 11111111111111111111111111111. . 11111111112222222222333333333344444444445555555555666666666677777777778888888888999999999900000000001111111111222222222. .12345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678. . . .AAABBBBBBBBBBCCCCCDDDDDDEEEEEEEEFFFFFFFFGGGGGGGGGHHHHIII . . . .................................................................................................................................. DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN A TRANSACTION CODE REQUIRED. MUST BE '00J'. 001 03 (001-003) B FG309 ACCOUNT NUMBER 004 10 000 000 N 00 0 Y (004-013) Required. The 10-digit account to be updated. Use the format 0nnnnn0003, where - 0nnnnn is the existing 6-digit account - 0003 indicates an attribute record C FG342 BUILDING NUMBER 014 05 000 000 X 00 0 (014-018) Optional. The building associated with the account; typically applies to physical plant fund accounts. D FG344 BUILDING SQUARE FEET 019 06 000 000 X 00 0 (019-024) Optional. The number of square feet in the building associated with the account; typically applies to physical plant fund accounts. E FG346 IN-SERVICE DATE 025 08 000 000 D 00 0 (025-032) Optional. The date the building was/will be placed in service. Enter month (mm), day (dd) and year (yy or ccyy) in the order required by your institution -- typically mmddyy or mmddccyy. If the date is not within the current century, you must include all four digits of the year. Enter the first character in the first position of the field: mmddyy__ F FG348 ADDITION/RENOV DATE 033 08 000 000 D 00 0 (033-040) Optional. The date an addition or renovation was/will be (CONTINUED) DATE RUN 08/17/00 Auburn University REPORT PAGE 16 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 00J GL BLDG ATTRIBUTES F 128 FG 003 (CONTINUED) DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN completed on the building. Enter month (mm), day (dd) and year (yy or ccyy) in the order required by your institution -- typically mmddyy or mmddccyy. If the date is not within the current century, you must include all four digits of the year. Enter the first character in the first position of the field: mmddyy__ G FG350 BLDG. ORIGINAL COST 041 09 000 000 X 00 0 (041-049) Optional. Original cost of the building. Enter the amount in whole dollars. H FG354 AGENCY CODE-ALPHA 050 04 000 000 X 00 0 (050-053) Optional. An external agency that regulates a grant associated with the account. I FG356 AGENCY CODE-NUMERIC 054 03 000 000 X 00 0 (054-056) Optional. An external agency that regulates a grant associated with the account. DATE RUN 08/17/00 Auburn University REPORT PAGE 17 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 00Z GL DOLLAR DESC F 128 FG 999 The 00Z transaction enables you to create a dollar record for a specific account control and enter the line item description. (It is not necessary to add dollar records in this manner. You can post a dollar transaction to any account control that is valid for the 6-digit account. If it is a new account control the system creates the dollar record.) .................................................................................................................................. . 11111111111111111111111111111. . 11111111112222222222333333333344444444445555555555666666666677777777778888888888999999999900000000001111111111222222222. .12345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678. . . .AAABBBBBBBBBBCCCCCCCCCCCCCCCCCCCCDDDDDD . . . .................................................................................................................................. DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN A TRANSACTION CODE REQUIRED. MUST BE '00Z'. 001 03 (001-003) B FG909 ACCOUNT NUMBER 004 10 000 000 N 00 0 Y (004-013) Required. The 10-digit account to be created. Enter the 6-digit account number (0nnnnn) followed by an account control (nnnn) that is consistent with Chart of Accounts and Global Subcode Edit requirements for the 6-digit account. C FG944 DESCRIPTION 014 20 000 000 X 00 0 (014-033) Optional. A brief label to identify the type of line item, such as securities, inventories or notes payable. D FG964 STATE OBJ CODE 034 06 000 000 X 00 0 (034-039) Optional. A classification, such as a state-defined object code or line item, which may be used to facilitate reporting in a non-FRS, mandated account format. DATE RUN 08/17/00 Auburn University REPORT PAGE 18 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 01A SL ACCOUNT CREATE F 128 FS 000 The 01A transaction adds a new Subsidiary Ledger account (FS record). Before you can create a SL account, the corresponding GL account (map account) must exist. .................................................................................................................................. . 11111111111111111111111111111. . 11111111112222222222333333333344444444445555555555666666666677777777778888888888999999999900000000001111111111222222222. .12345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678. . . .AAABBBBBBBBBBCCCCCDDDDDDDDDDDDDDDDDDDDEEEEEEEEEEEEEEEEEEEEFFFFFGGHHIIJJJJJKKLMNNNNNNOOOOOOOOOOOOOOOOOOOOPPPPQQQQRRSSSSSSTT . . . .................................................................................................................................. DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN A TRANSACTION CODE REQUIRED. MUST BE '01A'. 001 03 (001-003) B FS009 ACCOUNT NUMBER 004 10 000 000 N 00 0 Y (004-013) Required. The 10-digit account to be created. The format is nnnnnn0000, where - nnnnnn is the 6-digit account (between 100001 and 999998) - 0000 indicates an attribute record C FS034 MAP CODE 014 05 000 000 X 00 0 (014-018) Required unless Chart of Accounts rules dictate a single specific map account. Identifies the GL account affected by activity in this SL account. Enter digits 2 through 6 of the GL account. D FS042 DESCRIPTION 019 20 000 000 X 00 0 (019-038) Optional. A brief explanation of the purpose of the account. E FS044 RESPONSIBLE PERSON 039 20 000 000 X 00 0 (039-058) Optional. The name of the person who manages the account. F FS046 REPORT DISTRIBUTION 059 05 000 000 X 00 0 (059-063) Optional. The location to which reports are sent. G FS048 EXECUTIVE LEVEL 064 02 000 000 X 00 0 (064-065) Optional. The executive level officer ultimately responsible for the account. H FS050 DIVISION 066 02 000 000 X 00 0 (CONTINUED) DATE RUN 08/17/00 Auburn University REPORT PAGE 19 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 01A SL ACCOUNT CREATE F 128 FS 000 (CONTINUED) DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN (066-067) Optional. A major administrative or other organizational division to which the account belongs. I FS052 SCHOOL 068 02 000 000 X 00 0 (068-069) Optional. An institutional unit to which the account belongs. J FS054 DEPARTMENT 070 05 000 000 X 00 0 (070-074) Optional. The department or office directly responsible for the account. K FS056 SUB-DEPARTMENT 075 02 000 000 X 00 0 (075-076) Optional. A subsidiary unit within the department responsible for the account. L FS058 YEAR END PROCESSING 077 01 000 000 X 00 0 (077-077) Optional. Indicates whether the account is on a fiscal year cycle or a project year cycle, and determines how account balances are handled during year end processing. M FS032 ABR FLAG 078 01 000 000 X 00 0 (078-078) Optional. If the account is to participate in automatic budget reallocation, the rule from the ABR Table which determines the budget allocation pool. N FS088 SECURITY CODE 079 06 000 000 X 00 0 (079-084) Optional. User-defined code for value-based security to allow/deny operator access to account information. O FS060 ADDRESS 085 20 000 000 X 00 0 (085-104) Optional. The office or department to which reports are sent; typically the office of the person responsible for the account. P FS062 REVENUE SOURCE 105 04 000 000 X 00 0 (105-108) Optional. Designates the account's revenue source for AICPA reporting. Q FS064 EXPENSE PURPOSE 109 04 000 000 X 00 0 (109-112) Optional. Designates the account's expense function for AICPA reporting. R FS066 FUND GROUP 113 02 000 000 X 00 0 (113-114) Optional. Account classification based on similar purposes and characteristics. (CONTINUED) DATE RUN 08/17/00 Auburn University REPORT PAGE 20 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 01A SL ACCOUNT CREATE F 128 FS 000 (CONTINUED) DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN S FS068 AICPA REPORTING 115 06 000 000 X 00 0 (115-120) Optional. Line numbers or classifications that determine how account data is selected or totaled for AICPA reports. T FS039 COLLEGE 121 02 000 000 X 00 0 (121-122) Optional. Two user-specified positions which designate the major segments of the university for the purpose of aggregation of data and separate reporting by the various colleges of Auburn University. * Change Log: 02/03/99 RP AU Changes Applied DATE RUN 08/17/00 Auburn University REPORT PAGE 21 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 01B SL ATTRIBUTES CONT1 F 128 FS 000 The 01B transaction enters values for reporting attributes on a new SL account. A 01A transaction creating the account must precede the 01B transaction. .................................................................................................................................. . 11111111111111111111111111111. . 11111111112222222222333333333344444444445555555555666666666677777777778888888888999999999900000000001111111111222222222. .12345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678. . . .AAABBBBBBBBBBCCDDDEEFGGGGGGHHHHHHIIJJKKLLMMNNNNNNNNNOOOOOOOOOPPPPPPPPPQQQQRRSTTTTTT . . . .................................................................................................................................. DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN A TRANSACTION CODE REQUIRED. MUST BE '01B'. 001 03 (001-003) B FS009 ACCOUNT NUMBER 004 10 000 000 N 00 0 Y (004-013) Required. The 10-digit account to be updated. The format is nnnnnn0000, where - nnnnnn is the 6-digit account (between 100001 and 999998) - 0000 indicates an attribute record C FS070 MAJOR FUND SOURCE 014 02 000 000 X 00 0 (014-015) Optional. Identifies the major source of funding for the account. D FS072 MINOR FUND SOURCE 016 03 000 000 X 00 0 (016-018) Optional. Identifies a secondary source of funding for the account. E FS074 ACCOUNT PURPOSE 019 02 000 000 X 00 0 (019-020) Optional. The end which the account supports; the reason for which it was created. F FS076 RECLASSIFICATION 021 01 000 000 X 00 0 (021-021) Optional. Assigned by the Accounting Office to indicate that the account must be reclassified for financial reporting purposes. G FS078 C/G ADMIN ACCOUNT 022 06 000 000 X 00 0 (022-027) Optional. For Roll-up Reporting (FBM046/047), the dummy account in the responsibility roll-up structure to which this account's dollar totals are added. H FS080 FBM046 PROGRAM 028 06 000 000 X 00 0 (CONTINUED) DATE RUN 08/17/00 Auburn University REPORT PAGE 22 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 01B SL ATTRIBUTES CONT1 F 128 FS 000 (CONTINUED) DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN (028-033) Optional. For Roll-up Reporting (FBM046/047), the dummy account in the program roll-up structure to which this account's dollar totals are added. I FS083 QTD1 END MONTH 034 02 000 000 X 00 0 (034-035) Optional. The last month of the first quarter of the fiscal year, for accumulating quarterly revenues and expenses during month-end processing. Enter the number of the appropriate calendar month -- for example, 09 for September. J FS084 QTD2 END MONTH 036 02 000 000 X 00 0 (036-037) Optional. The last month of the second quarter of the fiscal year, for accumulating quarterly revenues and expenses during month-end processing. Enter the number of the appropriate calendar month -- for example, 12 for December. K FS085 QTD3 END MONTH 038 02 000 000 X 00 0 (038-039) Optional. The last month of the third quarter of the fiscal year, for accumulating quarterly revenues and expenses during month-end processing. Enter the number of the appropriate calendar month -- for example, 03 for March. L FS086 QTD4 END MONTH 040 02 000 000 X 00 0 (040-041) Optional. The last month of the fourth quarter of the fiscal year, for accumulating quarterly revenues and expenses during month-end processing. Enter the number of the appropriate calendar month -- for example, 06 for June. M FS087 PROJ FYTD END MO 042 02 000 000 X 00 0 (042-043) Optional. The last month of the fiscal year, for accumulating fiscal year revenues and expenses during month-end processing on a project account that extends over multiple fiscal years. Enter the number of the appropriate calendar month -- for example, 02 for Feb. N FS089 PO AUTH ID 1 044 09 000 000 X 00 0 (044-052) Optional; for use with Purchasing. Designates the primary person authorized to issue purchase orders for the account. O FS090 PO AUTH ID 2 053 09 000 000 X 00 0 (CONTINUED) DATE RUN 08/17/00 Auburn University REPORT PAGE 23 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 01B SL ATTRIBUTES CONT1 F 128 FS 000 (CONTINUED) DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN (053-061) Optional; for use with Purchasing. Designates a person authorized to issue purchase orders for the account. P FS091 PO AUTH ID 3 062 09 000 000 X 00 0 (062-070) Optional; for use with Purchasing. Designates a person authorized to issue purchase orders for the account. Q FS100 BUDGET BUMP 071 04 000 000 X 00 0 (071-074) Optional. Used in S/L 4, 5, 6 and 8 to designate the account subcode which is to receive an automatic increase in its budget based on the amount of money received as fund additions or revenues during the current month. * Change Log: 02/03/99 RP AU Changes Applied R FS041 BANK NUMBER 075 02 000 000 X 00 0 (075-076) Optional. Two-digit numeric code to identify the memo bank account into which the account maps. * Change Log: 02/03/99 RP AU Changes Applied S FS098 EMPLY BENEFITS CODE 077 01 000 000 X 00 0 (077-077) Optional. A code to indicate if employee benefits may be charged directly against an account number. * Change Log: 02/03/99 RP AU Changes Applied T FS099 EMPLY BENE ALT ACCT 078 06 000 000 X 00 0 (078-083) Optional. Six-digit numeric account number assigned to an account to allow the reclassification and charging of employee benefits to another account. * Change Log: 02/03/99 RP AU Changes Applied DATE RUN 08/17/00 Auburn University REPORT PAGE 24 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 01E SL LONG DESCRIPTION F 128 FS 001 The 01E transaction enters attribute values (long description and old account number) on a new SL account. A 01A transaction creating the account must precede the 01E transaction. .................................................................................................................................. . 11111111111111111111111111111. . 11111111112222222222333333333344444444445555555555666666666677777777778888888888999999999900000000001111111111222222222. .12345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678. . . .AAABBBBBBBBBBCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDEEEEEEEEEEEEEEE . . . .................................................................................................................................. DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN A TRANSACTION CODE REQUIRED. MUST BE '01E'. 001 03 (001-003) B FS109 ACCOUNT NUMBER 004 10 000 000 N 00 0 Y (004-013) Required. The 10-digit account to be updated. The format is nnnnnn0001, where - nnnnnn is the 6-digit account (between 100001 and 999998) - 0001 indicates an attribute record C FS142 LONG DESCRIPTION A 014 40 000 000 X 00 0 (014-053) Optional. A formal title or other detailed information about the account. D FS144 LONG DESCRIPTION B 054 40 000 000 X 00 0 (054-093) Optional. As needed, further text describing the account. E FS174 USER FILLER 094 15 000 000 X 00 0 (094-108) Optional. The account number used before FRS was implemented. DATE RUN 08/17/00 Auburn University REPORT PAGE 25 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 01F SL ATTRIBUTES CONT2 F 128 FS 001 The 01F transaction enters data for new building/physical plant fund SL accounts. A 01A transaction creating the account must precede the 01F transaction. .................................................................................................................................. . 11111111111111111111111111111. . 11111111112222222222333333333344444444445555555555666666666677777777778888888888999999999900000000001111111111222222222. .12345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678. . . .AAABBBBBBBBBBCCCCCDDDDDDEEEEEEEEFFFFFFFFGGGGGGGGGHHHHIII JJJJJJJJJJJJJKKLMMMMMMMMMMMMMN . . . .................................................................................................................................. DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN A TRANSACTION CODE REQUIRED. MUST BE '01F'. 001 03 (001-003) B FS109 ACCOUNT NUMBER 004 10 000 000 N 00 0 Y (004-013) Required. The 10-digit account to be updated. Use the format nnnnnn0001, where - nnnnnn is the 6-digit account (between 100001 and 999998) - 0001 indicates an attribute record C FS158 BUILDING # 014 05 000 000 X 00 0 (014-018) Optional. The building associated with the account; typically applies to physical plant fund accounts. D FS160 BUILDING SQUARE FEET 019 06 000 000 X 00 0 (019-024) Optional. The number of square feet in the building associated with the account; typically applies to physical plant fund accounts. E FS162 DATE IN SERVICE 025 08 000 000 D 00 0 (025-032) Optional. The date the building was/will be placed in service. Enter month (mm), day (dd) and year (yy or ccyy) in the order required by your institution -- typically mmddyy or mmddccyy. If the date is not within the current century, you must include all four digits of the year. Enter the first character in the first position of the field: mmddyy__ F FS164 DATE OF RENOVATION 033 08 000 000 D 00 0 (CONTINUED) DATE RUN 08/17/00 Auburn University REPORT PAGE 26 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 01F SL ATTRIBUTES CONT2 F 128 FS 001 (CONTINUED) DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN (033-040) Optional. The date an addition or renovation was/will be completed on the building. Enter month (mm), day (dd) and year (yy or ccyy) in the order required by your institution -- typically mmddyy or mmddccyy. If the date is not within the current century, you must include all four digits of the year. Enter the first character in the first position of the field: mmddyy__ G FS166 BUILDING ORIG. COST 041 09 000 000 X 00 0 (041-049) Optional. Original cost of the building. Enter the amount in whole dollars. H FS170 AGENCY-ALPHA 050 04 000 000 X 00 0 (050-053) Optional. An external agency that regulates a grant associated with the account. I FS172 AGENCY-NUMBER 054 03 000 000 X 00 0 (054-056) Optional. An external agency that regulates a grant associated with the account. J FS290 AWARD AMOUNT 058 13 000 000 S 00 0 (058-070) Optional. Indicates the total amount awarded by the agency. * Change Log: 02/03/99 RP AU Changes Applied K FS294 A21 ACTIVITY CODE 071 02 000 000 X 00 0 (071-072) Optional. Designates the account classification as defined in federal OMB Circular A-21. Used in connect- ion with effort reporting on grants and contracts and with indirect cost rates approved by the federal gov- ernment, among other things. * Change Log: 02/03/99 RP AU Changes Applied L FS292 COST SHARING METHOD 073 01 000 000 X 00 0 (CONTINUED) DATE RUN 08/17/00 Auburn University REPORT PAGE 27 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 01F SL ATTRIBUTES CONT2 F 128 FS 001 (CONTINUED) DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN (073-073) Optional. Designates the method used to cost share by the university on a particular account. * Change Log: 02/03/99 RP AU Changes Applied M FS293 COST SHARING AMOUNT 074 13 000 000 S 00 0 (074-086) Optional. Designates how much in total dollars is to be cost shared by Auburn University. It will be used to accumulate the total amount required to be cost shared by the University for all awards during a particular period of time. * Change Log: 02/03/99 RP AU Changes Applied N FS291 DUPLICATE VOUCHERS 087 01 000 000 X 00 0 (087-087) Optional. Designates whether or not duplicate vouchers must be submitted to the awarding agency with the re- imbursement requests. * Change Log: 02/03/99 RP AU Changes Applied DATE RUN 08/17/00 Auburn University REPORT PAGE 28 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 01H SL G/C ATTRIBUTES F 128 FS 002 The 01H transaction enters grant/contract attribute data on a new SL project account. A 01A transaction creating the account must precede the 01H transaction. .................................................................................................................................. . 11111111111111111111111111111. . 11111111112222222222333333333344444444445555555555666666666677777777778888888888999999999900000000001111111111222222222. .12345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678. . . .AAABBBBBBBBBBCCDDEFFGHHHHIJKKKKLLLLMMMMNNNNNNNNNNNNOOOOOOOOOOPQQQQRSSSSSSSSTTTTTTTTUUUUUUUUVVVVVVVVWWWWWWWWXXXXXXXX . . . .................................................................................................................................. DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN A TRANSACTION CODE REQUIRED. MUST BE '01H'. 001 03 (001-003) B FS209 ACCOUNT NUMBER 004 10 000 000 N 00 0 Y (004-013) Required. The 10-digit account to be updated. The format is nnnnnn0000, where - nnnnnn is the 6-digit account (between 100001 and 999998) - 0002 indicates an attribute record C FS242 TYPE OF FUNDING 014 02 000 000 X 00 0 (014-015) Optional. The funding agency on a sponsored account. D FS244 TYPE OF RESEARCH 016 02 000 000 X 00 0 (016-017) Optional. For a project account, the type of research to be performed. E FS246 GRANT/CONTRACT 018 01 000 000 X 00 0 (018-018) Optional. Indicates whether the account is tied to a grant or contract. F FS248 RESEARCH PURPOSE 019 02 000 000 X 00 0 (019-020) Optional. For a project account, indicates the research objective. G FS250 DESIGNATION 021 01 000 000 X 00 0 (021-021) Optional. The status of a grant account. H FS251 PROJECT YEAR 022 04 000 000 X 00 0 (022-025) Optional. On a multi-year project with a new account for each year, associates the account number with a particular fiscal year. (CONTINUED) DATE RUN 08/17/00 Auburn University REPORT PAGE 29 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 01H SL G/C ATTRIBUTES F 128 FS 002 (CONTINUED) DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN Enter a project year only if you create a new account each year for this project. Enter all four digits of the year. I FS252 FIELD OF SCIENCE 026 01 000 000 X 00 0 (026-026) Optional. Relates a project account with research purposes to a particular science. J FS254 STATUS 027 01 000 000 X 00 0 (027-027) Optional. The activity status of the account. K FS256 PRINCIPAL INVEST. # 028 04 000 000 X 00 0 (028-031) Optional. Identifies the individual designated to manage a grant-supported project. L FS258 SPONSOR 032 04 000 000 X 00 0 (032-035) Optional. Agency sponsoring the grant or contract. M FS260 SPONSOR AWARD # 036 04 000 000 X 00 0 (036-039) Optional. The granting agency's identifier for the grant or contract that funds a project. N FS262 FEDERAL STATE ID# 040 12 000 000 X 00 0 (040-051) Optional. Additional identifier for a grant or contract from a federal or state agency. O FS264 PROPOSAL # 052 10 000 000 X 00 0 (052-061) Optional. The identifier on the original proposal. P FS268 OVERHEAD BASE #1 062 01 000 000 X 00 0 (062-062) Optional. The basis for calculating overhead as a percentage of direct costs. (This field is not related to FBM952/953 prorate or research automatic journal entry processing.) Q FS270 OVERHEAD RATE #1 063 04 000 000 X 00 0 (063-066) Optional. The rate for calculating overhead as a percentage of direct costs. (This field is not related to FBM952/953 prorate or research automatic journal entry processing.) R FS272 REPORTING FREQUENCY 067 01 000 000 X 00 0 (067-067) Optional. For a grant account, indicates how often a (CONTINUED) DATE RUN 08/17/00 Auburn University REPORT PAGE 30 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 01H SL G/C ATTRIBUTES F 128 FS 002 (CONTINUED) DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN fiscal report must be produced. S FS274 START DATE 068 08 000 000 D 00 0 (068-075) Optional. Date the account was established; the beginning of the budget period. Enter month (mm), day (dd) and year (yy or ccyy) in the order required by your institution -- typically mmddyy or mmddccyy. If the date is not within the current century, you must include all four digits of the year. Enter the first character in the first position of the field: mmddyy__ T FS276 END DATE 076 08 000 000 D 00 0 (076-083) Optional. Date the account is to be closed; the end of the budget period. May be used on an unrestricted account to denote a one-time allotment. Enter month (mm), day (dd) and year (yy or ccyy) in the order required by your institution -- typically mmddyy or mmddccyy. If the date is not within the current century, you must include all four digits of the year. Enter the first character in the first position of the field: mmddyy__ U FS278 TECH REPORT 084 08 000 000 D 00 0 (084-091) Optional. Date that a technical project report must be delivered to the sponsor. Enter month (mm), day (dd) and year (yy or ccyy) in the order required by your institution -- typically mmddyy or mmddccyy. If the date is not within the current century, you must include all four digits of the year. Enter the first character in the first position of the field: mmddyy__ V FS280 FISCAL REPORT DATE 092 08 000 000 D 00 0 (092-099) Optional. Date that a project fiscal report must be delivered to the sponsor. Enter month (mm), day (dd) and year (yy or ccyy) in the (CONTINUED) DATE RUN 08/17/00 Auburn University REPORT PAGE 31 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 01H SL G/C ATTRIBUTES F 128 FS 002 (CONTINUED) DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN order required by your institution -- typically mmddyy or mmddccyy. If the date is not within the current century, you must include all four digits of the year. Enter the first character in the first position of the field: mmddyy__ W FS282 INVENTS REPORT DATE 100 08 000 000 D 00 0 (100-107) Optional. Date that a project inventory report must be delivered to the sponsor. Enter month (mm), day (dd) and year (yy or ccyy) in the order required by your institution -- typically mmddyy or mmddccyy. If the date is not within the current century, you must include all four digits of the year. On a 6-position date, leave the last two positions of the input field blank: mmddyy__ X FS284 RENEWAL REPORT DATE 108 08 000 000 D 00 0 (108-115) Optional. Date that a renewal report must be filed to continue sponsorship. Enter month (mm), day (dd) and year (yy or ccyy) in the order required by your institution -- typically mmddyy or mmddccyy. If the date is not within the current century, you must include all four digits of the year. Enter the first character in the first position of the field: mmddyy__ DATE RUN 08/17/00 Auburn University REPORT PAGE 32 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 01Z SL DOLLAR DESC F 128 FS 999 The 01Z transaction enables you to create a dollar record for a specific object code and enter the line item description. (It is not necessary to add dollar records in this manner. You can post a dollar transaction to any account control that is valid for the 6-digit account. If it is a new account control the system creates the dollar record.) .................................................................................................................................. . 11111111111111111111111111111. . 11111111112222222222333333333344444444445555555555666666666677777777778888888888999999999900000000001111111111222222222. .12345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678. . . .AAABBBBBBBBBBCCCCCCCCCCCCCCCCCCCCDDDDDD . . . .................................................................................................................................. DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN A TRANSACTION CODE REQUIRED. MUST BE '01Z'. 001 03 (001-003) B FS909 ACCOUNT NUMBER 004 10 000 000 N 00 0 Y (004-013) Required. The 10-digit account to be created. Enter the 6-digit account number (in the range 100001 - 999998) followed by an object code (nnnn) that is consistent with Chart of Accounts and Global Subcode Edit requirements for the 6-digit account. C FS942 DOLLAR DESC 014 20 000 000 X 00 0 (014-033) Optional. A brief label to identify the type of line item, such as supplies, travel or equipment. D FS983 STATE OBJ CODE 034 06 000 000 X 00 0 (034-039) Optional. A classification, such as a state-defined object code or line item, which may be used to facilitate reporting in a non-FRS, mandated account format. DATE RUN 08/17/00 Auburn University REPORT PAGE 33 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 003 GL ATTRIBUTE MODIFY F 128 FZ 000 The GL Account Create transactions (00A-00J) load most attributes. Once the account exists, use the GL Attribute modify transaction (TC=003) to add or change attribute values. .................................................................................................................................. . 11111111111111111111111111111. . 11111111112222222222333333333344444444445555555555666666666677777777778888888888999999999900000000001111111111222222222. .12345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678. . . .AAABBBBBBBBBBCCCCCDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEFFFFFFGGGGGGH . . . .................................................................................................................................. DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN A TRANSACTION CODE REQUIRED. MUST BE '003'. 001 03 (001-003) B FZ004 ACCOUNT NUMBER 004 10 000 000 X 00 0 Y (004-013) Required. The account to be updated. - To modify attributes on a 6-digit account, use 0000 as the account control (last four digits) - To modify attributes on a dollar record (single 10-digit account), use the corresponding account control C FZ008 DBD ELEM NUM 014 05 000 000 X 00 0 Y (014-018) Required. Data element ID (FGnnn) of the attribute to be modified. D FZ010 NEW VALUE 019 40 000 000 X 00 0 Y (019-058) Required. The new attribute value which is to replace the existing value (Old Value). E FZ011 OLD VALUE 059 40 000 000 X 00 0 Y (059-098) Required for MASSCHANGE; required on a numeric field or an alphanumeric field less than six characters in length. The existing value which is to be replaced by the New Value. F FZ288 GL START ACCT 099 06 000 000 X 00 0 Y (099-104) Optional; applies only to MASSCHANGE. The first account in a range of accounts to be examined for updating. G FZ290 GL STOP ACCT 105 06 000 000 X 00 0 Y (105-110) Optional; applies only to MASSCHANGE. The final account in a range of accounts to be examined for updating. H FZ292 LIST SWITCH 111 01 000 000 X 00 0 Y (CONTINUED) DATE RUN 08/17/00 Auburn University REPORT PAGE 34 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 003 GL ATTRIBUTE MODIFY F 128 FZ 000 (CONTINUED) DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN (111-111) Optional; applies only to MASSCHANGE. Controls listing of changed accounts on the FBD010 Daily Diagnostics report. DATE RUN 08/17/00 Auburn University REPORT PAGE 35 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 004 SL ATTRIBUTE MODIFY F 128 FZ 000 The SL Account Create transactions (01A-01H) load most attributes. Once the account exists, use the SL Attribute modify transaction (TC=004) to add or change attribute values. .................................................................................................................................. . 11111111111111111111111111111. . 11111111112222222222333333333344444444445555555555666666666677777777778888888888999999999900000000001111111111222222222. .12345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678. . . .AAABBBBBBBBBBCCCCCDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEFFFFFFGGGGGGH . . . .................................................................................................................................. DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN A TRANSACTION CODE REQUIRED. MUST BE '004'. 001 03 (001-003) B FZ004 ACCOUNT NUMBER 004 10 000 000 X 00 0 Y (004-013) Required. The account to be updated. - To modify attributes on a 6-digit account, use 0000 as the object code (last four digits) - To modify attributes on a dollar record (single 10-digit account), use the corresponding object code C FZ008 DBD ELEM NUM 014 05 000 000 X 00 0 Y (014-018) Required. Data element ID (FSnnn) of the attribute to be modified. D FZ010 NEW VALUE 019 40 000 000 X 00 0 Y (019-058) Required. The new attribute value which is to replace the existing value (Old Value). E FZ011 OLD VALUE 059 40 000 000 X 00 0 Y (059-098) Required for MASSCHANGE; required on a numeric field or an alphanumeric field less than six characters in length. The existing value which is to be replaced by the New Value. F FZ294 SL START ACCT 099 06 000 000 X 00 0 Y (099-104) Optional; applies only to MASSCHANGE. The first account in a range of accounts to be examined for updating. G FZ296 SL STOP ACCT 105 06 000 000 X 00 0 Y (105-110) Optional; applies only to MASSCHANGE. The final account in a range of accounts to be examined for updating. H FZ292 LIST SWITCH 111 01 000 000 X 00 0 Y (CONTINUED) DATE RUN 08/17/00 Auburn University REPORT PAGE 36 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 004 SL ATTRIBUTE MODIFY F 128 FZ 000 (CONTINUED) DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN (111-111) Optional; applies only to MASSCHANGE. Controls listing of changed accounts on the FBD010 Daily Diagnostics report. DATE RUN 08/17/00 Auburn University REPORT PAGE 37 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 005 OC ATTRIBUTE MODIFY F 128 FZ 000 Use the OC Modify transaction (TC=005) to change the value of the vendor number, description or user-defined attribute fields on an Open Commitment (FO) record. .................................................................................................................................. . 11111111111111111111111111111. . 11111111112222222222333333333344444444445555555555666666666677777777778888888888999999999900000000001111111111222222222. .12345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678. . . .AAABBBBBBBBBBCCCCCDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEFFFFFFF . . . .................................................................................................................................. DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN A TRANSACTION CODE REQUIRED. MUST BE '005'. 001 03 (001-003) B FZ004 ACCOUNT NUMBER 004 10 000 000 X 00 0 Y (004-013) Required. 10-digit SL account number which (along with the PO reference) identifies the open commitment record. C FZ008 DBD ELEM NUM 014 05 000 000 X 00 0 Y (014-018) Required. Data element ID (FOnnn) of the attribute to be modified. D FZ010 NEW VALUE 019 40 000 000 X 00 0 Y (019-058) Required. The new attribute value which is to replace the existing value (Old Value). E FZ011 OLD VALUE 059 40 000 000 X 00 0 Y (059-098) Required only for a numeric field or an alphanumeric field less than six characters in length. The existing value which is to be replaced by the New Value. F FZ182 TRANS REFERENCE 099 07 000 000 X 00 0 Y (099-105) Required. The PO reference number which (along with the SL account number) identifies the open commitment record. DATE RUN 08/17/00 Auburn University REPORT PAGE 38 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 007 GL FLAG SET F 128 FZ 000 Use the 007 transaction to set flags that control activity on a GL account: Drop, Delete, Freeze, Review. Dropping an account removes it physically from the database. To drop a GL account: - All dollar fields must be zero - The account must be flagged as deleted - No mapping SL accounts may exist Deleting an account prevents future activity. The account will eventually be dropped during year-end processing. To delete a GL account: - All balance sheet dollar fields must be zero - The account can have no current month activity - Mapping SL accounts must have been deleted Freezing an account prevents further direct updates (except override journal entries), but not indirect updates. Placing an account on review causes diagnostic messages to be generated on all future activity. .................................................................................................................................. . 11111111111111111111111111111. . 11111111112222222222333333333344444444445555555555666666666677777777778888888888999999999900000000001111111111222222222. .12345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678. . . .AAABBBBBBBBBBCCCCCCCDDDEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEE . . . .................................................................................................................................. DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN A TRANSACTION CODE REQUIRED. MUST BE '007'. 001 03 (001-003) B FZ004 ACCOUNT NUMBER 004 10 000 000 X 00 0 Y (004-013) Required. The 10-digit account to be updated. To set a flag on a 6-digit account (for all account controls), enter 0000 as the last four digits of the account number. To set a flag on a 10-digit account, enter the specific account control. For Delete and Freeze: to set the Delete or Freeze flag, the account control MUST be 0000. You cannot delete/freeze a 10-digit account. (CONTINUED) DATE RUN 08/17/00 Auburn University REPORT PAGE 39 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 007 GL FLAG SET F 128 FZ 000 (CONTINUED) DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN C FZ112 GL FLAG NAME 014 07 000 000 X 00 0 (014-020) Required. The control flag to be turned on or off. Always include an equal sign (=) in the last position of the field: for example, DROP = to set the Drop flag. D FZ114 GL FLAG VALUE 021 03 000 000 X 00 0 (021-023) The value to which the flag is to be set: ON or OFF. E FZ016 COMMENTS 024 40 000 000 X 00 0 Y (024-063) Optional. Comments to document the transaction. DATE RUN 08/17/00 Auburn University REPORT PAGE 40 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 008 SL FLAG SET F 128 FZ 000 Use the 008 transaction to set flags that control activity on a SL account: Drop, Delete, Freeze, Review, ABR or Budget Suppress. Dropping an account removes it physically from the database. To drop a SL account: - All dollar fields must be zero - The account must be flagged as deleted Deleting an account prevents future activity. The account will eventually be dropped by the system during year-end processing. To delete a SL account: - BBA must be no more than 1.00 (absolute value) - The account can have no current month activity or outstanding commitments Freezing an account prevents most further updates, but allows budget revisions, encumbrance liquidations and override journal entries (tran code 062). Placing an account on review causes diagnostic messages to be generated on all future activity. The ABR flag determines whether an account participates in Automatic Budget Reallocation and indicates which ABR rule to apply. The Budget Suppress flag controls whether an over-budget message is issued when BBA (Budget Balance Available) is exceeded. .................................................................................................................................. . 11111111111111111111111111111. . 11111111112222222222333333333344444444445555555555666666666677777777778888888888999999999900000000001111111111222222222. .12345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678. . . .AAABBBBBBBBBBCCCCCCCDDDEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEE . . . .................................................................................................................................. DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN A TRANSACTION CODE REQUIRED. MUST BE '008'. 001 03 (001-003) B FZ004 ACCOUNT NUMBER 004 10 000 000 X 00 0 Y (004-013) Required. The account to be updated. (CONTINUED) DATE RUN 08/17/00 Auburn University REPORT PAGE 41 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 008 SL FLAG SET F 128 FZ 000 (CONTINUED) DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN To set a flag at the 6-digit account (for all account controls), enter 0000 as the last four digits of the account number. To set a flag on a 10-digit account, enter the specific account control (0010 - 9998). For Delete and Freeze: to set the Delete or Freeze flag, the account control MUST be 0000. You cannot delete/freeze a single 10-digit account. C FZ116 SL FLAG NAME 014 07 000 000 X 00 0 (014-020) Required. The control flag to be turned on or off. Always include an equal sign (=) in the last position of the field: for example, DROP = to set the Drop flag. D FZ118 SL FLAG VALUE 021 03 000 000 X 00 0 (021-023) The value to which the flag is to be set: - ON or OFF for Drop, Delete, Freeze, Review and Budget Suppress - 0 through 9 for ABR. E FZ016 COMMENTS 024 40 000 000 X 00 0 Y (024-063) Optional. Comments to document the transaction. DATE RUN 08/17/00 Auburn University REPORT PAGE 42 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 009 OC FLAG SET F 128 FZ 000 Use the 009 transaction to set flags that control activity on an open commitment (FO) record: Drop and System Drop. Turning on the Drop flag marks a record to be removed at month end. To drop an open commitment, current dollars must be zero. The System Drop flag marks a record to be removed immediately by FBD010. .................................................................................................................................. . 11111111111111111111111111111. . 11111111112222222222333333333344444444445555555555666666666677777777778888888888999999999900000000001111111111222222222. .12345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678. . . .AAABBBBBBBBBBCCCCCCCDDDEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEE FFFFFFF . . . .................................................................................................................................. DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN A TRANSACTION CODE REQUIRED. MUST BE '009'. 001 03 (001-003) B FZ004 ACCOUNT NUMBER 004 10 000 000 X 00 0 Y (004-013) Required. 10-digit SL account number which (along with the PO reference) identifies the open commitment record. Must have a dollar subcode (0010 - 9998). C FZ120 OC FLAG NAME 014 07 000 000 X 00 0 (014-020) Required. The control flag to be turned on or off. Always include an equal sign (=) in the last position of the field: for example, DROP = to set the Drop flag. D FZ122 OC FLAG VALUE 021 03 000 000 X 00 0 (021-023) The value to which the flag is to be set: ON or OFF. E FZ016 COMMENTS 024 40 000 000 X 00 0 Y (024-063) Optional. Comments to document the transaction. F FZ182 TRANS REFERENCE 099 07 000 000 X 00 0 Y (099-105) Required. The PO reference number which (along with the SL account number) identifies the open commitment record. DATE RUN 08/17/00 Auburn University REPORT PAGE 43 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 020 ORIGINAL BUDGET F 128 FZ 000 Use the 020 transaction to post an initial budget amount to a 10-digit SL account. Posting a budget turns off the account's ABR (Automatic Budget Reallocation) flag. .................................................................................................................................. . 11111111111111111111111111111. . 11111111112222222222333333333344444444445555555555666666666677777777778888888888999999999900000000001111111111222222222. .12345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678. . . .AAABBBBBBBBBBCCCCCCCDDDDEEEEEEEEEEEEEEEEEEEEFFFFFFFFFFFGHHHHHHH IIIIIIIIIIIJJ KKKKKKKLLLLLLLLLLLLLLLLLLMMMMMMMMMMMMMMM. . . .................................................................................................................................. DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN A TRANSACTION CODE REQUIRED. MUST BE '020'. 001 03 (001-003) B FZ004 ACCOUNT NUMBER 004 10 000 000 X 00 0 Y (004-013) Required. The 10-digit Subsidiary Ledger account to which the budget should be posted. Use a dollar subcode in the range 0010-9998. C FZ182 TRANS REFERENCE 014 07 000 000 X 00 0 Y (014-020) Optional; a reference number that relates the transaction to a source document. D FZ184 TRANS DATE 021 04 000 000 X 00 0 Y (021-024) Optional; defaults to the batch header date. The format is mmdd (month followed by day). E FZ186 TRANS DESC 025 20 000 000 X 00 0 Y (025-044) Optional. Brief explanation of the origin or purpose of the transaction. On a new dollar record, the system applies the description as the subcode description. F FZ024 AMOUNT 045 11 000 000 N 00 0 Y (045-055) Required. The amount to be applied to the Original Budget field; also updates the Revised Budget and Budget Balance Available. The amount is added to or deducted from the current balances according to the Debit/Credit Indicator on the transaction. Typically only one original budget transaction is posted; if there is an existing balance in the Original Budget field the system issues a warning message and applies the amount to the budget. Enter the amount in dollars and cents, omitting the (CONTINUED) DATE RUN 08/17/00 Auburn University REPORT PAGE 44 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 020 ORIGINAL BUDGET F 128 FZ 000 (CONTINUED) DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN decimal point, with the last digit in the right-most position of the field. Blanks are assumed to be zeroes. For example, you can enter $100 as ______10000 or ______100__ G FZ026 D/C INDICATOR 056 01 000 000 X 00 0 Y (056-056) Optional. Determines whether the transaction amount is to be posted as a debit or credit. Defaults to D (debit) on a expense account or C (credit) on a revenue account. A debit increases an expense budget and decreases a revenue budget. A credit increases a revenue budget and decreases an expense budget. H FZ190 TRANS SECOND REF 057 07 000 000 X 00 0 Y (057-063) Optional. An additional description or reference to a source document. I FZ194 TRANS ID 074 11 000 000 X 00 0 Y (074-084) Optional. An additional description or reference to a source document. J FZ168 TRANS DR CAMPUS 085 02 000 000 X 00 0 Y (085-086) Reserved by SCT for potential future enhancement of multi- campus capabilities. K FZ169 TRANS THIRD REF 089 07 000 000 X 00 0 Y (089-095) Optional. An additional description or reference to a source document. L FZ170 TRANS SCT RESERVED 096 18 000 000 X 00 0 Y (096-113) Reserved for future SCT use. Any data placed in this area will be copied to the Transaction History File. M FZ172 TRANS USER FILLER 114 15 000 000 X 00 0 Y (114-128) Reserved for user definition. Any data placed in this area will be copied to the Transaction History File. DATE RUN 08/17/00 Auburn University REPORT PAGE 45 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 021 BUDGET REVISION F 128 FZ 000 Use the 021 transaction to post a revision to the budget in a 10-digit SL account. Posting a budget turns off the account's ABR (Automatic Budget Reallocation) flag. If there is no original budget for the account, the system issues a warning message. .................................................................................................................................. . 11111111111111111111111111111. . 11111111112222222222333333333344444444445555555555666666666677777777778888888888999999999900000000001111111111222222222. .12345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678. . . .AAABBBBBBBBBBCCCCCCCDDDDEEEEEEEEEEEEEEEEEEEEFFFFFFFFFFFGHHHHHHH IIIIIIIIIIIJJ KKKKKKKLLLLLLLLLLLLLLLLLLMMMMMMMMMMMMMMM. . . .................................................................................................................................. DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN A TRANSACTION CODE REQUIRED. MUST BE '021'. 001 03 (001-003) B FZ004 ACCOUNT NUMBER 004 10 000 000 X 00 0 Y (004-013) Required. The 10-digit Subsidiary Ledger account to which the budget should be posted. Use a dollar subcode in the range 0010-9998. C FZ182 TRANS REFERENCE 014 07 000 000 X 00 0 Y (014-020) Optional; a reference number that relates the transaction to a source document. D FZ184 TRANS DATE 021 04 000 000 X 00 0 Y (021-024) Optional; defaults to the batch header date. The format is mmdd (month followed by day). E FZ186 TRANS DESC 025 20 000 000 X 00 0 Y (025-044) Optional. Brief explanation of the origin or purpose of the transaction. F FZ024 AMOUNT 045 11 000 000 N 00 0 Y (045-055) Required. The amount to be applied to the Revised Budget field; also updates the Budget Balance Available. The amount is added to or deducted from the current balances according to the Debit/Credit Indicator on the transaction. Enter the amount in dollars and cents, omitting the decimal point, with the last digit in the right-most (CONTINUED) DATE RUN 08/17/00 Auburn University REPORT PAGE 46 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 021 BUDGET REVISION F 128 FZ 000 (CONTINUED) DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN position of the field. Blanks are assumed to be zeroes. For example, you can enter $100 as ______10000 or ______100__ G FZ026 D/C INDICATOR 056 01 000 000 X 00 0 Y (056-056) Optional. Determines whether the transaction amount is to be posted as a debit or credit. Defaults to D (debit) on a expense account or C (credit) on a revenue account. A debit increases an expense budget and decreases a revenue budget. A credit increases a revenue budget and decreases an expense budget. H FZ190 TRANS SECOND REF 057 07 000 000 X 00 0 Y (057-063) Optional. An additional description or reference to a source document. I FZ194 TRANS ID 074 11 000 000 X 00 0 Y (074-084) Optional. An additional description or reference to a source document. J FZ168 TRANS DR CAMPUS 085 02 000 000 X 00 0 Y (085-086) Reserved by SCT for potential future enhancement of multi- campus capabilities. K FZ169 TRANS THIRD REF 089 07 000 000 X 00 0 Y (089-095) Optional. An additional description or reference to a source document. L FZ170 TRANS SCT RESERVED 096 18 000 000 X 00 0 Y (096-113) Reserved for future SCT use. Any data placed in this area will be copied to the Transaction History File. M FZ172 TRANS USER FILLER 114 15 000 000 X 00 0 Y (114-128) Reserved for user definition. Any data placed in this area will be copied to the Transaction History File. DATE RUN 08/17/00 Auburn University REPORT PAGE 47 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 022 BUDGET TRANSFER F 128 FZ 000 Use the 022 transaction to transfer revised budget from one 10-digit SL account to another. Posting a budget turns off the ABR (Automatic Budget Reallocation) flag on the receiving account. If there is no original budget for the account, the system issues a warning message. .................................................................................................................................. . 11111111111111111111111111111. . 11111111112222222222333333333344444444445555555555666666666677777777778888888888999999999900000000001111111111222222222. .12345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678. . . .AAABBBBBBBBBBCCCCCCCDDDDEEEEEEEEEEEEEEEEEEEEFFFFFFFFFFF GGGGGGGHHHHHHHHHHIIIIIIIIIIIJJ KKKKKKKLLLLLLLLLLLLLLLLLLMMMMMMMMMMMMMMM. . . .................................................................................................................................. DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN A TRANSACTION CODE REQUIRED. MUST BE '022'. 001 03 (001-003) B FZ004 ACCOUNT NUMBER 004 10 000 000 X 00 0 Y (004-013) Required. The 10-digit Subsidiary Ledger account to receive the debit. Use a dollar subcode in the range 0010-9998. The Debit and Credit Accounts must be both expense accounts, or both revenue accounts. In an expense budget transfer, the Debit Account RECEIVES the budget. In a revenue budget transfer, the Debit Account PROVIDES the budget. The providing account must contain sufficient BBA to cover the transaction amount. C FZ182 TRANS REFERENCE 014 07 000 000 X 00 0 Y (014-020) Optional; a reference number that relates the transaction to a source document. D FZ184 TRANS DATE 021 04 000 000 X 00 0 Y (021-024) Optional; defaults to the batch header date. The format is mmdd (month followed by day). E FZ186 TRANS DESC 025 20 000 000 X 00 0 Y (025-044) Optional. Brief explanation of the origin or purpose of the transaction. F FZ024 AMOUNT 045 11 000 000 N 00 0 Y (045-055) Required. The amount to be applied to the Revised Budget field; also updates the Budget Balance Available. The (CONTINUED) DATE RUN 08/17/00 Auburn University REPORT PAGE 48 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 022 BUDGET TRANSFER F 128 FZ 000 (CONTINUED) DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN amount is added to or deducted from the current balances according to the Debit/Credit Indicator on the transaction. Enter the amount in dollars and cents, omitting the decimal point, with the last digit in the right-most position of the field. Blanks are assumed to be zeroes. For example, you can enter $100 as ______10000 or ______100__ G FZ190 TRANS SECOND REF 057 07 000 000 X 00 0 Y (057-063) Optional. An additional description or reference to a source document. H FZ192 TRANS CREDIT ACCT 064 10 000 000 X 00 0 Y (064-073) Required. The 10-digit Subsidiary Ledger account to receive the credit. Use a dollar subcode in the range 0010-9998. The Debit and Credit Accounts must be both expense accounts, or both revenue accounts. In an expense budget transfer, the Credit Account SUPPLIES the budget. In a revenue budget transfer, the Credit Account RECEIVES the budget. The providing account must contain sufficient BBA to cover the transaction amount. I FZ194 TRANS ID 074 11 000 000 X 00 0 Y (074-084) Optional. An additional description or reference to a source document. J FZ168 TRANS DR CAMPUS 085 02 000 000 X 00 0 Y (085-086) Reserved by SCT for potential future enhancement of multi- campus capabilities. K FZ169 TRANS THIRD REF 089 07 000 000 X 00 0 Y (089-095) Optional. An additional description or reference to a source document. L FZ170 TRANS SCT RESERVED 096 18 000 000 X 00 0 Y (096-113) Reserved for future SCT use. Any data placed in this area will be copied to the Transaction History File. M FZ172 TRANS USER FILLER 114 15 000 000 X 00 0 Y (114-128) Reserved for user definition. Any data placed in this (CONTINUED) DATE RUN 08/17/00 Auburn University REPORT PAGE 49 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 022 BUDGET TRANSFER F 128 FZ 000 (CONTINUED) DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN area will be copied to the Transaction History File. DATE RUN 08/17/00 Auburn University REPORT PAGE 50 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 026 BUDGET CARRY FORWARD F 128 FZ 000 Use the 021 transaction to revise the budget in a 10- digit SL account by adding a prior year remainder. Posting a budget turns off the account's ABR (Automatic Budget Reallocation) flag. If there is no original budget for the account, the system issues a warning message. .................................................................................................................................. . 11111111111111111111111111111. . 11111111112222222222333333333344444444445555555555666666666677777777778888888888999999999900000000001111111111222222222. .12345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678. . . .AAABBBBBBBBBBCCCCCCCDDDDEEEEEEEEEEEEEEEEEEEEFFFFFFFFFFFGHHHHHHH IIIIIIIIIIIJJ KKKKKKKLLLLLLLLLLLLLLLLLLMMMMMMMMMMMMMMM. . . .................................................................................................................................. DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN A TRANSACTION CODE REQUIRED. MUST BE '026'. 001 03 (001-003) B FZ004 ACCOUNT NUMBER 004 10 000 000 X 00 0 Y (004-013) Required. The 10-digit Subsidiary Ledger account to which the budget should be posted. Use a dollar subcode in the range 0010-9998. C FZ182 TRANS REFERENCE 014 07 000 000 X 00 0 Y (014-020) Optional; a reference number that relates the transaction to a source document. D FZ184 TRANS DATE 021 04 000 000 X 00 0 Y (021-024) Optional; defaults to the batch header date. The format is mmdd (month followed by day). E FZ186 TRANS DESC 025 20 000 000 X 00 0 Y (025-044) Optional. Brief explanation of the origin or purpose of the transaction. F FZ024 AMOUNT 045 11 000 000 N 00 0 Y (045-055) Required. The amount to be applied to the Revised Budget field; also updates the Budget Balance Available. (The Past Budget is not updated.) The amount is added to or deducted from the current balances according to the Debit/Credit Indicator on the transaction. Enter the amount in dollars and cents, omitting the decimal point, with the last digit in the right-most (CONTINUED) DATE RUN 08/17/00 Auburn University REPORT PAGE 51 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 026 BUDGET CARRY FORWARD F 128 FZ 000 (CONTINUED) DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN position of the field. Blanks are assumed to be zeroes. For example, you can enter $100 as ______10000 or ______100__ G FZ026 D/C INDICATOR 056 01 000 000 X 00 0 Y (056-056) Optional. Determines whether the transaction amount is to be posted as a debit or credit. Defaults to D (debit) on a expense account or C (credit) on a revenue account. A debit increases an expense budget and decreases a revenue budget. A credit increases a revenue budget and decreases an expense budget. H FZ190 TRANS SECOND REF 057 07 000 000 X 00 0 Y (057-063) Optional. An additional description or reference to a source document. I FZ194 TRANS ID 074 11 000 000 X 00 0 Y (074-084) Optional. An additional description or reference to a source document. J FZ168 TRANS DR CAMPUS 085 02 000 000 X 00 0 Y (085-086) Reserved by SCT for potential future enhancement of multi- campus capabilities. K FZ169 TRANS THIRD REF 089 07 000 000 X 00 0 Y (089-095) Optional. An additional description or reference to a source document. L FZ170 TRANS SCT RESERVED 096 18 000 000 X 00 0 Y (096-113) Reserved for future SCT use. Any data placed in this area will be copied to the Transaction History File. M FZ172 TRANS USER FILLER 114 15 000 000 X 00 0 Y (114-128) Reserved for user definition. Any data placed in this area will be copied to the Transaction History File. DATE RUN 08/17/00 Auburn University REPORT PAGE 52 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 028 PAST YEAR BUDGET F 128 FZ 000 Use the 028 transaction to enter or revise the past-year budget in a 10-digit SL account. This is a memo entry that does not affect the budget balance available. The past budget is maintained for reference and comparison purposes. .................................................................................................................................. . 11111111111111111111111111111. . 11111111112222222222333333333344444444445555555555666666666677777777778888888888999999999900000000001111111111222222222. .12345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678. . . .AAABBBBBBBBBBCCCCCCCDDDDEEEEEEEEEEEEEEEEEEEEFFFFFFFFFFFGHHHHHHH IIIIIIIIIIIJJ KKKKKKKLLLLLLLLLLLLLLLLLLMMMMMMMMMMMMMMM. . . .................................................................................................................................. DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN A TRANSACTION CODE REQUIRED. MUST BE '028'. 001 03 (001-003) B FZ004 ACCOUNT NUMBER 004 10 000 000 X 00 0 Y (004-013) Required. The 10-digit Subsidiary Ledger account to which the budget should be posted. Use a dollar subcode in the range 0010-9998. C FZ182 TRANS REFERENCE 014 07 000 000 X 00 0 Y (014-020) Optional; a reference number that relates the transaction to a source document. D FZ184 TRANS DATE 021 04 000 000 X 00 0 Y (021-024) Optional; defaults to the batch header date. The format is mmdd (month followed by day). E FZ186 TRANS DESC 025 20 000 000 X 00 0 Y (025-044) Optional. Brief explanation of the origin or purpose of the transaction. F FZ024 AMOUNT 045 11 000 000 N 00 0 Y (045-055) Required. The amount to be applied to the Past Budget field. The amount is added to or deducted from the current balances according to the Debit/Credit Indicator on the transaction. Enter the amount in dollars and cents, omitting the decimal point, with the last digit in the right-most position of the field. Blanks are assumed to be zeroes. For example, you can enter $100 as ______10000 or ______100__ (CONTINUED) DATE RUN 08/17/00 Auburn University REPORT PAGE 53 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 028 PAST YEAR BUDGET F 128 FZ 000 (CONTINUED) DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN G FZ026 D/C INDICATOR 056 01 000 000 X 00 0 Y (056-056) Optional. Determines whether the transaction amount is to be posted as a debit or credit. Defaults to D (debit) on a expense account or C (credit) on a revenue account. A debit increases an expense budget and decreases a revenue budget. A credit increases a revenue budget and decreases an expense budget. H FZ190 TRANS SECOND REF 057 07 000 000 X 00 0 Y (057-063) Optional. An additional description or reference to a source document. I FZ194 TRANS ID 074 11 000 000 X 00 0 Y (074-084) Optional. An additional description or reference to a source document. J FZ168 TRANS DR CAMPUS 085 02 000 000 X 00 0 Y (085-086) Reserved by SCT for potential future enhancement of multi- campus capabilities. K FZ169 TRANS THIRD REF 089 07 000 000 X 00 0 Y (089-095) Optional. An additional description or reference to a source document. L FZ170 TRANS SCT RESERVED 096 18 000 000 X 00 0 Y (096-113) Reserved for future SCT use. Any data placed in this area will be copied to the Transaction History File. M FZ172 TRANS USER FILLER 114 15 000 000 X 00 0 Y (114-128) Reserved for user definition. Any data placed in this area will be copied to the Transaction History File. DATE RUN 08/17/00 Auburn University REPORT PAGE 54 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 029 FUTURE YEAR BUDGET F 128 FZ 000 Use the 029 transaction to enter or revise the next-year budget in a 10-digit SL account. This is a memo entry that does not affect the budget balance available. At year end, a future budget can be loaded (by FBY005) as the original budget for the account in the new year. .................................................................................................................................. . 11111111111111111111111111111. . 11111111112222222222333333333344444444445555555555666666666677777777778888888888999999999900000000001111111111222222222. .12345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678. . . .AAABBBBBBBBBBCCCCCCCDDDDEEEEEEEEEEEEEEEEEEEEFFFFFFFFFFFGHHHHHHH IIIIIIIIIIIJJ KKKKKKKLLLLLLLLLLLLLLLLLLMMMMMMMMMMMMMMM. . . .................................................................................................................................. DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN A TRANSACTION CODE REQUIRED. MUST BE '029'. 001 03 (001-003) B FZ004 ACCOUNT NUMBER 004 10 000 000 X 00 0 Y (004-013) Required. The 10-digit Subsidiary Ledger account to which the budget should be posted. Use a dollar subcode in the range 0010-9998. C FZ182 TRANS REFERENCE 014 07 000 000 X 00 0 Y (014-020) Optional a reference number that relates the transaction to a source document. D FZ184 TRANS DATE 021 04 000 000 X 00 0 Y (021-024) Optional; defaults to the batch header date. The format is mmdd (month followed by day). E FZ186 TRANS DESC 025 20 000 000 X 00 0 Y (025-044) Optional. Brief explanation of the origin or purpose of the transaction. F FZ024 AMOUNT 045 11 000 000 N 00 0 Y (045-055) Required. The amount to be applied to the Future Budget field. The amount is added to or deducted from the current balances according to the Debit/Credit Indicator on the transaction. Enter the amount in dollars and cents, omitting the decimal point, with the last digit in the right-most position of the field. Blanks are assumed to be zeroes. For example, you can enter $100 as ______10000 or ______100__ (CONTINUED) DATE RUN 08/17/00 Auburn University REPORT PAGE 55 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 029 FUTURE YEAR BUDGET F 128 FZ 000 (CONTINUED) DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN G FZ026 D/C INDICATOR 056 01 000 000 X 00 0 Y (056-056) Optional. Determines whether the transaction amount is to be posted as a debit or credit. Defaults to D (debit) on a expense account or C (credit) on a revenue account. A debit increases an expense budget and decreases a revenue budget. A credit increases a revenue budget and decreases an expense budget. H FZ190 TRANS SECOND REF 057 07 000 000 X 00 0 Y (057-063) Optional. An additional description or reference to a source document. I FZ194 TRANS ID 074 11 000 000 X 00 0 Y (074-084) Optional. An additional description or reference to a source document. J FZ168 TRANS DR CAMPUS 085 02 000 000 X 00 0 Y (085-086) Reserved by SCT for potential future enhancement of multi- campus capabilities. K FZ169 TRANS THIRD REF 089 07 000 000 X 00 0 Y (089-095) Optional. An additional description or reference to a source document. L FZ170 TRANS SCT RESERVED 096 18 000 000 X 00 0 Y (096-113) Reserved for future SCT use. Any data placed in this area will be copied to the Transaction History File. M FZ172 TRANS USER FILLER 114 15 000 000 X 00 0 Y (114-128) Reserved for user definition. Any data placed in this area will be copied to the Transaction History File. DATE RUN 08/17/00 Auburn University REPORT PAGE 56 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 03 CASH RECEIPT F 128 FZ 000 Use the 03x transaction to post a cash receipt to a GL or SL account. .................................................................................................................................. . 11111111111111111111111111111. . 11111111112222222222333333333344444444445555555555666666666677777777778888888888999999999900000000001111111111222222222. .12345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678. . . .AABCCCCCCCCCCDDDDDDDEEEEFFFFFFFFFFFFFFFFFFFFGGGGGGGGGGGHIIIIIII JJJJJJJJJJJKK LLLLLLLMMMMMMMMMMMMMMMMMMNNNNNNNNNNNNNNN. . . .................................................................................................................................. DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN A TRANSACTION CODE REQUIRED. MUST BE '03 '. 001 03 (001-003) B FZ180 TRANS DIGIT-3 003 01 000 000 X 00 0 Y (003-003) Required. The third digit of the transaction code; valid values are 0 through 9. The user-defined third digit allows the Accounting Office to distinguish different types of receipts. C FZ004 ACCOUNT NUMBER 004 10 000 000 X 00 0 Y (004-013) Required. The 10-digit GL or SL account to be updated. D FZ182 TRANS REFERENCE 014 07 000 000 X 00 0 Y (014-020) Optional; a reference number that relates the transaction to a source document. E FZ184 TRANS DATE 021 04 000 000 X 00 0 Y (021-024) Optional; defaults to the batch header date. The format is mmdd (month followed by day). F FZ186 TRANS DESC 025 20 000 000 X 00 0 Y (025-044) Optional. Brief explanation of the origin or purpose of the transaction. G FZ024 AMOUNT 045 11 000 000 N 00 0 Y (045-055) Required. The amount to be applied to the Current Month Actual balance; on a SL account also updates BBA (Budget Balance Available). The amount is added to or deducted from the balance according to the Debit/Credit Indicator on the transaction. Enter the amount in dollars and cents, omitting the decimal point, with the last digit in the right-most position of the field. Blanks are assumed to be zeroes. (CONTINUED) DATE RUN 08/17/00 Auburn University REPORT PAGE 57 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 03 CASH RECEIPT F 128 FZ 000 (CONTINUED) DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN For example, you can enter $100 as ______10000 or ______100__ H FZ026 D/C INDICATOR 056 01 000 000 X 00 0 Y (056-056) Optional. Determines whether the transaction amount is to be posted as a debit or credit. Defaults to C (credit). I FZ190 TRANS SECOND REF 057 07 000 000 X 00 0 Y (057-063) Optional. An additional description or reference to a source document. If the transaction is a suspense correction, the Reference 2 value must be the suspense correction number. J FZ194 TRANS ID 074 11 000 000 X 00 0 Y (074-084) Optional. An additional description or reference to a source document. K FZ168 TRANS DR CAMPUS 085 02 000 000 X 00 0 Y (085-086) Reserved by SCT for potential future enhancement of multi- campus capabilities. L FZ169 TRANS THIRD REF 089 07 000 000 X 00 0 Y (089-095) Optional. An additional description or reference to a source document. M FZ170 TRANS SCT RESERVED 096 18 000 000 X 00 0 Y (096-113) Reserved for future SCT use. Any data placed in this area will be copied to the Transaction History File. N FZ172 TRANS USER FILLER 114 15 000 000 X 00 0 Y (114-128) Reserved for user definition. Any data placed in this area will be copied to the Transaction History File. DATE RUN 08/17/00 Auburn University REPORT PAGE 58 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 04 CASH DISBURSEMENT F 128 FZ 000 Use the 04x transaction to post a cash disbursement to a GL or SL account. .................................................................................................................................. . 11111111111111111111111111111. . 11111111112222222222333333333344444444445555555555666666666677777777778888888888999999999900000000001111111111222222222. .12345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678. . . .AABCCCCCCCCCCDDDDDDDEEEEFFFFFFFFFFFFFFFFFFFFGGGGGGGGGGGHIIIIIII JJJJJJJJJJJKK LLLLLLLMMMMMMMMMMMMMMMMMMNNNNNNNNNNNNNNN. . . .................................................................................................................................. DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN A TRANSACTION CODE REQUIRED. MUST BE '04 '. 001 03 (001-003) B FZ180 TRANS DIGIT-3 003 01 000 000 X 00 0 Y (003-003) Required. The third digit of the transaction code; valid values are 0 through 9. The user-defined third digit allows the Accounting Office to distinguish different types of disbursements. C FZ004 ACCOUNT NUMBER 004 10 000 000 X 00 0 Y (004-013) Required. The 10-digit GL or SL account to be updated. D FZ182 TRANS REFERENCE 014 07 000 000 X 00 0 Y (014-020) Optional; a reference number that relates the transaction to a source document. If you want this disbursement to liquidate an encumbrance, enter the PO number or other encumbrance identifier. E FZ184 TRANS DATE 021 04 000 000 X 00 0 Y (021-024) Optional; defaults to the batch header date. The format is mmdd (month followed by day). F FZ186 TRANS DESC 025 20 000 000 X 00 0 Y (025-044) Optional. Brief explanation of the origin or purpose of the transaction. G FZ024 AMOUNT 045 11 000 000 N 00 0 Y (045-055) Required. The amount to be applied to the Current Month Actual balance; on a SL account also updates Encumbrances (if a lidquidation is processed) and BBA (Budget Balance Available). The amount is added to or deducted from the balance according to the Debit/Credit Indicator on the transaction. (CONTINUED) DATE RUN 08/17/00 Auburn University REPORT PAGE 59 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 04 CASH DISBURSEMENT F 128 FZ 000 (CONTINUED) DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN Enter the amount in dollars and cents, omitting the decimal point, with the last digit in the right-most position of the field. Blanks are assumed to be zeroes. For example, you can enter $100 as ______10000 or ______100__ H FZ028 D/C/P/F/N INDIC 056 01 000 000 X 00 0 Y (056-056) Optional. Determines whether the transaction amount is to be posted as a debit or credit and whether to liquidate a related encumbrance. Defaults to D (debit). I FZ190 TRANS SECOND REF 057 07 000 000 X 00 0 Y (057-063) Optional. An additional description or reference to a source document. The FBD018 Daily Cash Disbursements Listing Report assumes that this is the check number. If the transaction is a suspense correction, the Reference 2 value must be the suspense correction number. J FZ194 TRANS ID 074 11 000 000 X 00 0 Y (074-084) Optional. An additional description or reference to a source document. K FZ168 TRANS DR CAMPUS 085 02 000 000 X 00 0 Y (085-086) Reserved by SCT for potential future enhancement of multi- campus capabilities. L FZ169 TRANS THIRD REF 089 07 000 000 X 00 0 Y (089-095) Optional. An additional description or reference to a source document. M FZ170 TRANS SCT RESERVED 096 18 000 000 X 00 0 Y (096-113) Reserved for future SCT use. Any data placed in this area will be copied to the Transaction History File. N FZ172 TRANS USER FILLER 114 15 000 000 X 00 0 Y (114-128) Reserved for user definition. Any data placed in this area will be copied to the Transaction History File. DATE RUN 08/17/00 Auburn University REPORT PAGE 60 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 05 ENCUMBRANCE F 128 FZ 000 Use the 05x transaction to post an encumbrance to a SL account. .................................................................................................................................. . 11111111111111111111111111111. . 11111111112222222222333333333344444444445555555555666666666677777777778888888888999999999900000000001111111111222222222. .12345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678. . . .AABCCCCCCCCCCDDDDDDDEEEEFFFFFFFFFFFFFFFFFFFFGGGGGGGGGGGHIIIIIII JJJJJJJJJJJKK LLLLLLLMMMMMMMMMMMMMMMMMMNNNNNNNNNNNNNNN. . . .................................................................................................................................. DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN A TRANSACTION CODE REQUIRED. MUST BE '05 '. 001 03 (001-003) B FZ180 TRANS DIGIT-3 003 01 000 000 X 00 0 Y (003-003) Required. The third digit of the transaction code. Valid values are 0-9; use 9 if you want to prevent posting of an encumbrance that would cause an over-budget condition. Transactions 050 - 058 are accepted regardless of available budget; the system issues a warning message to diagnose an over-budget condition. C FZ004 ACCOUNT NUMBER 004 10 000 000 X 00 0 Y (004-013) Required. The Subsidiary Ledger account to be encumbered. D FZ182 TRANS REFERENCE 014 07 000 000 X 00 0 Y (014-020) Required. A reference number which, in combination with the account number, identifies the encumbrance. Typically a purchase order number. E FZ184 TRANS DATE 021 04 000 000 X 00 0 Y (021-024) Optional; defaults to the batch header date. The format is mmdd (month followed by day). F FZ186 TRANS DESC 025 20 000 000 X 00 0 Y (025-044) Optional. Brief explanation of the origin or purpose of the transaction. G FZ024 AMOUNT 045 11 000 000 N 00 0 Y (045-055) Required. The amount to be applied to the Encumbrances balance; also updates BBA (Budget Balance Available). The amount is added to or deducted from the ccurrent balance according to the Debit/Credit Indicator on the transaction. (CONTINUED) DATE RUN 08/17/00 Auburn University REPORT PAGE 61 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 05 ENCUMBRANCE F 128 FZ 000 (CONTINUED) DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN To cancel an existing encumbrance, you can enter 0 (zero) or leave the field blank. In this case, the D/C Indicator must be C (Credit). Enter the amount in dollars and cents, omitting the decimal point, with the last digit in the right-most position of the field. Blanks are assumed to be zeroes. For example, you can enter $100 as ______10000 or ______100__ H FZ026 D/C INDICATOR 056 01 000 000 X 00 0 Y (056-056) Optional. Determines whether the transaction amount is to be posted as a debit or credit. Defaults to D (debit), increasing encumbrances and decreasing BBA. I FZ190 TRANS SECOND REF 057 07 000 000 X 00 0 Y (057-063) Optional. An additional description or reference to a source document. J FZ194 TRANS ID 074 11 000 000 X 00 0 Y (074-084) Optional. An additional description or reference to a source document. K FZ168 TRANS DR CAMPUS 085 02 000 000 X 00 0 Y (085-086) Reserved by SCT for potential future enhancement of multi- campus capabilities. L FZ169 TRANS THIRD REF 089 07 000 000 X 00 0 Y (089-095) Optional. An additional description or reference to a source document. M FZ170 TRANS SCT RESERVED 096 18 000 000 X 00 0 Y (096-113) Reserved for future SCT use. Any data placed in this area will be copied to the Transaction History File. N FZ172 TRANS USER FILLER 114 15 000 000 X 00 0 Y (114-128) Reserved for user definition. Any data placed in this area will be copied to the Transaction History File. DATE RUN 08/17/00 Auburn University REPORT PAGE 62 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 06 JOURNAL ENTRY F 128 FZ 000 Use the 06x transaction (060-068) to post a journal entry, debiting one 10-digit account and crediting another. .................................................................................................................................. . 11111111111111111111111111111. . 11111111112222222222333333333344444444445555555555666666666677777777778888888888999999999900000000001111111111222222222. .12345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678. . . .AABCCCCCCCCCCDDDDDDDEEEEFFFFFFFFFFFFFFFFFFFFGGGGGGGGGGGHIIIIIIIJJJJJJJJJJKKKKKKKKKKKLLMMNNNNNNNOOOOOOOOOOOOOOOOOOPPPPPPPPPPPPPPP. . . .................................................................................................................................. DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN A TRANSACTION CODE REQUIRED. MUST BE '06 '. 001 03 (001-003) B FZ180 TRANS DIGIT-3 003 01 000 000 X 00 0 Y (003-003) Required. The third digit of the transaction code; valid values are 0 through 8 (9 is reserved for a compound journal entry). Use 2 to post against a frozen account. C FZ004 ACCOUNT NUMBER 004 10 000 000 X 00 0 Y (004-013) Required. The 10-digit GL or SL account to be debited. D FZ182 TRANS REFERENCE 014 07 000 000 X 00 0 Y (014-020) Optional; a reference number that relates the transaction to a source document. If you want this journal entry to liquidate an encumbrance, enter the PO number or other encumbrance identifier. E FZ184 TRANS DATE 021 04 000 000 X 00 0 Y (021-024) Optional; defaults to the batch header date. The format is mmdd (month followed by day). F FZ186 TRANS DESC 025 20 000 000 X 00 0 Y (025-044) Optional. Brief explanation of the origin or purpose of the transaction. G FZ024 AMOUNT 045 11 000 000 N 00 0 Y (045-055) Required. The amount to be added to or deducted from the Current Month Actual balance. On a SL account the BBA Budget Balance Available) is also updated. Enter the amount in dollars and cents, omitting the decimal point, with the last digit in the right-most position of the field. Blanks are assumed to be zeroes. (CONTINUED) DATE RUN 08/17/00 Auburn University REPORT PAGE 63 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 06 JOURNAL ENTRY F 128 FZ 000 (CONTINUED) DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN For example, you can enter $100 as ______10000 or ______100__ H FZ030 PART/FULL INDIC 056 01 000 000 X 00 0 Y (056-056) Optional. Determines whether the transaction is to liquidate an encumbrance specified in the Reference 1 field. Defaults to P (liquidate by the transaction amount if an Open Commitment record exists for the encumbrance.) I FZ190 TRANS SECOND REF 057 07 000 000 X 00 0 Y (057-063) Optional. An additional description or reference to a source document. If the transaction is a suspense correction, the Reference 2 value must be the suspense correction number. J FZ192 TRANS CREDIT ACCT 064 10 000 000 X 00 0 Y (064-073) Required. The 10-digit GL or SL account to be credited. K FZ194 TRANS ID 074 11 000 000 X 00 0 Y (074-084) Optional. An additional description or reference to a source document. L FZ168 TRANS DR CAMPUS 085 02 000 000 X 00 0 Y (085-086) Optional. In a multi-campus environment, the campus for the debit account. This permits mixed campus input and cross-campus journal entries. Defaults to the value on the batch header. M FZ226 TRANS CR CAMPUS 087 02 000 000 X 00 0 Y (087-088) Optional. In a multi-campus environment, the campus for the credit account. This permits mixed campus input and cross-campus journal entries. Defaults to the value on the batch header. N FZ169 TRANS THIRD REF 089 07 000 000 X 00 0 Y (089-095) Optional. An additional description or reference to a source document. O FZ170 TRANS SCT RESERVED 096 18 000 000 X 00 0 Y (096-113) Reserved for future SCT use. Any data placed in this area will be copied to the Transaction History File. P FZ172 TRANS USER FILLER 114 15 000 000 X 00 0 Y (CONTINUED) DATE RUN 08/17/00 Auburn University REPORT PAGE 64 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 06 JOURNAL ENTRY F 128 FZ 000 (CONTINUED) DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN (114-128) Reserved for user definition. Any data placed in this area will be copied to the Transaction History File. DATE RUN 08/17/00 Auburn University REPORT PAGE 65 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 069 COMPOUND JRNL ENTRY F 128 FZ 000 Use the 069 transaction to post a compound journal entry. A compound journal entry consists of a set of single-account entries, with total debits equal to total credits. .................................................................................................................................. . 11111111111111111111111111111. . 11111111112222222222333333333344444444445555555555666666666677777777778888888888999999999900000000001111111111222222222. .12345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678. . . .AAABBBBBBBBBBCCCCCCCDDDDEEEEEEEEEEEEEEEEEEEEFFFFFFFFFFFGHHHHHHHIIIIIIIIIIJJJJJJJJJJJKKLLMMMMMMMNNNNNNNNNNNNNNNNNNOOOOOOOOOOOOOOO. . . .................................................................................................................................. DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN A TRANSACTION CODE REQUIRED. MUST BE '069'. 001 03 (001-003) B FZ004 ACCOUNT NUMBER 004 10 000 000 X 00 0 Y (004-013) Required if the Credit Account is blank. Enter the debit account (10-digit GL or SL) in this field and leave the Credit Account blank, or enter a credit account and leave this field blank. C FZ182 TRANS REFERENCE 014 07 000 000 X 00 0 Y (014-020) Optional; a reference number that relates the transaction to a source document. If you want this journal entry to liquidate an encumbrance, enter the PO number or other encumbrance identifier. D FZ184 TRANS DATE 021 04 000 000 X 00 0 Y (021-024) Optional; defaults to the batch header date. The format is mmdd (month followed by day). E FZ186 TRANS DESC 025 20 000 000 X 00 0 Y (025-044) Optional. Brief explanation of the origin or purpose of the transaction. F FZ024 AMOUNT 045 11 000 000 N 00 0 Y (045-055) Required. The amount to be added to or deducted from the Current Month Actual balance of the specified account. On a SL account the BBA (Budget Balance Available) is also updated. Enter the amount in dollars and cents, omitting the decimal point, with the last digit in the right-most position of the field. Blanks are assumed to be zeroes. (CONTINUED) DATE RUN 08/17/00 Auburn University REPORT PAGE 66 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 069 COMPOUND JRNL ENTRY F 128 FZ 000 (CONTINUED) DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN For example, you can enter $100 as ______10000 or ______100__ G FZ028 D/C/P/F/N INDIC 056 01 000 000 X 00 0 Y (056-056) Optional. Determines whether the transaction amount is to liquidate an encumbrance specified in the Reference 1 field. Defaults to P (partial liquidation) if a debit account is specified with an encumbrance. Whether the amount is a debit or credit is determined by the account number. H FZ190 TRANS SECOND REF 057 07 000 000 X 00 0 Y (057-063) Optional. An additional description or reference to a source document. I FZ192 TRANS CREDIT ACCT 064 10 000 000 X 00 0 Y (064-073) Required if the Debit Account is blank. Enter the credit account (10-digit GL or SL) in this field and leave the Debit Account blank, or enter a debit account and leave this field blank. J FZ194 TRANS ID 074 11 000 000 X 00 0 Y (074-084) Optional. An additional description or reference to a source document. K FZ168 TRANS DR CAMPUS 085 02 000 000 X 00 0 Y (085-086) Optional. In a multi-campus environment, the campus for the debit account. This permits mixed campus input and cross-campus journal entries. Defaults to the value on the batch header. L FZ226 TRANS CR CAMPUS 087 02 000 000 X 00 0 Y (087-088) Optional. In a multi-campus environment, the campus for the credit account. This permits mixed campus input and cross-campus journal entries. Defaults to the value on the batch header. M FZ169 TRANS THIRD REF 089 07 000 000 X 00 0 Y (089-095) Optional. An additional description or reference to a source document. N FZ170 TRANS SCT RESERVED 096 18 000 000 X 00 0 Y (096-113) Reserved for future SCT use. Any data placed in this area will be copied to the Transaction History File. (CONTINUED) DATE RUN 08/17/00 Auburn University REPORT PAGE 67 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 069 COMPOUND JRNL ENTRY F 128 FZ 000 (CONTINUED) DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN O FZ172 TRANS USER FILLER 114 15 000 000 X 00 0 Y (114-128) Reserved for user definition. Any data placed in this area will be copied to the Transaction History File. DATE RUN 08/17/00 Auburn University REPORT PAGE 68 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 090 BANK TRANSFER F 128 FZ 000 Use the 090 transaction to transfer funds from one memo bank account to another. .................................................................................................................................. . 11111111111111111111111111111. . 11111111112222222222333333333344444444445555555555666666666677777777778888888888999999999900000000001111111111222222222. .12345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678. . . .AAABBBBBBBBBBCCCCCCCDDDDEEEEEEEEEEEEEEEEEEEEFFFFFFFFFFF GGGGGGGHHHHHHHHHHIIIIIIIIIIIJJ KKKKKKKLLLLLLLLLLLLLLLLLLMMMMMMMMMMMMMMM. . . .................................................................................................................................. DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN A TRANSACTION CODE REQUIRED. MUST BE '090'. 001 03 (001-003) B FZ020 FROM BANK 004 10 000 000 X 00 0 Y (004-013) Required. The bank from which cash is to be transferred. The format is 0000nn4000 (for a receipt transfer) or 0000nn5000 (for a disbursement transfer). 0000nn is the GL memo bank account; nn is the bank number. A receipt transfer decreases receipts in this bank; a disbursement transfer increases disbursements. C FZ182 TRANS REFERENCE 014 07 000 000 X 00 0 Y (014-020) Optional; a reference number that relates the transaction to a source document. D FZ184 TRANS DATE 021 04 000 000 X 00 0 Y (021-024) Optional; defaults to the batch header date. The format is mmdd (month followed by day). E FZ186 TRANS DESC 025 20 000 000 X 00 0 Y (025-044) Optional. Brief explanation of the origin or purpose of the transaction. F FZ024 AMOUNT 045 11 000 000 N 00 0 Y (045-055) Required. The amount to be transferred. The amount is added to or deducted from the cash and receipts or disbursements balances according to the To/From Bank designations and the type of transfer. Enter the amount in dollars and cents, omitting the decimal point, with the last digit in the right-most position of the field. Blanks are assumed to be zeroes. For example, you can enter $100 as ______10000 or (CONTINUED) DATE RUN 08/17/00 Auburn University REPORT PAGE 69 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 090 BANK TRANSFER F 128 FZ 000 (CONTINUED) DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN ______100__ G FZ190 TRANS SECOND REF 057 07 000 000 X 00 0 Y (057-063) Optional. An additional description or reference to a source document. H FZ022 TO BANK 064 10 000 000 X 00 0 Y (064-073) Required. The bank into which cash is to be transferred. The format is 0000nn4000 (for a receipt transfer) or 0000nn5000 (for a disbursement transfer). 0000nn is the GL memo bank account; nn is the bank number. A receipt transfer increases receipts in this bank; a disbursement transfer decreases disbursements. I FZ194 TRANS ID 074 11 000 000 X 00 0 Y (074-084) Optional. An additional description or reference to a source document. J FZ168 TRANS DR CAMPUS 085 02 000 000 X 00 0 Y (085-086) Reserved by SCT for potential future enhancement of multi- campus capabilities. K FZ169 TRANS THIRD REF 089 07 000 000 X 00 0 Y (089-095) Optional. An additional description or reference to a source document. L FZ170 TRANS SCT RESERVED 096 18 000 000 X 00 0 Y (096-113) Reserved for future SCT use. Any data placed in this area will be copied to the Transaction History File. M FZ172 TRANS USER FILLER 114 15 000 000 X 00 0 Y (114-128) Reserved for user definition. Any data placed in this area will be copied to the Transaction History File. DATE RUN 08/17/00 Auburn University REPORT PAGE 70 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 098 BEGINNING BALANCE F 128 FZ 000 Use the 098 transaction to enter a beginning balance in a GL account or SL project account. - An entry to a GL asset (1xxx), liability (2xxx) or fund balance (3xxx) account must include a credit account control. Typically 1100 (Claim on Cash) is used as the offset, which may appear on the debit or credit side of the entry. - An entry to a GL fund addition (4xxx) or fund deduction (5xxx) does not include a credit control - An entry to a SL expense or revenue account does not include a credit control .................................................................................................................................. . 11111111111111111111111111111. . 11111111112222222222333333333344444444445555555555666666666677777777778888888888999999999900000000001111111111222222222. .12345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678. . . .AAABBBBBBBBBBCCCCCCCDDDDEEEEEEEEEEEEEEEEEEEEFFFFFFFFFFFGHHHHHHH IIIIJJJJJJJJJJJKK LLLLLLLMMMMMMMMMMMMMMMMMMNNNNNNNNNNNNNNN. . . .................................................................................................................................. DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN A TRANSACTION CODE REQUIRED. MUST BE '098'. 001 03 (001-003) B FZ004 ACCOUNT NUMBER 004 10 000 000 X 00 0 Y (004-013) Required. The 10-digit GL or SL account to be updated. On a two-sided entry, this is the account to be debited. C FZ182 TRANS REFERENCE 014 07 000 000 X 00 0 Y (014-020) Optional. A reference number that relates the transaction to a source document. D FZ184 TRANS DATE 021 04 000 000 X 00 0 Y (021-024) Optional; defaults to the batch header date. The format is mmdd (month followed by day). E FZ186 TRANS DESC 025 20 000 000 X 00 0 Y (025-044) Optional. Brief explanation of the origin or purpose of the transaction. F FZ024 AMOUNT 045 11 000 000 N 00 0 Y (045-055) Required. For a GL account, the amount to be applied to the Beginning Balance and YTD Actual fields. For an SL project account, the amount applied to the Project-To-Date and BBA (Budget Balance Available) fields. (CONTINUED) DATE RUN 08/17/00 Auburn University REPORT PAGE 71 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 098 BEGINNING BALANCE F 128 FZ 000 (CONTINUED) DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN Enter the amount in dollars and cents, omitting the decimal point, with the last digit in the right-most position of the field. Blanks are assumed to be zeroes. For example, you can enter $100 as ______10000 or ______100__ G FZ026 D/C INDICATOR 056 01 000 000 X 00 0 Y (056-056) Optional. Determines whether the transaction amount is to be posted as a debit or credit. Defaults to D (debit) on a one-sided entry; specify C for a credit (such as a revenue or fund addition balance). The D/C indicator is ignored on a two-sided entry. H FZ190 TRANS SECOND REF 057 07 000 000 X 00 0 Y (057-063) Optional. An additional description or reference to a source document. I FZ038 CREDIT ACCT CONT 070 04 000 000 X 00 0 Y (070-073) Required if the Account Number field contains a GL asset (1xxx), liability (2xxx) or fund balance (3xxx) account. The account control for the credit side of the entry, typically 1100 (Claim on Cash). Both the debit and the credit are applied to the same 6-digit account. J FZ194 TRANS ID 074 11 000 000 X 00 0 Y (074-084) Optional. An additional description or reference to a source document. K FZ168 TRANS DR CAMPUS 085 02 000 000 X 00 0 Y (085-086) Reserved by SCT for potential future enhancement of multi- campus capabilities. L FZ169 TRANS THIRD REF 089 07 000 000 X 00 0 Y (089-095) Optional. An additional description or reference to a source document. M FZ170 TRANS SCT RESERVED 096 18 000 000 X 00 0 Y (096-113) Reserved for future SCT use. Any data placed in this area will be copied to the Transaction History File. N FZ172 TRANS USER FILLER 114 15 000 000 X 00 0 Y (114-128) Reserved for user definition. Any data placed in this area will be copied to the Transaction History File. DATE RUN 08/17/00 Auburn University REPORT PAGE 72 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 71A ACCT ATTRIBUTE F 128 GA 000 The 71A transaction creates an account attribute record for loading into the Accounts File (GAFILE) by the BDS Transaction Load (GBL020). Typically the transaction is generated by the BDS Account Extract (GBE010) from FRS Subsidiary Ledger (FSFILE) data. Transactions may be composed manually in the 71A format if appropriate. .................................................................................................................................. . 11111111111111111111111111111. . 11111111112222222222333333333344444444445555555555666666666677777777778888888888999999999900000000001111111111222222222. .12345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678. . . .AAABBCCDDDDDDDDDDEEEEEEEEEEEEEEEEEEEEFFFFFFFFFFFFFFFFFFFFGGHHIIJJJJJKKLLMMNNNNNNOOOOOOPPPPPPQRRRRSSSS . . . .................................................................................................................................. DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN A TRANSACTION CODE REQUIRED. MUST BE '71A'. 001 03 (001-003) B GA003 FISCAL YEAR 004 02 000 000 N 00 0 (004-005) C GA005 CAMPUS CODE 006 02 000 000 X 00 0 (006-007) D GA009 ACCOUNT NUMBER 008 10 000 000 N 00 0 (008-017) E GA042 DESCRIPTION 018 20 000 000 X 00 0 (018-037) F GA044 RESPONSIBLE PERSON 038 20 000 000 X 00 0 (038-057) G GA046 EXECUTIVE LEVEL 058 02 000 000 X 00 0 (058-059) H GA050 DIVISION 060 02 000 000 X 00 0 (060-061) I GA052 SCHOOL 062 02 000 000 X 00 0 (062-063) J GA054 DEPARTMENT 064 05 000 000 X 00 0 (064-068) K GA056 SUB DEPARTMENT 069 02 000 000 X 00 0 (069-070) L GA058 FUND GROUP 071 02 000 000 X 00 0 (071-072) M GA060 PURPOSE CODE 073 02 000 000 X 00 0 (073-074) N GA062 SECURITY CODE 075 06 000 000 X 00 0 (075-080) O GA064 RESPONS ROLL UP 081 06 000 000 X 00 0 (CONTINUED) DATE RUN 08/17/00 Auburn University REPORT PAGE 73 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 71A ACCT ATTRIBUTE F 128 GA 000 (CONTINUED) DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN (081-086) P GA066 PROG ROLL UP 087 06 000 000 X 00 0 (087-092) Q GA084 POSTING ACCOUNT 093 01 000 000 X 00 0 (093-093) R GA088 REVENUE PURPOSE 094 04 000 000 X 00 0 (094-097) S GA090 EXPENSE PURPOSE 098 04 000 000 X 00 0 (098-101) DATE RUN 08/17/00 Auburn University REPORT PAGE 74 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 71D ACCT DOLLAR F 128 GA 999 The 71D transaction creates an account dollar record for loading into the Accounts File (GAFILE) by the BDS Transaction Load (GBL020). Typically the transaction is generated by the BDS Account Extract (GBE010) from FRS Subsidiary Ledger (FSFILE) data. Transactions may be composed manually in the 71D format if appropriate. .................................................................................................................................. . 11111111111111111111111111111. . 11111111112222222222333333333344444444445555555555666666666677777777778888888888999999999900000000001111111111222222222. .12345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678. . . .AAABBCCDDDDDDDDDDEEEEEEEEEEEEEEEEEEEEFFFFFFFFFFFFFGHHHHHHHHHHHHHIJJJJJJJJJJJJJKLLLLLLLLLLLLLMNNNNNNNNNNNNNOPPPPPPPPPPPPPQ . . . .................................................................................................................................. DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN A TRANSACTION CODE REQUIRED. MUST BE '71D'. 001 03 (001-003) B GA903 FISCAL YEAR 004 02 000 000 N 00 0 (004-005) C GA905 CAMPUS CODE 006 02 000 000 X 00 0 (006-007) D GA909 ACCOUNT NUMBER 008 10 000 000 N 00 0 (008-017) E GA942 DOLLAR DESC 018 20 000 000 X 00 0 (018-037) F GA958 PRIOR YEAR ACTUAL 038 13 000 000 S 00 0 (038-050) G GZ016 D/C INDICATOR 051 01 000 000 X 00 0 Y (051-051) H GA960 BASE YR ORIGINAL AMT 052 13 000 000 S 00 0 (052-064) I GZ016 D/C INDICATOR 065 01 000 000 X 00 0 Y (065-065) J GA962 BASE YR REVISED AMT 066 13 000 000 S 00 0 (066-078) K GZ016 D/C INDICATOR 079 01 000 000 X 00 0 Y (079-079) L GA964 BASE YR ACTUAL AMT 080 13 000 000 S 00 0 (080-092) M GZ016 D/C INDICATOR 093 01 000 000 X 00 0 Y (093-093) N GA966 PAST BUDGET AMT 094 13 000 000 S 00 0 (094-106) O GZ016 D/C INDICATOR 107 01 000 000 X 00 0 Y (CONTINUED) DATE RUN 08/17/00 Auburn University REPORT PAGE 75 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 71D ACCT DOLLAR F 128 GA 999 (CONTINUED) DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN (107-107) P GA968 FUTURE BUDGET AMT 108 13 000 000 S 00 0 (108-120) Q GZ016 D/C INDICATOR 121 01 000 000 X 00 0 Y (121-121) DATE RUN 08/17/00 Auburn University REPORT PAGE 76 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 721 POSITION F 128 GP 000 The 721 transaction creates a position record for loading into the Position File (GPFILE) by the BDS Transaction Load (GBL020). Typically the transaction is generated by the BDS Personnel Data Extract (GBE015) from HRS position control data (EPFILE). Transactions may be composed manually in the 721 format if appropriate. .................................................................................................................................. . 11111111111111111111111111111. . 11111111112222222222333333333344444444445555555555666666666677777777778888888888999999999900000000001111111111222222222. .12345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678. . . .AAABBCCDDDDDD EEEFGGGGHHHHHHHHHHHHHHHHHHHHIIIIIIIIJJJJJJJJKLMNOPPPQQQQQRRRRRSTUVWXXYYYYYZZZZZABCCCCDEF HHHHHHIIIIIIIIIJJJJJJJJJ . . . .................................................................................................................................. DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN A TRANSACTION CODE REQUIRED. MUST BE '721'. 001 03 (001-003) B GP004 POS FISCAL YEAR 004 02 000 000 N 00 0 (004-005) C GP013 CAMPUS CODE 006 02 000 000 X 00 0 (006-007) D GP010 POSITION NUMBER 008 06 000 000 X 00 0 (008-013) E GP012 USER IDENT 015 03 000 000 X 00 0 (015-017) F GP014 JOB CODE 018 01 000 000 X 00 0 (018-018) G GP020 CLASSIFICATION CODE 019 04 000 000 X 00 0 (019-022) H GP022 POSITION CLASS TITLE 023 20 000 000 X 00 0 (023-042) I GP024 POSITION BEGIN DATE 043 08 000 000 D 00 0 (043-050) J GP026 POSITION END DATE 051 08 000 000 D 00 0 (051-058) K GP028 POSITION TYPE 059 01 000 000 X 00 0 (059-059) L GP030 POSITION AUTHORIZED 060 01 000 000 X 00 0 (060-060) M GP032 POSITION FROZEN 061 01 000 000 X 00 0 (061-061) N GP034 PERM/TEMP INDICATOR 062 01 000 000 X 00 0 (062-062) O GP036 RESTRICTED POSITION 063 01 000 000 X 00 0 (CONTINUED) DATE RUN 08/17/00 Auburn University REPORT PAGE 77 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 721 POSITION F 128 GP 000 (CONTINUED) DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN (063-063) P GP040 DIVISION 064 03 000 000 X 00 0 (064-066) Q GP042 DEPARTMENT 067 05 000 000 X 00 0 (067-071) R GP044 UNIT 072 05 000 000 X 00 0 (072-076) S GP048 POSITIVE/EXCEPTION 077 01 000 000 X 00 0 (077-077) T GP050 CALENDAR IDENT 078 01 000 000 X 00 0 (078-078) U GP052 PAY TYPE 079 01 000 000 X 00 0 (079-079) V GP054 PAY RATE TYPE 080 01 000 000 X 00 0 (080-080) W GP082 PAY PERIOD TYPE 081 01 000 000 X 00 0 (081-081) X GP080 PAY PERIODS NUMBER 082 02 000 000 N 00 0 (082-083) Y GP056 LOW SALARY SCHEDULE 084 05 000 000 X 00 0 (084-088) Z GP064 HIGH SALARY SCHEDULE 089 05 000 000 X 00 0 (089-093) A GP072 DIFFERENTIAL 1 094 01 000 000 X 00 0 (094-094) B GP074 DIFFERENTIAL 2 095 01 000 000 X 00 0 (095-095) C GP078 LABOR OBJECT CODE 096 04 000 000 X 00 0 (096-099) D GP084 GRANT CONTRACT FLAG 100 01 000 000 X 00 0 (100-100) E GP092 POSITION JOB CODE 101 01 000 000 X 00 0 (101-101) F GP094 POSITION ROLL FLAG 102 01 000 000 X 00 0 R-X0019 -ELEMENT NOT UPDATEABLE DXGP098103000000Y OVERRIDE DIST FLAG 000 (102-102) G GP100 PRIOR POSITION 104 06 000 000 X 00 0 (104-109) H GP102 POSITION AMOUNT 110 09 000 000 S 00 0 (110-118) I GP112 POSITION FTE 119 09 000 000 S 00 0 (119-127) DATE RUN 08/17/00 Auburn University REPORT PAGE 78 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 731 POSITION FUNDING F 128 GF 000 The 731 transaction creates a position funding record for loading into the Position Funding File (GFFILE) by the BDS Transaction Load (GBL020). Typically the transaction is generated by the BDS Personnel Data Extract (GBE015) from HRS position control data (EPFILE). Transactions may be composed manually in the 731 format if appropriate. .................................................................................................................................. . 11111111111111111111111111111. . 11111111112222222222333333333344444444445555555555666666666677777777778888888888999999999900000000001111111111222222222. .12345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678. . . .AAABBCCDDDDDD EEEFGGGHHIIJJJJJJJJJJKKKKKKKKLLLLLLLLMMMMMMMMMNNNNNNNNNNOOOOOOOOOOOOOOPPPPPPPPPQQQQQQQR . . . .................................................................................................................................. DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN A TRANSACTION CODE REQUIRED. MUST BE '731'. 001 03 (001-003) B GF014 FISCAL YEAR 004 02 000 000 N 00 0 (004-005) C GF022 CAMPUS CODE 006 02 000 000 X 00 0 (006-007) D GF018 POSITION 008 06 000 000 X 00 0 (008-013) E GF020 USER 015 03 000 000 X 00 0 (015-017) F GF024 JOB GROUP 018 01 000 000 X 00 0 (018-018) G GF026 SEQUENCE 019 03 000 000 N 00 0 Y (019-021) H GF006 FUNDING ACCT FY 022 02 000 000 N 00 0 (022-023) I GF008 FUNDING ACCT CC 024 02 000 000 X 00 0 (024-025) J GF010 FUNDING ACCOUNT 026 10 000 000 N 00 0 (026-035) K GF040 START DATE 036 08 000 000 D 00 0 (036-043) L GF048 END DATE 044 08 000 000 D 00 0 (044-051) M GF056 FUNDING AMOUNT 052 09 000 000 S 00 0 (052-060) N GF058 FUNDING PERCENTAGE 061 10 000 000 S 00 0 (061-070) O GF060 BENEFIT ACCOUNT 071 14 000 000 X 00 0 (CONTINUED) DATE RUN 08/17/00 Auburn University REPORT PAGE 79 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 731 POSITION FUNDING F 128 GF 000 (CONTINUED) DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN (071-084) P GF080 BENEFIT AMOUNT 085 09 000 000 S 00 0 (085-093) Q GF078 BENEFIT PERCENTAGE 094 07 000 000 S 00 0 (094-100) R GF076 FIXED BENEFIT IND 101 01 000 000 X 00 0 (101-101) DATE RUN 08/17/00 Auburn University REPORT PAGE 80 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 741 EMPLOYEE F 128 GE 000 The 741 transaction creates an employee record for loading into the Employee File (GEFILE) by the BDS Transaction Load (GBL020). Typically the transaction is generated by the BDS Personnel Data Extract (GBE015) from HRS employee (EAFILE and EBFILE) data. Transactions may be composed manually in the 741 format if appropriate. .................................................................................................................................. . 11111111111111111111111111111. . 11111111112222222222333333333344444444445555555555666666666677777777778888888888999999999900000000001111111111222222222. .12345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678. . . .AAABBCCCCCCCCCDDDEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEFFFGGGGGHHHHHIIIIIIII . . . .................................................................................................................................. DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN A TRANSACTION CODE REQUIRED. MUST BE '741'. 001 03 (001-003) B GE004 GE FISCAL YEAR 004 02 000 000 N 00 0 (004-005) C GE008 EMPLOYEE ID 006 09 000 000 N 00 0 (006-014) D GE010 USER ID 015 03 000 000 X 00 0 (015-017) E GE012 EMPLOYEE NAME 018 30 000 000 X 00 0 (018-047) F GE014 EMPLOYEE DIVISION 048 03 000 000 X 00 0 (048-050) G GE016 EMPLOYEE DEPARTMENT 051 05 000 000 X 00 0 (051-055) H GE018 EMPLOYEE UNIT 056 05 000 000 X 00 0 (056-060) I GE020 SERVICE DATE 061 08 000 000 D 00 0 (061-068) DATE RUN 08/17/00 Auburn University REPORT PAGE 81 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 751 ASSIGNMENT F 128 GS 000 The 751 transaction creates an employee assignment record for loading into the Assignment File (GSFILE) by the BDS Transaction Load (GBL020). Typically the transaction is generated by the BDS Personnel Data Extract (GBE015) from HRS corporation (EBFILE) or employee (EKFILE) data. Transactions may be composed manually in the 751 format if appropriate. .................................................................................................................................. . 11111111111111111111111111111. . 11111111112222222222333333333344444444445555555555666666666677777777778888888888999999999900000000001111111111222222222. .12345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678. . . .AAABBCCDDDDDDDDDEEEFGGGHHHHHH IIIIIIIIJJJJJJJJKKKKKLLLLLMMMMMMNNNNNNNOPQRRRRSSSSSSSSS . . . .................................................................................................................................. DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN A TRANSACTION CODE REQUIRED. MUST BE '751'. 001 03 (001-003) B GS004 POS FISCAL YEAR 004 02 000 000 N 00 0 (004-005) C GS012 CAMPUS CODE 006 02 000 000 X 00 0 (006-007) D GS010 EMPLOYEE ID 008 09 000 000 N 00 0 (008-016) E GS011 USER IDENT 017 03 000 000 X 00 0 (017-019) F GS014 JOB CODE 020 01 000 000 X 00 0 (020-020) G GS016 SEQUENCE NUMBER 021 03 000 000 N 00 0 Y (021-023) H GS030 POSITION NUMBER 024 06 000 000 X 00 0 (024-029) I GS040 ASSIGNMENT BEGIN DAT 031 08 000 000 D 00 0 (031-038) J GS042 ASSIGNMENT END DATE 039 08 000 000 D 00 0 (039-046) K GS044 SALARY SCHEDULE 047 05 000 000 X 00 0 (047-051) L GS052 REGULAR HOURS PAID 052 05 000 000 S 00 0 (052-056) M GS054 FULL TIME EQUIV. 057 06 000 000 S 00 0 (057-062) N GS056 PAY RATE 063 07 000 000 S 00 0 (063-069) (CONTINUED) DATE RUN 08/17/00 Auburn University REPORT PAGE 82 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 751 ASSIGNMENT F 128 GS 000 (CONTINUED) DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN O GS058 PAY RATE TYPE 070 01 000 000 X 00 0 (070-070) P GS060 DIFFERENTIAL 1 071 01 000 000 X 00 0 (071-071) Q GS062 DIFFERENTIAL 2 072 01 000 000 X 00 0 (072-072) R GS064 LABOR OBJECT CODE 073 04 000 000 X 00 0 (073-076) S GS066 ANNUAL SALARY 077 09 000 000 S 00 0 (077-085) DATE RUN 08/17/00 Auburn University REPORT PAGE 83 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT IH1 PI HEADER CREATE F 128 PI 000 The Header Create (IH1) transaction is the first in a set of transactions entered to define an invoice. Following the IH1 data, one or more series of ILn transactions follow, defining the line items. *Change log: 04/25/00 RE: sct tos FPIBM021 (FPP020) * .................................................................................................................................. . 11111111111111111111111111111. . 11111111112222222222333333333344444444445555555555666666666677777777778888888888999999999900000000001111111111222222222. .12345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678. . . .AAABBBBBBBCCCCCCCCCCCCCCDDDDDDDDEEEEEEEEFFFFFFFFFFFGGGHIJKKKKKKKKKKKKKKLLLLLLLMMNNNNNNOPPPPPPPPPPPPPPPQQQRRRRRSTTTUUVW . . . .................................................................................................................................. DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN A TRANSACTION CODE REQUIRED. MUST BE 'IH1'. 001 03 (001-003) B PI004 PI PO NUMBER 004 07 000 000 X 00 0 (004-010) Required. Identifies the purchase order document to which the invoice corresponds. *Change log: 04/25/00 RE: sct tos FPIBM021 (FPP020) * C PI008 PI INVOICE NUMBER 011 14 000 000 X 00 0 (011-024) Required. The invoice number uniquely identifies the invoice document that is being processed. The value must be an explicit document ID, unique within the Document file (PIFILE) for the specified PO. This may be up to 14 alphanumeric positions, not all zeros and not all spaces. *Change log: 04/25/00 RE: sct tos FPIBM021 (FPP020) * D PI036 PI INH INVOICE DATE 025 08 000 000 D 00 0 (025-032) Required. This is the date of the invoice. If the invoice date is not entered, it will default to the system date. Enter month (mm), day (dd) and year (yy or ccyy) in the order required by your institution -- typically mmddyy or mmddccyy. If the date is not within the current century, you must include all four digits of the year. Enter the first character in the first position of the (CONTINUED) DATE RUN 08/17/00 Auburn University REPORT PAGE 84 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT IH1 PI HEADER CREATE F 128 PI 000 (CONTINUED) DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN field: mmddyy__ *Change log: 04/25/00 RE: sct tos FPIBM021 (FPP020) * E PI038 PI INH DUE DATE 033 08 000 000 D 00 0 (033-040) Optional. The date to appear on the document.This is the date by which the invoice should be paid. The due date is required when a check number is entered. Enter month (mm), day (dd) and year (yy or ccyy) in the order required by your institution -- typically mmddyy or mmddccyy. If the date is not within the current century, you must include all four digits of the year. Enter the first character in the first position of the field: mmddyy__ *Change log: 04/25/00 RE: sct tos FPIBM021 (FPP020) * F PI040 PI INH GROSS AMT 041 11 000 000 S 00 0 (041-051) Required. Indicates the gross amount of the invoice. The amount includes all line items and any extra charges that apply to the entire order. The amount must be in the type of currency specified on the purchase order. If the gross amount is equal to the total of all line amounts, the batch update program, PBD010, will set the invoice in-process value to off (set to "0"). *Change log: 04/25/00 RE: sct tos FPIBM021 (FPP020) * G PI042 PI INH CURRENCY CODE 052 03 000 000 X 00 0 (052-054) Optional. Specifies the currency used by the vendor. The currency code is retrieved from the purchase order if it is not entered on the transaction record. *Change log: 04/25/00 RE: sct tos FPIBM021 (FPP020) * H PI044 PI INH HOLD CODE 055 01 000 000 X 00 0 (055-055) Optional. Indicates whether to hold this invoice to prevent it from being transferred to a voucher and sent to Accounts Payable. Default of blank means do not hold this invoice. *Change log: 04/25/00 RE: sct tos FPIBM021 (FPP020) (CONTINUED) DATE RUN 08/17/00 Auburn University REPORT PAGE 85 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT IH1 PI HEADER CREATE F 128 PI 000 (CONTINUED) DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN * I PI046 PI INH ENCLOSURE CD 056 01 000 000 X 00 0 (056-056) Optional. Indicates that there will be an enclosure with the check. The value for the enclosure code may indicate to the user what type of enclosure is to be included. Default of blank means no enclosure code. *Change log: 04/25/00 RE: sct tos FPIBM021 (FPP020) * J PI048 PI INH CR MEMO FLAG 057 01 000 000 X 00 0 (057-057) Optional. Indicates that this invoice is a credit memo. If the value is "Y" the system will reduce the quantity and amount on the invoice for each affected line item of the purchase order. Default is "N", this is not a credit memo. *Change log: 04/25/00 RE: sct tos FPIBM021 (FPP020) * K PI050 PI INH ORIGINAL INV 058 14 000 000 X 00 0 (058-071) Optional. This is usually used on credit memos. It identifies the invoice with which this document is associated. *Change log: 04/25/00 RE: sct tos FPIBM021 (FPP020) * L PI052 PI INH VOUCHER NO 072 07 000 000 X 00 0 (072-078) Required. Indicates the voucher number assigned to this invoice. To use the automatic feature, enter 0 into the first position and the system will retrieve the next available number. *Change log: 04/25/00 RE: sct tos FPIBM021 (FPP020) * M PI062 PI INH BANK CODE 079 02 000 000 N 00 0 (079-080) Optional. Indicates the bank from which the invoice will be paid. You may leave the field blank if you want Accounts Payable to determine the appropriate bank. If you specify a check number (for a prepaid invoice), you must specify a bank number. *Change log: 04/25/00 RE: sct tos FPIBM021 (FPP020) * N PI064 PI INH CHECK NUMBER 081 06 000 000 X 00 0 (081-086) Optional. Indicates the number of the check used to (CONTINUED) DATE RUN 08/17/00 Auburn University REPORT PAGE 86 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT IH1 PI HEADER CREATE F 128 PI 000 (CONTINUED) DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN pay this invoice. If you enter a check number, you must enter a bank number and invoice due date. If check number is entered, this should not be a credit memo. *Change log: 04/25/00 RE: sct tos FPIBM021 (FPP020) * O PI066 PI INH PAY OPTION 087 01 000 000 X 00 0 (087-087) Optional. Indicates whether special processing is to be applied to this invoice in Accounts Payable. *Change log: 04/25/00 RE: sct tos FPIBM021 (FPP020) * P PI068 PI INH VOUCHER DESC 088 15 000 000 X 00 0 (088-102) Optional. This element contains descriptive information about the voucher. This information is printed on the check stub in Accounts Payable. *Change log: 04/25/00 RE: sct tos FPIBM021 (FPP020) * Q PI120 INV DISC DUE DAYS 103 03 000 000 N 00 0 (103-105) Optional. This element defines the number of days during which the discount will be applied to this invoice. The system copies this value from the purchase order header if the value is not on the input transaction. *Change log: 04/25/00 RE: sct tos FPIBM021 (FPP020) * R PI121 INV DISC PERCENT 106 05 000 000 S 00 0 (106-110) Optional. This element defines the discount percentage allowed for early payment of this invoice. The system copies this value from the purchase order header if the value is not on the input transaction. *Change log: 04/25/00 RE: sct tos FPIBM021 (FPP020) * S PI122 INV DISC INDICATOR 111 01 000 000 X 00 0 (111-111) Optional. This element defines the other terms to be applied to payment of this invoice. The system copies this value from the terms on the purchase order header if the value is not on the input transaction. *Change log: 04/25/00 RE: sct tos FPIBM021 (FPP020) * T PI123 INV PAY DAYS 112 03 000 000 N 00 0 (CONTINUED) DATE RUN 08/17/00 Auburn University REPORT PAGE 87 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT IH1 PI HEADER CREATE F 128 PI 000 (CONTINUED) DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN (112-114) Optional. This element specifies the number of days before this invoice must be paid. The system copies this value from the purchase order header if the value is not on the input transaction. *Change log: 04/25/00 RE: sct tos FPIBM021 (FPP020) * U PI134 PI FISCAL YEAR 115 02 000 000 X 00 0 (115-116) Optional. This is the fiscal year to which the invoice expense should be posted. If fiscal year is not specified on the input transaction or is invalid, the fiscal year will default to the fiscal year according to the default invoice fiscal year indicator entered on screen 310. The default may be set to the PO fiscal year or the current fiscal year. If the default invoice fiscal year indicator was not entered, the fiscal year will default to the purchase order fiscal year. *Change log: 04/25/00 RE: sct tos FPIBM021 (FPP020) * V PI136 PI INH 1099 CODE 117 01 000 000 X 00 0 (117-117) Optional. This field contains the 1099 code or 1042 code for the voucher. You can assign a 1099 code on the invoice header only if no 1099 code is assigned to any line item. *Change log: 04/25/00 RE: sct tos FPIBM021 (FPP020) * W PI138 PI PAY EFT 118 01 000 000 X 00 0 (118-118) Optional. This field contains the EFT pay option. If a value is entered, the vendor must be an EFT partner. *Change log: 04/25/00 RE: sct tos FPIBM021 (FPP020) * DATE RUN 08/17/00 Auburn University REPORT PAGE 88 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT IL1 PI LINE ITEM CREATE F 128 PI 100 This transaction (IL1) adds an invoice line item to the Purchase Order Invoice file (PIFILE). *Change log: 04/25/00 RE: sct tos FPIBM021 (FPP020) * .................................................................................................................................. . 11111111111111111111111111111. . 11111111112222222222333333333344444444445555555555666666666677777777778888888888999999999900000000001111111111222222222. .12345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678. . . .AAABBBBBBBCCCCCCCCCCCCCCDDDEEEEEEEEEFFFFFFFFFFFFFGGGHHHHHHHHHHHIIJKLLMMMMMMMMMM . . . .................................................................................................................................. DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN A TRANSACTION CODE REQUIRED. MUST BE 'IL1'. 001 03 (001-003) B PI204 PI PO NUMBER 004 07 000 000 X 00 0 (004-010) Required. Identifies the document to which the line belongs. Use the same document number as on the IH1 transaction. *Change log: 04/25/00 RE: sct tos FPIBM021 (FPP020) * C PI208 PI INVOICE NUMBER 011 14 000 000 X 00 0 (011-024) Required. The invoice number identifies the invoice document that is being processed. *Change log: 04/25/00 RE: sct tos FPIBM021 (FPP020) * D PI214 PI LINE NUMBER 025 03 000 000 N 00 0 (025-027) Required. The invoice line item number uniquely identifies each line on an invoice and it is associated with the corresponding line item on the purchase order or it is a 9XX line item pertaining to expense "extras" such as freight, insurance, tax or other miscellaneous cost. *Change log: 04/25/00 RE: sct tos FPIBM021 (FPP020) * E PI233 PI INL LINE QUANTITY 028 09 000 000 S 00 0 (028-036) Required for non-9xx line items. This element indicates the quantity of goods. *Change log: 04/25/00 RE: sct tos FPIBM021 (FPP020) * F PI234 PI INL LINE UNIT PRI 037 13 000 000 S 00 0 (CONTINUED) DATE RUN 08/17/00 Auburn University REPORT PAGE 89 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT IL1 PI LINE ITEM CREATE F 128 PI 100 (CONTINUED) DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN (037-049) Optional. This element indicates the unit price on an invoice line. The unit price must be in the currency defined on the purchase order. Unit price will default to the purchase order line unit price if not entered. *Change log: 04/25/00 RE: sct tos FPIBM021 (FPP020) * G PI236 PI INL LINE UOM 050 03 000 000 X 00 0 (050-052) Optional. This element indicates the unit of measure (UOM) for the goods invoiced. UOM is required except when M (Move) is used in the status code field. *Change log: 04/25/00 RE: sct tos FPIBM021 (FPP020) * H PI238 PI INL LINE EXT PRIC 053 11 000 000 S 00 0 (053-063) This element indicates the total price of the goods ordered on this line. The computed value is quantity * unit price. For 9xx line items extended price is required and negative amounts are not supported in batch. For trade-in and lump sum discounts the extended price is required. *Change log: 04/25/00 RE: sct tos FPIBM021 (FPP020) * I PI240 PI INL TAX CODE 064 02 000 000 X 00 0 (064-065) Optional. This element indicates the tax code that defines the appropriate tax percentage for this item. The tax code must have been defined on Screen 316. If the tax code was entered on an associated purchase order line item, the system extracts that value. *Change log: 04/25/00 RE: sct tos FPIBM021 (FPP020) * J PI242 PI INL STATUS CODE 066 01 000 000 X 00 0 (066-066) Optional. This element specifies the type of processing to be used for this invoice line. A value of P (partial) indicates that the total quantity received is less than the quantity ordered. If the quantity received equals the quantity ordered, the value is F(final). The system will determine these values (P or F) if not entered. *Change log: 04/25/00 RE: sct tos FPIBM021 (FPP020) * K PI246 PI INL LINE 1099 067 01 000 000 X 00 0 (CONTINUED) DATE RUN 08/17/00 Auburn University REPORT PAGE 90 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT IL1 PI LINE ITEM CREATE F 128 PI 100 (CONTINUED) DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN (067-067) Optional. This field contains the 1099 code or 1042 code for the voucher. You can assign a 1099 code to an invoice line item only if no 1099 code is assigned on the invoice header *Change log: 04/25/00 RE: sct tos FPIBM021 (FPP020) * L PI251 PI INL CC 068 02 000 000 X 00 0 (068-069) Optional. This is the campus code component of the account to be charged. *Change log: 04/25/00 RE: sct tos FPIBM021 (FPP020) * M PI252 PI INL ACCT NUMBER 070 10 000 000 X 00 0 (070-079) Optional. For invoice line extras (9xx line items), this element indicates the account to be charged. The value must be a valid 10-digit GL or SL account number. *Change log: 04/25/00 RE: sct tos FPIBM021 (FPP020) * DATE RUN 08/17/00 Auburn University REPORT PAGE 91 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT IL2 PI LINE ITEM DESC F 128 PI 100 This transaction (IH2) adds a description to the line item defined by the preceding IL1 transaction. For invoices, line item description is optional. *Change log: 04/25/00 RE: sct tos FPIBM021 (FPP020) * .................................................................................................................................. . 11111111111111111111111111111. . 11111111112222222222333333333344444444445555555555666666666677777777778888888888999999999900000000001111111111222222222. .12345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678. . . .AAABBBBBBBCCCCCCCCCCCCCCDDDEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEE . . . .................................................................................................................................. DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN A TRANSACTION CODE REQUIRED. MUST BE 'IL2'. 001 03 (001-003) B PI204 PI PO NUMBER 004 07 000 000 X 00 0 (004-010) Required. Identifies the document to which the line belongs. Use the same document number as on the IH1 transaction. *Change log: 04/25/00 RE: sct tos FPIBM021 (FPP020) * C PI208 PI INVOICE NUMBER 011 14 000 000 X 00 0 (011-024) Required. Identifies the invoice being processed. *Change log: 04/25/00 RE: sct tos FPIBM021 (FPP020) * D PI214 PI LINE NUMBER 025 03 000 000 N 00 0 (025-027) Required. Identifies the line being processed. Use the same line number as on the IL1 transaction. *Change log: 04/25/00 RE: sct tos FPIBM021 (FPP020) * E PI254 PI INL LINE DESC 028 40 000 000 X 00 0 (028-067) Optional. Contains descriptive information about the invoice line. *Change log: 04/25/00 RE: sct tos FPIBM021 (FPP020) * DATE RUN 08/17/00 Auburn University REPORT PAGE 92 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT PH1 PO HEADER CREATE F 128 PO 000 The Header Create (PH1) transaction is the first in a set of transactions entered to define a purchase order or requisition. Other PHn transactions, adding header data, may follow the PH1, and one or more series of PLn transactions, defining line items, may follow the PHn transactions. Technical Note: The Campus field must not be moved from the PH1 transaction, even though other organizational attributes are on the PH2 transaction. .................................................................................................................................. . 11111111111111111111111111111. . 11111111112222222222333333333344444444445555555555666666666677777777778888888888999999999900000000001111111111222222222. .12345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678. . . .AAABBBBBBBCDDDDDDDDDDDEEEEEEEEFFGGGGGGGHHHIIIJJJJJJJJKKKKKKKKLLLLLLLLMMMMMMMMMMMMMMMMMMMMNNNNNNNNOOPQRRRRRSSSTUUUVVVWWXXYYZAA . . . .................................................................................................................................. DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN A TRANSACTION CODE REQUIRED. MUST BE 'PH1'. 001 03 (001-003) B POA04 DOCUMENT NUMBER 004 07 000 000 X 00 0 (004-010) Required. Identifies the document being defined. Use the same document number on all transactions relating to a document. The value can be an explicit document ID or an automatic number request. For an explicit number the format is Xnnnnnn, which must be unique within the Document File (POFILE). To request an automatically assigned number, enter AUTOxnn as the document number on all transactions relating to the document, where x is a letter and nn is a 2-digit number. C PZ144 BATCH DOCUMENT TYPE 011 01 000 000 X 00 0 (011-011) Required. The document type identifies the document as a purchase order or requisition. D POA34 PO VENDOR NUMBER 012 11 000 000 X 00 0 (012-022) Required for a purchase order; optional for a requisition. Identifies the vendor who is to supply the items ordered. Enter a vendor number defined in the Vendor File (VNFILE). E POA40 PO DATE 023 08 000 000 D 00 0 (CONTINUED) DATE RUN 08/17/00 Auburn University REPORT PAGE 93 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT PH1 PO HEADER CREATE F 128 PO 000 (CONTINUED) DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN (023-030) Optional. The date to appear on the document. Defaults to the current date. Enter month (mm), day (dd) and year (yy or ccyy) in the order required by your institution -- typically mmddyy or mmddccyy. If the date is not within the current century, you must include all four digits of the year. Enter the first character in the first position of the field: mmddyy__ F POA36 PO TYPE 031 02 000 000 X 00 0 (031-032) Required. The type of order; determines processing rules that apply to the document in subsequent stages of processing. G POA86 PO REFERENCE NUM 033 07 000 000 X 00 0 (033-039) Optional. A related document, such as a source document. (For documents created on-line, the value is system-generated.) H POA72 PO BUYER CODE 040 03 000 000 X 00 0 (040-042) Optional. Associates the document with a buyer responsible for the purchase. If you enter a properly defined code, the buyer's name will appear on the document when it is printed. I POA74 PO BUYER PHONE 043 03 000 000 X 00 0 (043-045) Optional. A code representing the buyer's telephone number. If you enter a properly defined code, the complete phone number will appear on the document when it is printed. J POA42 PO START DATE 046 08 000 000 D 00 0 (046-053) Optional. The first date on which receipts and invoices should be posted. With the end date, may be used to prorate encumbrances between two fiscal years. Enter month (mm), day (dd) and year (yy or ccyy) in the order required by your institution -- typically mmddyy or mmddccyy. If the date is not within the current century, you must include all four digits of the year. Enter the first character in the first position of the (CONTINUED) DATE RUN 08/17/00 Auburn University REPORT PAGE 94 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT PH1 PO HEADER CREATE F 128 PO 000 (CONTINUED) DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN field: mmddyy__ K POA44 PO END DATE 054 08 000 000 D 00 0 (054-061) Optional. The final date on which receipts and invoices should be posted. With the start date, may be used to prorate encumbrances between two fiscal years. Enter month (mm), day (dd) and year (yy or ccyy) in the order required by your institution -- typically mmddyy or mmddccyy. If the date is not within the current century, you must include all four digits of the year. Enter the first character in the first position of the field: mmddyy__ L POA78 PO QUOTE DATE 062 08 000 000 D 00 0 (062-069) Optional. The date of a price quotation. If there is a quote date on a purchase order, no tolerance checking takes place when the order is vouchered. Enter month (mm), day (dd) and year (yy or ccyy) in the order required by your institution -- typically mmddyy or mmddccyy. If the date is not within the current century, you must include all four digits of the year. Enter the first character in the first position of the field: mmddyy__ M POA80 PO QUOTE REFERENCE 070 20 000 000 X 00 0 (070-089) Optional. Name or number to identify the person who provided the price quotation. N POA82 PO CH ORDER DATE 090 08 000 000 D 00 0 (090-097) Optional. Primary use is for tracking changes made after printing (on-line function). Enter month (mm), day (dd) and year (yy or ccyy) in the order required by your institution -- typically mmddyy or mmddccyy. If the date is not within the current century, you must include all four digits of the year. Enter the first character in the first position of the field: mmddyy__ O POA84 PO CH ORDER NUMBER 098 02 000 000 X 00 0 (CONTINUED) DATE RUN 08/17/00 Auburn University REPORT PAGE 95 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT PH1 PO HEADER CREATE F 128 PO 000 (CONTINUED) DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN (098-099) Optional. Primary use is for tracking changes made after printing (on-line function). P POA85 PO TRACKING STATUS 100 01 000 000 X 00 0 (100-100) Optional. For monitoring the progress of a document. Q POA50 PO PRINT CODE 101 01 000 000 X 00 0 (101-101) Optional. Indicates whether the document is to be printed. R POA62 PO DISC PERCENT 102 05 000 000 S 00 0 (102-106) Optional. Percentage discount offered for early payment. Defaults to terms specified on the vendor record in VNFILE. Enter the value as a 2-digit number followed by three implied decimal places. Include leading blanks or zeroes. For example: To represent 5 per cent, enter _5000 or 05000 To represent 2.5 per cent, enter _2500 or 02500 S POA60 PO DISC DUE DAYS 107 03 000 000 N 00 0 (107-109) Optional. The time limit (number of days) for payment with discount. Defaults to terms specified on the vendor record in VNFILE. Enter the value as a 3-digit whole number and include leading blanks or zeroes. For example, _10 or 010 to represent ten days. T POA64 PO DISC INDICATOR 110 01 000 000 X 00 0 (110-110) Optional. The manner in which terms are expressed. Defaults to the value on the vendor record in VNFILE. U POA66 PO PAY DAYS 111 03 000 000 N 00 0 (111-113) Optional. The time limit for payment (if Net), or day of the month by which payment is due (if Prox). Defaults to terms specified on the vendor record in VNFILE. Enter the value as a whole number and include leading zeroes or blanks. For example, 030 to represent 30 days or the 30th of the month. V POA38 PO CURRENCY CODE 114 03 000 000 X 00 0 (CONTINUED) DATE RUN 08/17/00 Auburn University REPORT PAGE 96 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT PH1 PO HEADER CREATE F 128 PO 000 (CONTINUED) DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN (114-116) Optional. The currency in which the vendor is to be paid. Defaults to the currency on the vendor record in VNFILE. Valid values are defined in the Tax/Currency Table (displayed on Screen 316). W POA88 PO FISCAL YEAR 117 02 000 000 X 00 0 (117-118) Optional. The fiscal year to which the encumbrance is to be posted. Defaults to the fiscal year specified on the batch header. At year-end, when both the current and next years are open, either year is valid. At all other times, only the current fiscal year is valid. X POA90 PO CAMPUS 119 02 000 000 X 00 0 (119-120) Optional. The campus associated with the document. In a multi-campus environment, defaults to the campus code on the batch header. Y POA68 PO FREIGHT TERMS 121 02 000 000 X 00 0 (121-122) Optional. Describes the freight terms. Defaults to the terms on the vendor record in VNFILE. Z PZ014 PZ OVERRIDE BBA SWIT 123 01 000 000 X 00 0 (123-123) Optional. Option to bypass the budget check for accounts entered on the document. If the value is Y, no BBA (budget balance available) check is performed. Valid values are: Y Yes, override the BBA check N No, don't override; perform BBA check if system is set up to do so blank Perform BBA check if system is set up to do so A POA69 PO PO ROUTE 124 02 000 000 X 00 0 (124-125) Optional. Indicates the person or department who gets the document next. DATE RUN 08/17/00 Auburn University REPORT PAGE 97 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT PH2 PO HEADER 2 F 128 PO 000 The Header 2 transaction sets values on the PO header record for the organizational attributes, most of which are also used for value-based security when the document is accessed on-line. If at the time of trailering all VBS fields except fiscal year and campus code are blank, PBD010 fills them with values from the first account on the header, or the account on the first line item. Technical Note: Processing of these fields by PBD010 is strictly DBD-driven, so field positions may be redefined if needed. .................................................................................................................................. . 11111111111111111111111111111. . 11111111112222222222333333333344444444445555555555666666666677777777778888888888999999999900000000001111111111222222222. .12345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678. . . .AAABBBBBBBCCCCCCCCCDDDDDDDDDEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEFFGGHHHHHIIJJKKLLMMMMMMNNNNNNNN . . . .................................................................................................................................. DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN A TRANSACTION CODE REQUIRED. MUST BE 'PH2'. 001 03 (001-003) B POA04 DOCUMENT NUMBER 004 07 000 000 X 00 0 Y (004-010) Required. Identifies the document being defined. Use the same document number as on the PH1 transaction. C POB00 PO AUTHORIZE ID #1 011 09 000 000 X 00 0 (011-019) Optional. If authorization code security is active, controls which accounts may be assigned on the document. At least one of the authorization codes on the document header must match at least one of the codes on the account for the account to be charged. D POB02 PO AUTHORIZE ID #2 020 09 000 000 X 00 0 (020-028) Optional. If authorization code security is active, controls which accounts may be assigned on the document. At least one of the authorization codes on the document header must match at least one of the codes on the account for the account to be charged. E POB04 PO DEPT CONTACT 029 30 000 000 X 00 0 (029-058) Optional. A person to contact regarding the document. (CONTINUED) DATE RUN 08/17/00 Auburn University REPORT PAGE 98 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT PH2 PO HEADER 2 F 128 PO 000 (CONTINUED) DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN F POA92 PO DIVISION 059 02 000 000 X 00 0 (059-060) Optional. The organizational division associated with the document; used for value-based security. G POA94 PO SCHOOL 061 02 000 000 X 00 0 (061-062) Optional. The school associated with the document; used for value-based security. H POA96 PO DEPARTMENT 063 05 000 000 X 00 0 (063-067) Optional. The department associated with the document; used for value-based security. I POC49 PO SUB DEPT 068 02 000 000 X 00 0 (068-069) Optional. The sub-department associated with the document; used for value-based security. J POC50 PO EXEC LEVEL 070 02 000 000 X 00 0 (070-071) Optional. The executive level associated with the document; used for value-based security. K POC51 PO FUND GROUP 072 02 000 000 X 00 0 (072-073) Optional. The fund group associated with the document; used for value-based security. L POC52 PO PURPOSE 074 02 000 000 X 00 0 (074-075) Optional. The account purpose associated with the document; used for value-based security. M POC53 PO SECURITY 076 06 000 000 X 00 0 (076-081) Optional. The security code associated with the document; used for value-based security. N POA70 PO EXPECTED DLV DATE 082 08 000 000 D 00 0 (082-089) Optional. The date on which delivery of the goods is expected. Enter month (mm), day (dd) and year (yy or ccyy) in the order required by your institution -- typically mmddyy or mmddccyy. If the date is not within the current century, you must include all four digits of the year. Enter the first character in the first position of the field: mmddyy__ DATE RUN 08/17/00 Auburn University REPORT PAGE 99 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT PH3 PO HEADER 3 F 128 PO 000 The Header 3 transaction sets accounting data on the PO header, including the account(s) to be charged for the purchase and corresponding percentage or amount distributions. Use this transaction if you want to distribute the entire document amount among 1-4 accounts. If you intend to specify accounts by line item, do not include accounts on the header. Technical Note: Processing of these fields by PBD010 is strictly DBD-driven, so field positions may be redefined if needed. .................................................................................................................................. . 11111111111111111111111111111. . 11111111112222222222333333333344444444445555555555666666666677777777778888888888999999999900000000001111111111222222222. .12345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678. . . .AAABBBBBBBCCDDDDDDDDDDEEEEEFFFFFFFFFFFGGHHHHHHHHHHIIIIIJJJJJJJJJJJKKLLLLLLLLLLMMMMMNNNNNNNNNNNOOPPPPPPPPPPQQQQQRRRRRRRRRRR . . . .................................................................................................................................. DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN A TRANSACTION CODE REQUIRED. MUST BE 'PH3'. 001 03 (001-003) B POA04 DOCUMENT NUMBER 004 07 000 000 X 00 0 Y (004-010) Required. Identifies the document being defined. Use the same document number as on the PH1 transaction. C POB4B PO CC 1 011 02 000 000 X 00 0 (011-012) The campus code component of Account 1. In a multi-campus environment, if Account 1 is specified without a campus code, the campus code defaults to the value on the batch header. D POB4C PO ACCOUNT 1 013 10 000 000 X 00 0 (013-022) Optional. An account to be charged for the purchase. E POB4D PO ACCOUNT PERCENT 1 023 05 000 000 N 00 0 (023-027) Optional. The percentage of the document total to be charged to Account 1. If you enter an account number for Account 1, you must specify either a percentage or amount distribution. At least one account must include a percentage, and all percents must add to 100. F POB4E PO ACCOUNT DOLLAR 1 028 11 000 000 N 00 0 (028-038) Optional. A fixed dollar amount to be charged to (CONTINUED) DATE RUN 08/17/00 Auburn University REPORT PAGE 100 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT PH3 PO HEADER 3 F 128 PO 000 (CONTINUED) DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN Account 1. Enter an amount only if no percentage is specified. G POB4H PO CC 2 039 02 000 000 X 00 0 (039-040) The campus code component of Account 2. In a multi-campus environment, if Account 2 is specified without a campus code, the campus code defaults to the value on the batch header. H POB4I PO ACCOUNT 2 041 10 000 000 X 00 0 (041-050) Optional. An account to be charged for the purchase. I POB4J PO ACCOUNT PERCENT 2 051 05 000 000 N 00 0 (051-055) Optional. The percentage of the document total to be charged to Account 2. If you enter an account number for Account 2, you must specify either a percentage or amount distribution. At least one account must include a percentage, and all percents must add to 100. J POB4K PO ACCOUNT DOLLAR 2 056 11 000 000 N 00 0 (056-066) Optional. A fixed dollar amount to be charged to Account 2. Enter an amount only if no percentage is specified. K POB4N PO CC 3 067 02 000 000 X 00 0 (067-068) The campus code component of Account 3. In a multi-campus environment, if Account 3 is specified without a campus code, the campus code defaults to the value on the batch header. L POB4O PO ACCOUNT 3 069 10 000 000 X 00 0 (069-078) Optional. An account to be charged for the purchase. M POB4P PO ACCOUNT PERCENT 3 079 05 000 000 N 00 0 (079-083) Optional. The percentage of the document total to be charged to Account 3. If you enter an account number for Account 3, you must specify either a percentage or amount distribution. At least one account must include a percentage, and all percents must add to 100. N POB4Q PO ACCOUNT DOLLAR 3 084 11 000 000 N 00 0 (084-094) Optional. A fixed dollar amount to be charged to Account 3. Enter an amount only if no percentage is specified. (CONTINUED) DATE RUN 08/17/00 Auburn University REPORT PAGE 101 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT PH3 PO HEADER 3 F 128 PO 000 (CONTINUED) DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN O POB4T PO CC 4 095 02 000 000 X 00 0 (095-096) The campus code component of Account 4. In a multi-campus environment, if Account 4 is specified without a campus code, the campus code defaults to the value on the batch header. P POB4U PO ACCOUNT 4 097 10 000 000 X 00 0 (097-106) Optional. An account to be charged for the purchase. Q POB4V PO ACCOUNT PERCENT 4 107 05 000 000 N 00 0 (107-111) Optional. The percentage of the document total to be charged to Account 4. If you enter an account number for Account 4, you must specify either a percentage or amount distribution. At least one account must include a percentage, and all percents must add to 100. R POB4W PO ACCOUNT DOLLAR 4 112 11 000 000 N 00 0 (112-122) Optional. A fixed dollar amount to be charged to Account 4. Enter an amount only if no percentage is specified. DATE RUN 08/17/00 Auburn University REPORT PAGE 102 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT PH4 PO HEADER 4 F 128 PO 000 The Header 4 transaction adds delivery information to the PO header, including the ship-to name and address lines 1 and 2. Technical Note: Processing of these fields by PBD010 is strictly DBD-driven, so field positions may be redefined if needed. .................................................................................................................................. . 11111111111111111111111111111. . 11111111112222222222333333333344444444445555555555666666666677777777778888888888999999999900000000001111111111222222222. .12345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678. . . .AAABBBBBBBCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDEEEEEEEEEEEEEEEEEEEEEEEEEEEEEE . . . .................................................................................................................................. DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN A TRANSACTION CODE REQUIRED. MUST BE 'PH4'. 001 03 (001-003) B POA04 DOCUMENT NUMBER 004 07 000 000 X 00 0 Y (004-010) Required. Identifies the document being defined. Use the same document number as on the PH1 transaction. C POB06 PO SHIP NAME 011 30 000 000 X 00 0 (011-040) Optional. The name of the party to whom the shipment should be delivered. D POB08 PO SHIP ADDRESS LN 1 041 30 000 000 X 00 0 (041-070) Optional. The first line of the delivery address, or a code defined to represent the address. If you enter an address code, PBD010 enters the full address on the document. The address code format is nnnnnn -- digits 5-10 of the vendor number used to define the address (Z000nnnnnnn0). E POB12 PO SHIP ADDRESS LN 2 071 30 000 000 X 00 0 (071-100) Optional. A second address line allowing additional delivery detail. For a nonprinting comment line, enter ! as the first character. DATE RUN 08/17/00 Auburn University REPORT PAGE 103 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT PH5 PO HEADER 5 F 128 PO 000 The Header 5 transaction adds further delivery information to the PO header. Technical Note: Processing of these fields by PBD010 is strictly DBD-driven, so field positions may be redefined if needed. .................................................................................................................................. . 11111111111111111111111111111. . 11111111112222222222333333333344444444445555555555666666666677777777778888888888999999999900000000001111111111222222222. .12345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678. . . .AAABBBBBBBCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDEEEEEEEEEEEEEEEEEEEEFFGGGGGGGGGGGGHHHIIIIIIIJJJJJKKK . . . .................................................................................................................................. DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN A TRANSACTION CODE REQUIRED. MUST BE 'PH5'. 001 03 (001-003) B POA04 DOCUMENT NUMBER 004 07 000 000 X 00 0 Y (004-010) Required. Identifies the document being defined. Use the same document number as on the PH1 transaction. C POB14 PO SHIP ADDRESS LN 3 011 30 000 000 X 00 0 (011-040) Optional. A third address line allowing further detail relating to the delivery location. For a nonprinting comment line, enter ! as the first character. D POB16 PO SHIP ADDRESS LN 4 041 30 000 000 X 00 0 (041-070) Optional. A fourth address line allowing further detail relating to the delivery location. For a nonprinting comment line, enter ! as the first character. E POB18 PO SHIP TO CITY 071 20 000 000 X 00 0 (071-090) Optional. The city part of the delivery address. F POB20 PO SHIP TO STATE 091 02 000 000 X 00 0 (091-092) Optional. The state in the delivery address. G POB24 PO SHIP TO ZIP CODE 093 12 000 000 X 00 0 (093-104) Optional. The Zip code in the delivery address. H POB32 PO SHIP TO PH AREA C 105 03 000 000 N 00 0 (105-107) Optional. The area code part of the telephone number (CONTINUED) DATE RUN 08/17/00 Auburn University REPORT PAGE 104 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT PH5 PO HEADER 5 F 128 PO 000 (CONTINUED) DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN corresponding to the delivery address. I POB33 PO SHIP TO PHONE (7) 108 07 000 000 N 00 0 (108-114) Optional. The 7-digit telephone number corresponding to the delivery address. J POB38 PO SHIP TO PHONE EXT 115 05 000 000 X 00 0 (115-119) Optional. The extension for the telephone number corresponding to the delivery address. K POB22 PO SHIP TO COUNTRY 120 03 000 000 X 00 0 (120-122) Optional. The country part of the delivery address. DATE RUN 08/17/00 Auburn University REPORT PAGE 105 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT PH6 PO HEADER 6 F 128 PO 020 The Header 6 transaction adds a header text record, including data for text lines 1 and 2. Technical Note: Processing of these fields by PBD010 is strictly DBD-driven, so field positions may be redefined if needed. .................................................................................................................................. . 11111111111111111111111111111. . 11111111112222222222333333333344444444445555555555666666666677777777778888888888999999999900000000001111111111222222222. .12345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678. . . .AAABBBBBBBCCCDDDEEEFFFGGGHHHIIIJJJKKKLLLMMMNNNOOOOOOOOOOOOOOOOOOOOOOOOOOOOOOOOOOOOOOOOPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPP . . . .................................................................................................................................. DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN A TRANSACTION CODE REQUIRED. MUST BE 'PH6'. 001 03 (001-003) B POE04 PO NUMBER 004 07 000 000 X 00 0 Y (004-010) Required. Identifies the document being defined. Use the same document number as on the PH1 transaction. C POE32 PO TEXT LINE CODE 1 011 03 000 000 X 00 0 (011-013) Optional. A standard text code identifying a block of text to be printed on the document. D POE34 PO TEXT LINE CODE 2 014 03 000 000 X 00 0 (014-016) Optional. A standard text code identifying a block of text to be printed on the document. E POE36 PO TEXT LINE CODE 3 017 03 000 000 X 00 0 (017-019) Optional. A standard text code identifying a block of text to be printed on the document. F POE38 PO TEXT LINE CODE 4 020 03 000 000 X 00 0 (020-022) Optional. A standard text code identifying a block of text to be printed on the document. G POE40 PO TEXT LINE CODE 5 023 03 000 000 X 00 0 (023-025) Optional. A standard text code identifying a block of text to be printed on the document. H POE42 PO TEXT LINE CODE 6 026 03 000 000 X 00 0 (026-028) Optional. A standard text code identifying a block of text to be printed on the document. (CONTINUED) DATE RUN 08/17/00 Auburn University REPORT PAGE 106 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT PH6 PO HEADER 6 F 128 PO 020 (CONTINUED) DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN I POE44 PO TEXT LINE CODE 7 029 03 000 000 X 00 0 (029-031) Optional. A standard text code identifying a block of text to be printed on the document. J POE46 PO TEXT LINE CODE 8 032 03 000 000 X 00 0 (032-034) Optional. A standard text code identifying a block of text to be printed on the document. K POE48 PO TEXT LINE CODE 9 035 03 000 000 X 00 0 (035-037) Optional. A standard text code identifying a block of text to be printed on the document. L POE50 PO TEXT LINE CODE 10 038 03 000 000 X 00 0 (038-040) Optional. A standard text code identifying a block of text to be printed on the document. M POE52 PO TEXT LINE CODE 11 041 03 000 000 X 00 0 (041-043) Optional. A standard text code identifying a block of text to be printed on the document. N POE54 PO TEXT LINE CODE 12 044 03 000 000 X 00 0 (044-046) Optional. A standard text code identifying a block of text to be printed on the document. O POE60 PO TEXT LINE 1 047 40 000 000 X 00 0 (047-086) Optional. A line of free-form text to be printed after any standard text on the document. P POE62 PO TEXT LINE 2 087 40 000 000 X 00 0 (087-126) Optional. A line of free-form text to be printed after any standard text on the document. DATE RUN 08/17/00 Auburn University REPORT PAGE 107 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT PH7 PO HEADER 7 F 128 PO 020 The Header 7 transaction adds text lines 3 and 4 to the header text record. Technical Note: Processing of these fields by PBD010 is strictly DBD-driven, so field positions may be redefined if needed. .................................................................................................................................. . 11111111111111111111111111111. . 11111111112222222222333333333344444444445555555555666666666677777777778888888888999999999900000000001111111111222222222. .12345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678. . . .AAABBBBBBBCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDD . . . .................................................................................................................................. DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN A TRANSACTION CODE REQUIRED. MUST BE 'PH7'. 001 03 (001-003) B POE04 PO NUMBER 004 07 000 000 X 00 0 Y (004-010) Required. Identifies the document being defined. Use the same document number as on the PH1 transaction. C POE64 PO TEXT LINE 3 011 40 000 000 X 00 0 (011-050) Optional. A line of free-form text to be printed after any standard text on the document. D POE66 PO TEXT LINE 4 051 40 000 000 X 00 0 (051-090) Optional. A line of free-form text to be printed after any standard text on the document. DATE RUN 08/17/00 Auburn University REPORT PAGE 108 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT PH8 PO HEADER 8 F 128 PO 020 The Header 8 transaction adds text lines 5 and 6 to the header text record. Technical Note: Processing of these fields by PBD010 is strictly DBD-driven, so field positions may be redefined if needed. .................................................................................................................................. . 11111111111111111111111111111. . 11111111112222222222333333333344444444445555555555666666666677777777778888888888999999999900000000001111111111222222222. .12345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678. . . .AAABBBBBBBCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDD . . . .................................................................................................................................. DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN A TRANSACTION CODE REQUIRED. MUST BE 'PH8'. 001 03 (001-003) B POE04 PO NUMBER 004 07 000 000 X 00 0 Y (004-010) Required. Identifies the document being defined. Use the same document number as on the PH1 transaction. C POE68 PO TEXT LINE 5 011 40 000 000 X 00 0 (011-050) Optional. A line of free-form text to be printed after any standard text on the document. D POE70 PO TEXT LINE 6 051 40 000 000 X 00 0 (051-090) Optional. A line of free-form text to be printed after any standard text on the document. DATE RUN 08/17/00 Auburn University REPORT PAGE 109 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT PL1 PO LINE ITEM CREATE F 128 PO 110 The Line Item Create (PL1) transaction adds a detail line to the document. Other PLn transactions adding line item data or text may follow the PL1. A PH1 transaction creating the document header must precede any PLn transactions. .................................................................................................................................. . 11111111111111111111111111111. . 11111111112222222222333333333344444444445555555555666666666677777777778888888888999999999900000000001111111111222222222. .12345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678. . . .AAABBBBBBBCCCDDDDDDDDDEEEEEEEEEEEFFFGGGGGGGGGGGGGHHHHHIJJKKKKKKKKKKLLLLLLLLLLLLMMNOPP . . . .................................................................................................................................. DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN A TRANSACTION CODE REQUIRED. MUST BE 'PL1'. 001 03 (001-003) B POF04 PO NUMBER 004 07 000 000 X 00 0 (004-010) Required. Identifies the document to which the line belongs. Use the same document number as on the PH1 transaction. C POF10 PO LINE NUMBER 011 03 000 000 N 00 0 (011-013) Required. Identifies the line being defined. The value can be an explicit line number or an automatic number request. For an explicit number the format is nnn (001, 002, etc.). To request an automatically assigned number, use Lnn (L followed by a 2-digit number). D POF44 PO LINE QUANTITY 014 09 000 000 N 00 0 (014-022) Required for a billable line (UPO value A, M or blank) or no-charge line (UPO value N). The number of units being ordered; used in conjunction with UOM (unit of measure). E POF48 PO COMMODITY CODE 023 11 000 000 X 00 0 (023-033) Optional. The commodity being ordered; if the Commodity module is installed, use a value defined in the Commodity File (PMFILE). The system retrieves related values: UOM, description and (if a vendor commodity record also exists in PCFILE) the unit price. F POF52 PO LINE UOM 034 03 000 000 X 00 0 (CONTINUED) DATE RUN 08/17/00 Auburn University REPORT PAGE 110 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT PL1 PO LINE ITEM CREATE F 128 PO 110 (CONTINUED) DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN (034-036) Required unless retrieved from related commodity record. The unit of measure in which the quantity ordered is expressed, such as EA (each), DOZ (dozen), GAL (gallon). To define a credit line, such as a discount for trade-in or volume buying, enter $ (fixed amount discount) or % (discount calculated as a percentage of the document total). G POF50 PO LINE UNIT PRICE 037 13 000 000 N 00 0 (037-049) Required for a priced line (UPO value M or blank). The billable price per unit ordered. H POF46 PO LINE TRADE DISC 050 05 000 000 N 00 0 (050-054) Optional. A discount per cent to be applied to the unit price when the extended price for the line is calculated. Enter the value as a 2-digit number followed by three implied decimal places; include leading blanks or zeroes. For example: To represent a 5% discount, enter _5000 or 05000 To represent a 2.75% discount, enter _2750 or 02750 I POF34 PO LINE UPO CODE 055 01 000 000 X 00 0 (055-055) Optional. The type of line being defined. J POF39 PO LINE CC 056 02 000 000 X 00 0 (056-057) Optional. If accounts are specified by line on this document, the campus code component of the account number. In a multi-campus environment, if an account is specified without a campus code, the campus code defaults to the value on the batch header. K POF40 PO LINE ACCOUNT 058 10 000 000 X 00 0 (058-067) Optional. The account to be charged for the items on this line. L POF90 PO LINE INVENTORY NO 068 12 000 000 X 00 0 (068-079) Optional. An inventory number, vendor catalog number or other reference number associated with the item. M POF56 PO LINE TAX CODE 080 02 000 000 X 00 0 (CONTINUED) DATE RUN 08/17/00 Auburn University REPORT PAGE 111 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT PL1 PO LINE ITEM CREATE F 128 PO 110 (CONTINUED) DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN (080-081) Optional; use only if the tax module is implemented. The Tax/Currency Table entry for the sales tax percentage to be applied to the line. Neither the tax rate nor the price with tax is printed on the order. Enter a code defined in the Tax/Currency Table (displayed on Screen 316). N POF36 PO LINE PRINT LINE 082 01 000 000 X 00 0 (082-082) Optional. Option to suppress printing of the line. O PZ014 PZ OVERRIDE BBA SWIT 083 01 000 000 X 00 0 (083-083) Optional. Option to bypass the budget check for a line account. If the value is Y, no BBA (budget balance available) check is performed. Valid values are: Y Yes, override the BBA check N No, don't override; perform BBA check if system is set up to do so blank Perform BBA check if system is set up to do so P POG02 PO LINE DISC CODE 084 02 000 000 X 00 0 (084-085) Required on a credit line (UOM value $ or %). The type of discount being defined. If the tax module is not in service, only TI and LI are valid. DATE RUN 08/17/00 Auburn University REPORT PAGE 112 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT PL2 PO LINE ITEM DESC F 128 PO 110 This transaction adds a description to the line item defined by the preceding PL1 transaction. Technical Note: Processing of these fields by PBD010 is strictly DBD-driven, so the field positions may be redefined if needed. .................................................................................................................................. . 11111111111111111111111111111. . 11111111112222222222333333333344444444445555555555666666666677777777778888888888999999999900000000001111111111222222222. .12345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678. . . .AAABBBBBBBCCCDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEE . . . .................................................................................................................................. DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN A TRANSACTION CODE REQUIRED. MUST BE 'PL2'. 001 03 (001-003) B POF04 PO NUMBER 004 07 000 000 X 00 0 Y (004-010) Required. Identifies the document to which the line belongs. Use the same document number as on the PH1 transaction. C POF10 PO LINE NUMBER 011 03 000 000 N 00 0 Y (011-013) Required. Identifies the line being defined. Use the same line number as on the PL1 transaction. D POF72 PO LINE DESC 1 014 40 000 000 X 00 0 (014-053) Required; may be retrieved from related commodity record. On a billable line, describes the item being ordered. On a text line, comprises the content of the text. To suppress printing of a description field enter ! (exclamation point) as the first character. E POF73 PO LINE DESC 2 054 40 000 000 X 00 0 (054-093) Optional. Allows for continuation of text begun in the previous description field. DATE RUN 08/17/00 Auburn University REPORT PAGE 113 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT PL3 PO LINE ITEM TEXT 1 F 128 PO 120 This transaction adds a line item text record for the line created by the PL1 transaction. Technical Note: Processing of these fields by PBD010 is strictly DBD-driven, so the field positions may be redefined if needed. .................................................................................................................................. . 11111111111111111111111111111. . 11111111112222222222333333333344444444445555555555666666666677777777778888888888999999999900000000001111111111222222222. .12345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678. . . .AAABBBBBBBCCCDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEE . . . .................................................................................................................................. DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN A TRANSACTION CODE REQUIRED. MUST BE 'PL3'. 001 03 (001-003) B POH04 PO NUMBER 004 07 000 000 X 00 0 (004-010) Required. Identifies the document to which the line belongs. Use the same document number as on the PH1 transaction. C POH10 PO LINE NUMBER 011 03 000 000 N 00 0 (011-013) Required. Identifies the line to which the text applies. Use the same line number as on the PL1 transaction. D POH40 PO TEXT LINE 1 014 40 000 000 X 00 0 (014-053) Optional. Allows for continuation of text from a previous description field. E POH42 PO TEXT LINE 2 054 40 000 000 X 00 0 (054-093) Optional. Allows for continuation of text from a previous description field. DATE RUN 08/17/00 Auburn University REPORT PAGE 114 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT PL4 PO LINE ITEM TEXT 2 F 128 PO 120 This transaction adds a line item text record for the line created by the PL1 transaction. Technical Note: Processing of these fields by PBD010 is strictly DBD-driven, so the field positions may be redefined if needed. .................................................................................................................................. . 11111111111111111111111111111. . 11111111112222222222333333333344444444445555555555666666666677777777778888888888999999999900000000001111111111222222222. .12345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678. . . .AAABBBBBBBCCCDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEE . . . .................................................................................................................................. DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN A TRANSACTION CODE REQUIRED. MUST BE 'PL4'. 001 03 (001-003) B POH04 PO NUMBER 004 07 000 000 X 00 0 Y (004-010) Required. Identifies the document to which the line belongs. Use the same document number as on the PH1 transaction. C POH10 PO LINE NUMBER 011 03 000 000 N 00 0 Y (011-013) Required. Identifies the line to which the text applies. Use the same line number as on the PL1 transaction. D POH44 PO TEXT LINE 3 014 40 000 000 X 00 0 (014-053) Optional. Allows for continuation of text from a previous description field. E POH46 PO TEXT LINE 4 054 40 000 000 X 00 0 (054-093) Optional. Allows for continuation of text from a previous description field. DATE RUN 08/17/00 Auburn University REPORT PAGE 115 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT PL5 PO LINE ITEM TEXT 3 F 128 PO 120 This transaction adds a line item text record for the line created by the PL1 transaction. Technical Note: Processing of these fields by PBD010 is strictly DBD-driven, so the field positions may be redefined if needed. .................................................................................................................................. . 11111111111111111111111111111. . 11111111112222222222333333333344444444445555555555666666666677777777778888888888999999999900000000001111111111222222222. .12345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678. . . .AAABBBBBBBCCCDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEE . . . .................................................................................................................................. DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN A TRANSACTION CODE REQUIRED. MUST BE 'PL5'. 001 03 (001-003) B POH04 PO NUMBER 004 07 000 000 X 00 0 Y (004-010) Required. Identifies the document to which the line belongs. Use the same document number as on the PH1 transaction. C POH10 PO LINE NUMBER 011 03 000 000 N 00 0 Y (011-013) Required. Identifies the line to which the text applies. Use the same line number as on the PL1 transaction. D POH48 PO TEXT LINE 5 014 40 000 000 X 00 0 (014-053) Optional. Allows for continuation of text from a previous description field. E POH50 PO TEXT LINE 6 054 40 000 000 X 00 0 (054-093) Optional. Allows for continuation of text from a previous description field. DATE RUN 08/17/00 Auburn University REPORT PAGE 116 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT PL6 PO LINE ITEM TEXT 4 F 128 PO 120 This transaction adds a line item text record for the line created by the PL1 transaction. Technical Note: Processing of these fields by PBD010 is strictly DBD-driven, so the field positions may be redefined if needed. .................................................................................................................................. . 11111111111111111111111111111. . 11111111112222222222333333333344444444445555555555666666666677777777778888888888999999999900000000001111111111222222222. .12345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678. . . .AAABBBBBBBCCCDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEE . . . .................................................................................................................................. DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN A TRANSACTION CODE REQUIRED. MUST BE 'PL6'. 001 03 (001-003) B POH04 PO NUMBER 004 07 000 000 X 00 0 Y (004-010) Required. Identifies the document to which the line belongs. Use the same document number as on the PH1 transaction. C POH10 PO LINE NUMBER 011 03 000 000 N 00 0 Y (011-013) Required. Identifies the line to which the text applies. Use the same line number as on the PL1 transaction. D POH52 PO TEXT LINE 7 014 40 000 000 X 00 0 (014-053) Optional. Allows for continuation of text from a previous description field. E POH54 PO TEXT LINE 8 054 40 000 000 X 00 0 (054-093) Optional. Allows for continuation of text from a previous description field. DATE RUN 08/17/00 Auburn University REPORT PAGE 117 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT ATT ATTRIBUTE MODIFY F 128 TA 000 Use the ATT transaction to change the value of a descriptive field (attribute) on an approved asset, or on all approved assets having the same old value in the field. This transaction may not be used to change transfer data relating to location and ownership, or data related to asset accounting functions. Use the TRF transaction or Screen 519 for transfers, and Screens 512-516 to update accounting-related fields. .................................................................................................................................. . 11111111111111111111111111111. . 11111111112222222222333333333344444444445555555555666666666677777777778888888888999999999900000000001111111111222222222. .12345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678. . . .AAABBBBBBBBBBCCCCCCCCDDDDDDDEEEEEEEEEEEEEEEEEEEEFFFFFGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGHHHHHHHHHHHHHHHHHHHHHHHHHHHHHHI . . . .................................................................................................................................. DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN A TRANSACTION CODE REQUIRED. MUST BE 'ATT'. 001 03 (001-003) B TA010 ASSET NUMBER 004 10 000 000 X 00 0 Y (004-013) Required. The asset number of the asset to be updated. To update all assets that have the specified Old Value, enter MASSCHANGE instead of a specific asset number. C TZ002 TRANSACTION DATE 014 08 000 000 D 00 0 Y (014-021) Optional. A date to give the transaction meaning or help track it for audit purposes. Defaults to the date on the batch header. Enter month (mm), day (dd) and year (yy or ccyy) in the order required by your institution -- typically mmddyy or mmddccyy. If the date is not within the current century, you must include all four digits of the year. Enter the first character in the first position of the field: mmddyy__ D TZ004 TRANS REFERENCE 022 07 000 000 X 00 0 Y (022-028) Optional; a reference number that relates the transaction to a source document. E TZ006 TRANS DESCRIPTION 029 20 000 000 X 00 0 Y (CONTINUED) DATE RUN 08/17/00 Auburn University REPORT PAGE 118 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT ATT ATTRIBUTE MODIFY F 128 TA 000 (CONTINUED) DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN (029-048) Optional. Brief explanation of the origin or purpose of the transaction. F TZ008 DBD ELEMENT NUMBER 049 05 000 000 X 00 0 Y (049-053) Required. Data element ID (TAnnn) of the attribute to be modified. G TZ010 ASSET ELEM NEW VALUE 054 30 000 000 X 00 0 Y (054-083) Required. The new attribute value which is to replace the existing value (Old Value). H TZ012 ASSET ELEM OLD VALUE 084 30 000 000 X 00 0 Y (084-113) Required for a MASSCHANGE transaction; otherwise, required only if the specified data element is a numeric field or an alphanumeric field less than six characters in length. The existing value which is to be replaced by the New Value. I TZ084 TRANS MASS LIST 114 01 000 000 X 00 0 Y (114-114) Optional; applies only to MASSCHANGE. Controls listing of changed assets in the TBD010 Diagnostics report. DATE RUN 08/17/00 Auburn University REPORT PAGE 119 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT CR0 CREATE PENDING F 128 TA 000 Use the CR0 transaction to create a new pending asset record. Once created, other CRx transactions may be processed to update the new record. (Note: in most cases, records for newly acquired assets are created automatically by the Purchasing Extract, TBD060; or the Accounts Payable Extract, TBD065.) Only the asset description is input on the CR0 transaction, but your institution may add other elements if needed. .................................................................................................................................. . 11111111111111111111111111111. . 11111111112222222222333333333344444444445555555555666666666677777777778888888888999999999900000000001111111111222222222. .12345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678. . . .AAABBBBBBBBBBCCCCCCCCCCCCCCCCCCCCDDDDDDDDDDDDDDDDDDDD . . . .................................................................................................................................. DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN A TRANSACTION CODE REQUIRED. MUST BE 'CR0'. 001 03 (001-003) B TA010 ASSET NUMBER 004 10 000 000 X 00 0 Y (004-013) Required. An identifying number to be assigned to the new pending asset. You may specify a number (in the pending asset number format defined in the system control record) or request an automatically generated number. For an auto number, enter AUTOxxxxxx (AUTO followed by 6 characters unique within the batch). C TA002 DESCRIPTION LINE 1 014 20 000 000 X 00 0 (014-033) D TA110 DESCRIPTION LINE 2 034 20 000 000 X 00 0 (034-053) DATE RUN 08/17/00 Auburn University REPORT PAGE 120 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT CR1 PURCHASING DATA 1 F 128 TA 000 Use the CR1 and CR2 transactions to enter data that typically originates in Purchasing or Accounts Payable. A CR0 transaction creating the pending asset must precede this transaction. .................................................................................................................................. . 11111111111111111111111111111. . 11111111112222222222333333333344444444445555555555666666666677777777778888888888999999999900000000001111111111222222222. .12345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678. . . .AAABBBBBBBBBBCCCCCCCDDDEEEEEEEEEFFFGGGGGGGHHIIIIIIJJJJJJJJJJJKKKKKKKKKKKKKKLLLLLLLLLLLMMMMMMMMMMMMMMMMMMMMMMMMMMMMMMNNNNNNOOOOO . . . .................................................................................................................................. DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN A TRANSACTION CODE REQUIRED. MUST BE 'CR1'. 001 03 (001-003) B TA010 ASSET NUMBER 004 10 000 000 X 00 0 Y (004-013) Required. The pending asset to be updated. Use the asset number or automatic number identifier (AUTOxxxxxx) from the CR0 transaction. C TA310 PURCHASE ORDER NO. 014 07 000 000 X 00 0 (014-020) D TA315 PO LINE NUMBER 021 03 000 000 N 00 0 (021-023) E TA325 QUANTITY 024 09 000 000 S 00 0 (024-032) F TA330 UNIT OF MEASURE 033 03 000 000 X 00 0 (033-035) G TA340 VOUCHER NUMBER 036 07 000 000 X 00 0 (036-042) H TA350 BANK NUMBER 043 02 000 000 N 00 0 (043-044) I TA355 CHECK NUMBER 045 06 000 000 N 00 0 (045-050) J TA130 COMMODITY CODE 051 11 000 000 X 00 0 (051-061) K TA320 INVOICE NUMBER 062 14 000 000 X 00 0 (062-075) L TA300 VENDOR NUMBER 076 11 000 000 X 00 0 (076-086) M TA305 VENDOR NAME 087 30 000 000 X 00 0 (087-116) N TA953 FMAN BLDG NUMBER 117 06 000 000 X 00 0 (117-122) (CONTINUED) DATE RUN 08/17/00 Auburn University REPORT PAGE 121 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT CR1 PURCHASING DATA 1 F 128 TA 000 (CONTINUED) DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN O TA954 BLDG INS NUM 123 05 000 000 X 00 0 (123-127) DATE RUN 08/17/00 Auburn University REPORT PAGE 122 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT CR2 PURCHASING DATA 2 F 128 TA 000 Use the CR2 transaction along with the CR1 to enter data that typically originates in Purchasing or Accounts Payable. A CR0 transaction creating the pending asset must precede this transaction. .................................................................................................................................. . 11111111111111111111111111111. . 11111111112222222222333333333344444444445555555555666666666677777777778888888888999999999900000000001111111111222222222. .12345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678. . . .AAABBBBBBBBBBCCDDDDDDDDDDEEFFFFFFFFFFGGHHHHHHHHHHIIJJJJJJJJJJKKKKKKKKKKKKKKKKKKKKKKKKKKKLLLLLLLLLLLLLLLLLLLLMMMMMMMMMMMMMMMMMMMM. . . .................................................................................................................................. DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN A TRANSACTION CODE REQUIRED. MUST BE 'CR2'. 001 03 (001-003) B TA010 ASSET NUMBER 004 10 000 000 X 00 0 Y (004-013) Same comments as on TC=CR1. C TA360 PO ACCOUNT 1 CC 014 02 000 000 X 00 0 (014-015) D TA380 PURCHASE ACCOUNT 1 016 10 000 000 X 00 0 (016-025) E TA362 PO ACCOUNT 2 CC 026 02 000 000 X 00 0 (026-027) F TA382 PURCHASE ACCOUNT 2 028 10 000 000 X 00 0 (028-037) G TA364 PO ACCOUNT 3 CC 038 02 000 000 X 00 0 (038-039) H TA384 PURCHASE ACCOUNT 3 040 10 000 000 X 00 0 (040-049) I TA366 PO ACCOUNT 4 CC 050 02 000 000 X 00 0 (050-051) J TA386 PURCHASE ACCOUNT 4 052 10 000 000 X 00 0 (052-061) K TA516 MANUFACTURER NAME-27 062 27 000 000 X 00 0 (062-088) L TA520 MFG MODEL NUMBER 089 20 000 000 X 00 0 (089-108) M TA525 SERIAL NUMBER 109 20 000 000 X 00 0 (109-128) DATE RUN 08/17/00 Auburn University REPORT PAGE 123 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT CR3 PROPERTY CNTRL DATA F 128 TA 000 Use the CR3 transaction to enter data that typically originates in the Property Control office. A CR0 transaction creating the pending asset must precede this transaction. .................................................................................................................................. . 11111111111111111111111111111. . 11111111112222222222333333333344444444445555555555666666666677777777778888888888999999999900000000001111111111222222222. .12345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678. . . .AAABBBBBBBBBBCCCCCCDDEEEEEEEEFGHIIJJKLLMMNNOOOOOOOOOOPPPPPPQQQRRRRRRRRRRSSSSSSSSSSTTTTTTTTUUUUUUUUVVVVVVVVWWWWWWWWXXXX . . . .................................................................................................................................. DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN A TRANSACTION CODE REQUIRED. MUST BE 'CR3'. 001 03 (001-003) B TA010 ASSET NUMBER 004 10 000 000 X 00 0 Y (004-013) Same comments as on TC=CR1. C TA115 CLASS 014 06 000 000 X 00 0 (014-019) D TA410 ACQUISITION METHOD 020 02 000 000 X 00 0 (020-021) E TA405 DATE ACQUIRED 022 08 000 000 D 00 0 (022-029) F TA335 NEW/USED 030 01 000 000 X 00 0 (030-030) G TA145 MOVEABLE/ATTACHED 031 01 000 000 X 00 0 (031-031) H TA155 REAL/PERSONAL IND 032 01 000 000 X 00 0 (032-032) I TA175 CONDITION 033 02 000 000 X 00 0 (033-034) J TA215 AVAILABILITY 035 02 000 000 X 00 0 (035-036) K TA225 INVENTORY TYPE 037 01 000 000 X 00 0 (037-037) L TA195 EXPOSURE CODE 038 02 000 000 X 00 0 (038-039) M TA180 SPECIAL LICENSE 040 02 000 000 X 00 0 (040-041) N TA170 HOW TAGGED 042 02 000 000 X 00 0 (042-043) O TA200 TAG NUMBER 044 10 000 000 X 00 0 (044-053) (CONTINUED) DATE RUN 08/17/00 Auburn University REPORT PAGE 124 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT CR3 PROPERTY CNTRL DATA F 128 TA 000 (CONTINUED) DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN P TA185 FLOOR SPACE/AREA 054 06 000 000 N 00 0 (054-059) Q TA190 FLOOR SPACE/UOM 060 03 000 000 X 00 0 (060-062) R TA120 RELATED ASSET NUMBER 063 10 000 000 X 00 0 (063-072) S TA230 TRANSFER FROM ASSET 073 10 000 000 X 00 0 (073-082) T TA135 OWNER/TITLE CHG DATE 083 08 000 000 D 00 0 (083-090) U TA140 DATE IN SERVICE 091 08 000 000 D 00 0 (091-098) V TA165 DATE NEXT INVENTORY 099 08 000 000 D 00 0 (099-106) W TA160 DATE LAST INVENTORY 107 08 000 000 D 00 0 (107-114) X TA926 CAPITALIZE FY-4 115 04 000 000 N 00 0 (115-118) DATE RUN 08/17/00 Auburn University REPORT PAGE 125 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT CR4 OWNER/LOCATION DATA F 128 TA 000 Use the CR4 transaction to enter owner/location data on a pending asset. Typically this information originates in the Property Control office. A CR0 transaction creating the pending asset must precede this transaction. Once the asset is appproved, owner/location data can be changed only by processing a transfer (TRF transaction in batch or Screen 519 on-line). .................................................................................................................................. . 11111111111111111111111111111. . 11111111112222222222333333333344444444445555555555666666666677777777778888888888999999999900000000001111111111222222222. .12345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678. . . .AAABBBBBBBBBBCCCCCCCCCCCCCCCCCCCCDDDDDDDDDEEFFFFFGGGGGGHHIIJJKKKKKLLLLLLLLLLLLLLLLLLLLMNNN . . . .................................................................................................................................. DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN A TRANSACTION CODE REQUIRED. MUST BE 'CR4'. 001 03 (001-003) B TA010 ASSET NUMBER 004 10 000 000 X 00 0 Y (004-013) Same comments as on TC=CR1. C TA205 CUSTODIAN NAME 014 20 000 000 X 00 0 (014-033) D TA210 CUSTODIAN NUMBER 034 09 000 000 X 00 0 (034-042) E TA600 CAMPUS 043 02 000 000 X 00 0 (043-044) F TA605 BUILDING 045 05 000 000 X 40 0 (045-049) G TA610 ROOM/FLOOR 050 06 000 000 X 00 0 (050-055) H TA620 EXECUTIVE LEVEL 056 02 000 000 X 00 0 (056-057) I TA625 DIVISION 058 02 000 000 X 00 0 (058-059) J TA630 SCHOOL 060 02 000 000 X 00 0 (060-061) K TA635 DEPARTMENT 062 05 000 000 X 00 0 (062-066) L TA615 OTHER LOCATION 067 20 000 000 X 00 0 (067-086) M TA150 OWNERSHIP/TITLE 087 01 000 000 X 00 0 (087-087) (CONTINUED) DATE RUN 08/17/00 Auburn University REPORT PAGE 126 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT CR4 OWNER/LOCATION DATA F 128 TA 000 (CONTINUED) DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN N TA951 SUB-DEPARTMENT 088 03 000 000 N 00 0 (088-090) DATE RUN 08/17/00 Auburn University REPORT PAGE 127 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT CR5 ACCOUNTING DATA 1 F 128 TA 000 Use the CR5 transaction to enter Accounting data, including capitalization and depreciation calculation data, on a pending asset. A CR0 transaction creating the asset must precede this transaction. .................................................................................................................................. . 11111111111111111111111111111. . 11111111112222222222333333333344444444445555555555666666666677777777778888888888999999999900000000001111111111222222222. .12345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678. . . .AAABBBBBBBBBBCCCCCCDEEEFGGGHHHIIIIIIIIIIIIIJJJJJJJJJJJJJKKKKKKKKKKKKKLLLLMMNNNOOPPPQQRRRSSTTTUUVVVWWXXXYYZZZAABBBCCCCCCCCCCDD . . . .................................................................................................................................. DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN A TRANSACTION CODE REQUIRED. MUST BE 'CR5'. 001 03 (001-003) B TA010 ASSET NUMBER 004 10 000 000 X 00 0 Y (004-013) Same comments as on TC=CR1. C TA235 ASSET ACCOUNT 014 06 000 000 X 00 0 (014-019) D TA125 CAPITALIZATION 020 01 000 000 X 00 0 (020-020) E TA800 DEPRECIATION METHOD 021 03 000 000 X 00 0 (021-023) F TA820 FIRST YEAR RULE 024 01 000 000 X 00 0 (024-024) G TA805 USEFUL LIFE 025 03 000 000 N 00 0 (025-027) H TA810 REMAINING LIFE 028 03 000 000 N 00 0 (028-030) I TA860 TOTAL COST 031 13 000 000 S 00 0 (031-043) J TA855 LOCATION/OTHER COSTS 044 13 000 000 S 00 0 (044-056) K TA815 SALVAGE VALUE 057 13 000 000 S 00 0 (057-069) L TA455 SPONSOR AGENCY 070 04 000 000 X 00 0 (070-073) M TA415 SOURCE OF FUNDS 1 074 02 000 000 X 00 0 (074-075) N TA420 PERCENT OF SOURCE 1 076 03 000 000 N 00 0 (076-078) O TA425 SOURCE OF FUNDS 2 079 02 000 000 X 00 0 (079-080) (CONTINUED) DATE RUN 08/17/00 Auburn University REPORT PAGE 128 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT CR5 ACCOUNTING DATA 1 F 128 TA 000 (CONTINUED) DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN P TA430 PERCENT OF SOURCE 2 081 03 000 000 N 00 0 (081-083) Q TA435 SOURCE OF FUNDS 3 084 02 000 000 X 00 0 (084-085) R TA440 PERCENT OF SOURCE 3 086 03 000 000 N 00 0 (086-088) S TA445 SOURCE OF FUNDS 4 089 02 000 000 X 00 0 (089-090) T TA450 PERCENT OF SOURCE 4 091 03 000 000 N 00 0 (091-093) U TA460 PURPOSE CODE 1 094 02 000 000 X 00 0 (094-095) V TA465 PURPOSE PERCENT 1 096 03 000 000 N 00 0 (096-098) W TA470 PURPOSE CODE 2 099 02 000 000 X 00 0 (099-100) X TA475 PURPOSE PERCENT 2 101 03 000 000 N 00 0 (101-103) Y TA480 PURPOSE CODE 3 104 02 000 000 X 00 0 (104-105) Z TA485 PURPOSE PERCENT 3 106 03 000 000 N 00 0 (106-108) A TA490 PURPOSE CODE 4 109 02 000 000 X 00 0 (109-110) B TA495 PURPOSE PERCENT 4 111 03 000 000 N 00 0 (111-113) C TA240 ALTERNATE DEPR ACCT 114 10 000 000 X 00 0 (114-123) D TA234 ACCOUNT CAMPUS 124 02 000 000 X 00 0 (124-125) DATE RUN 08/17/00 Auburn University REPORT PAGE 129 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT CR6 ACCOUNTING DATA 2 F 128 TA 000 Use the CR6 transaction to enter historical depreciation data on a pending asset. This information typically does not apply to a new acquisition unless a manual depreciation amount or first year amount is to be specified. A CR0 transaction creating the asset must precede this transaction. .................................................................................................................................. . 11111111111111111111111111111. . 11111111112222222222333333333344444444445555555555666666666677777777778888888888999999999900000000001111111111222222222. .12345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678. . . .AAABBBBBBBBBBCCCCCCCCCCCCCDDDDDDDDDDDDDEEEEEEEEEEEEEFFFFFFFFFFFFFGGGGGGGGGGGGG . . . .................................................................................................................................. DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN A TRANSACTION CODE REQUIRED. MUST BE 'CR6'. 001 03 (001-003) B TA010 ASSET NUMBER 004 10 000 000 X 00 0 Y (004-013) Same comments as on TC=CR1. C TA830 DEPREC. FIRST YEAR 014 13 000 000 S 00 0 (014-026) D TA825 DEPREC. MANUAL AMT 027 13 000 000 S 00 0 (027-039) E TA835 DEPREC LAST YEAR 040 13 000 000 S 00 0 (040-052) F TA845 ACCUM. DEPR TO-DATE 053 13 000 000 S 00 0 (053-065) G TA850 FRT/INS/TAX/OTHER 066 13 000 000 S 00 0 (066-078) DATE RUN 08/17/00 Auburn University REPORT PAGE 130 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT CR7 MAINTENANCE DATA F 128 TA 000 Use the CR7 transaction to record maintenance information for a pending asset. The information may originate in any of several offices, depending on how the institution is organized. A CR0 transaction creating the asset must precede this transaction. .................................................................................................................................. . 11111111111111111111111111111. . 11111111112222222222333333333344444444445555555555666666666677777777778888888888999999999900000000001111111111222222222. .12345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678. . . .AAABBBBBBBBBBCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCDDDDDDDDDDDDDDDDDDDDEEEEEEEEEEEEEFFFFFFFFGGGGGGGGHHHHHHHHII . . . .................................................................................................................................. DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN A TRANSACTION CODE REQUIRED. MUST BE 'CR7'. 001 03 (001-003) B TA010 ASSET NUMBER 004 10 000 000 X 00 0 Y (004-013) Same comments as on TC=CR1. C TA700 MAINTENANCE COMPANY 014 30 000 000 X 00 0 (014-043) D TA705 MAINTENANCE CONTRACT 044 20 000 000 X 00 0 (044-063) E TA715 MAINT CONTRACT AMT 064 13 000 000 S 00 0 (064-076) F TA710 DATE MAINT RENEWAL 077 08 000 000 D 00 0 (077-084) G TA725 DATE WARRANTY EXPIRE 085 08 000 000 D 00 0 (085-092) H TA730 DATE LAST MAINT 093 08 000 000 D 00 0 (093-100) I TA720 MAINT FREQUENCY 101 02 000 000 X 00 0 (101-102) DATE RUN 08/17/00 Auburn University REPORT PAGE 131 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT CR8 INSURANCE DATA F 128 TA 000 Use the CR8 transaction to enter information about the insurance coverage of a pending asset. The information may originate in any of several offices, depending on how the institution is organized. A CR0 transaction creating the asset must precede this transaction. .................................................................................................................................. . 11111111111111111111111111111. . 11111111112222222222333333333344444444445555555555666666666677777777778888888888999999999900000000001111111111222222222. .12345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678. . . .AAABBBBBBBBBBCCCCDDDDDDDDDDDDDEEFFFFFFFFGGGGGGGGGGGGGHH . . . .................................................................................................................................. DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN A TRANSACTION CODE REQUIRED. MUST BE 'CR8'. 001 03 (001-003) B TA010 ASSET NUMBER 004 10 000 000 X 00 0 Y (004-013) Same comments as on TC=CR1. C TA535 INSURED BY WHOM 014 04 000 000 X 00 0 (014-017) D TA540 INSURED VALUE 018 13 000 000 S 00 0 (018-030) E TA555 COINSURANCE PERCENT 031 02 000 000 N 00 0 (031-032) F TA545 DATE OF VALUATION 033 08 000 000 D 00 0 (033-040) G TA530 REPLACEMENT COST 041 13 000 000 S 00 0 (041-053) H TA550 INFLATION CODE 054 02 000 000 X 00 0 (054-055) DATE RUN 08/17/00 Auburn University REPORT PAGE 132 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT MOD PENDING ASSET MODIFY F 128 TA 000 Use the MOD transaction to change the value of a descriptive field (attribute) on a pending asset, or on all pending assets having the same old value in the field. .................................................................................................................................. . 11111111111111111111111111111. . 11111111112222222222333333333344444444445555555555666666666677777777778888888888999999999900000000001111111111222222222. .12345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678. . . .AAABBBBBBBBBBCCCCCCCCDDDDDDDEEEEEEEEEEEEEEEEEEEEFFFFFGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGHHHHHHHHHHHHHHHHHHHHHHHHHHHHHHI . . . .................................................................................................................................. DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN A TRANSACTION CODE REQUIRED. MUST BE 'MOD'. 001 03 (001-003) B TA010 ASSET NUMBER 004 10 000 000 X 00 0 Y (004-013) Required. The asset number of the pending asset to be updated. To update all assets that have the specified Old Value, enter MASSCHANGE instead of a specific asset number. C TZ002 TRANSACTION DATE 014 08 000 000 D 00 0 Y (014-021) Optional. A date to give the transaction meaning or help track it for audit purposes. Defaults to the date on the batch header. Enter month (mm), day (dd) and year (yy or ccyy) in the order required by your institution -- typically mmddyy or mmddccyy. If the date is not within the current century, you must include all four digits of the year. Enter the first character in the first position of the field: mmddyy__ D TZ004 TRANS REFERENCE 022 07 000 000 X 00 0 Y (022-028) Optional; a reference number that relates the transaction to a source document. E TZ006 TRANS DESCRIPTION 029 20 000 000 X 00 0 Y (029-048) Optional. Brief explanation of the origin or purpose of the transaction. F TZ008 DBD ELEMENT NUMBER 049 05 000 000 X 00 0 Y (049-053) Required. Data element ID (TAxxx) of the attribute (CONTINUED) DATE RUN 08/17/00 Auburn University REPORT PAGE 133 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT MOD PENDING ASSET MODIFY F 128 TA 000 (CONTINUED) DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN to be modified. G TZ010 ASSET ELEM NEW VALUE 054 30 000 000 X 00 0 Y (054-083) Required. The new attribute value which is to replace the existing value (Old Value). H TZ012 ASSET ELEM OLD VALUE 084 30 000 000 X 00 0 Y (084-113) Required for a MASSCHANGE transaction; otherwise, required only if the specified data element is a numeric field or an alphanumeric field less than six characters in length. The existing value which is to be replaced by the New Value. I TZ084 TRANS MASS LIST 114 01 000 000 X 00 0 Y (114-114) Optional; applies only to MASSCHANGE. Controls listing of changed assets in the TBD010 Diagnostics report. DATE RUN 08/17/00 Auburn University REPORT PAGE 134 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT TRF TRANSFER F 128 TA 000 Use the TRF transaction to change the value of a transfer element on an approved asset, or on all approved assets having the same old value in the field. Transfer elements are those pertaining to ownership, location or availability of the asset. All transfer transactions are reported on the TBD050 Activity Transfer Report. .................................................................................................................................. . 11111111111111111111111111111. . 11111111112222222222333333333344444444445555555555666666666677777777778888888888999999999900000000001111111111222222222. .12345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678. . . .AAABBBBBBBBBBCCCCCCCCDDDDDDDEEEEEEEEEEEEEEEEEEEEFFFFFGGGGGGGGGGGGGGGGGGGGGGGGGGGGGGHHHHHHHHHHHHHHHHHHHHHHHHHHHHHHI . . . .................................................................................................................................. DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN A TRANSACTION CODE REQUIRED. MUST BE 'TRF'. 001 03 (001-003) B TA010 ASSET NUMBER 004 10 000 000 X 00 0 Y (004-013) Required. The asset number of the asset to be updated. To update all assets that have the specified Old Value, enter MASSCHANGE instead of a specific asset number. C TZ002 TRANSACTION DATE 014 08 000 000 D 00 0 Y (014-021) Optional. A date to give the transaction meaning or help track it for audit purposes. Defaults to the date on the batch header. The transaction date is applied to the asset as the Last Transfer Date (TA640) for a change in location, Availability Change Date (TA220) for a change in availability, or Owner/Title Change Date (TA135) for a change of ownership. Enter month (mm), day (dd) and year (yy or ccyy) in the order required by your institution -- typically mmddyy or mmddccyy. If the date is not within the current century, you must include all four digits of the year. Enter the first character in the first position of the field: mmddyy__ D TZ004 TRANS REFERENCE 022 07 000 000 X 00 0 Y (CONTINUED) DATE RUN 08/17/00 Auburn University REPORT PAGE 135 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT TRF TRANSFER F 128 TA 000 (CONTINUED) DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN (022-028) Optional; a reference number that relates the transaction to a source document. E TZ006 TRANS DESCRIPTION 029 20 000 000 X 00 0 Y (029-048) Optional. Brief explanation of the origin or purpose of the transaction. F TZ008 DBD ELEMENT NUMBER 049 05 000 000 X 00 0 Y (049-053) Required. Data element ID (TAxxx) of the attribute to be modified. The valid element IDs are: TA150 Owner TA205 Custodian Name TA210 Custodian Number TA215 Availability TA600 Campus TA605 Building TA610 Room/Floor TA615 Other Location TA620 Exec Level TA625 Division TA630 School TA635 Department G TZ010 ASSET ELEM NEW VALUE 054 30 000 000 X 00 0 Y (054-083) Required. The new attribute value which is to replace the existing value (Old Value). H TZ012 ASSET ELEM OLD VALUE 084 30 000 000 X 00 0 Y (084-113) Required for a MASSCHANGE transaction; otherwise, required only if the specified data element is a numeric field or an alphanumeric field less than six characters in length. The existing value which is to be replaced by the New Value. I TZ084 TRANS MASS LIST 114 01 000 000 X 00 0 Y (114-114) Optional; applies only to MASSCHANGE. Controls listing of changed assets in the TBD010 Diagnostics report. DATE RUN 08/17/00 Auburn University REPORT PAGE 136 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 120 VENDOR FLAG SET F 128 VN 000 Use the 120 transaction to set one or more flags that control vendor/voucher activity: Drop, Delete, Freeze. Dropping a vendor prevents future activity and marks it for removal from the database during month-end processing. Before it can be dropped, a vendor must be marked as deleted. Deleting a vendor prevents future activity. A vendor cannot be deleted if it has any active vouchers. If its drop flag is not turned on, a deleted vendor is removed from the data base when its retention months expire. Freezing a vendor prevents the creation of new vouchers and credit memos, but allows other transactions. .................................................................................................................................. . 11111111111111111111111111111. . 11111111112222222222333333333344444444445555555555666666666677777777778888888888999999999900000000001111111111222222222. .12345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678. . . .AAABBBBBBBBBBBCDEFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFF . . . .................................................................................................................................. DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN A TRANSACTION CODE REQUIRED. MUST BE '120'. 001 03 (001-003) B VN004 VENDOR NUMBER 004 11 000 000 X 00 0 Y (004-014) Required. Identifies the vendor record. C VN020 DROP FLAG 015 01 000 000 X 00 0 Y (015-015) Optional. The drop flag setting. To drop a vendor, turn the flag on: enter 1 (to purge to history) or 3 (to drop without retaining a history record). If the vendor is still active in Purchasing, the system will reset the drop flag to 0 at month end. You can reinstate a dropped vendor before purging by resetting the flag to 0. D VN022 DELETE FLAG 016 01 000 000 X 00 0 Y (016-016) Optional. The delete flag setting. To delete a vendor, enter 1 to turn the flag on. You can reinstate a deleted vendor by resetting the flag to 0. E VN024 FREEZE FLAG 017 01 000 000 X 00 0 Y (CONTINUED) DATE RUN 08/17/00 Auburn University REPORT PAGE 137 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 120 VENDOR FLAG SET F 128 VN 000 (CONTINUED) DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN (017-017) Optional. The freeze flag setting. To freeze a vendor, enter 1 to turn the flag on. You can reactivate the vendor by resetting the flag to 0. F VZ004 COMMENTS 018 60 000 000 X 00 0 Y (018-077) Optional. Comments to document the transaction. DATE RUN 08/17/00 Auburn University REPORT PAGE 138 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 121 VENDOR CREATE F 128 VN 000 Use the 121 transaction to create a vendor record. The vendor number must be established on a 121 transaction before a 122 or 123 transaction can be processed. .................................................................................................................................. . 11111111111111111111111111111. . 11111111112222222222333333333344444444445555555555666666666677777777778888888888999999999900000000001111111111222222222. .12345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678. . . .AAABBBBBBBBBBBCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCDDDDDDDDDDDDDDDDDDDDEEFFFFFFFFFFFFGGGHIJJKKLLLMMMNNOPPPPPPPPPQQRRRSSSTTTT . . . .................................................................................................................................. DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN A TRANSACTION CODE REQUIRED. MUST BE '121'. 001 03 (001-003) B VN004 VENDOR NUMBER 004 11 000 000 X 00 0 Y (004-014) Required. Identifies the vendor record. You may assign a specific vendor number or request a system-generated number. The format for a specific vendor number is Annnnnnnnn0 - A is an alpha character in the range A-Y (except T, which should be reserved for system-generated numbers) - nnnnnnnnn is a number - 0 indicates a primary vendor record The format for requesting a system-generated vendor number is TEMPnnn. The system will assign the number TNNNNNnnnn0, where NNNNN is automatically generated, and nnnn is from the TEMP number you supplied. C VN030 VENDOR NAME 015 30 000 000 X 00 0 Y (015-044) Required. The vendor's name, entered as it should appear on a check. If you want the surname to appear alphabetically on name- sequenced vendor reports, enter * (asterisk) immediately in front of the surname: for example, Dr. John R.*Smith, Jr. (Do not leave a blank between the asterisk and the surname.) The asterisk is suppressed at check-writing time. D VN040 CITY 045 20 000 000 X 00 0 Y (045-064) Required. The city in the vendor's address. E VN042 STATE 065 02 000 000 X 00 0 Y (CONTINUED) DATE RUN 08/17/00 Auburn University REPORT PAGE 139 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 121 VENDOR CREATE F 128 VN 000 (CONTINUED) DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN (065-066) Required. The state or province in the vendor's address. Enter 199 in this field if the address is not in the U.S. or Canada. F VN046 ZIP CODE 067 12 000 000 X 00 0 Y (067-078) Optional. The zip or postal code in the vendor's address. G VN044 COUNTRY 079 03 000 000 X 00 0 Y (079-081) Optional. The country in the vendor's address. It is not necessary to specify USA or CAN, but all other addresses should include the country. H VN063 VN AP HOLD 082 01 000 000 X 00 0 Y (082-082) Optional. Indicates whether to hold payments for the vendor. I VN064 VN AP DOLLAR LIMIT 083 01 000 000 N 00 0 Y (083-083) Optional. A code which establishes the maximum payment for the vendor. If a voucher exceeds the limit, the voucher is processed and a warning message is generated. Processing is allowed because a voucher may have offsetting credits. If the amount due to a vendor exceeds the limit, FRS does not write a check unless a VBC010 override transaction directs payment. J VN066 VENDOR TYPE CODE 084 02 000 000 X 00 0 Y (084-085) Optional. A means of classifying vendors for institution- specific purposes. The Payments by Vendor Type program (VBY010) allows selection by vendor type. K VN068 VN DISCOUNT CODE 086 02 000 000 N 00 0 Y (086-087) Optional. Refers to a Discount Table record in the AP Batch File (VBFILE). Values are listed in the AP Table Load/List report (VBI002) or Discount Table screen (112). If the vendor has a discount code assigned, an operator can apply the discount to a voucher and credit memo, by entering V as the Discount Type. L VN070 VN COMMODITY CODE 088 03 000 000 X 00 0 Y (088-090) Optional. A means for classifying vendors by the type of goods or services they provide. (This is not the (CONTINUED) DATE RUN 08/17/00 Auburn University REPORT PAGE 140 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 121 VENDOR CREATE F 128 VN 000 (CONTINUED) DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN commodity code used in the Purchasing Commodities module.) M VN074 VN CURRENCY CODE 091 03 000 000 X 00 0 Y (091-093) Optional. A code that represents the currency in which the vendor normally receives payment. It is not necessary to enter a value for the local (default) currency in which checks are typically written. N VN076 VN RETENTION MTHS 094 02 000 000 N 00 0 Y (094-095) Required. The number of months the vendor should remain in the database after all outstanding vouchers have been paid. Values are 00 (purge to history in the next VBM005 run) through 99 (retain indefinitely). On a temporary vendor (vendor number beginning with T), the value is assumed to be 00 (overriding the DBD default) unless you enter a different value. O VN062 VN 1099/1042 CODE 096 01 000 000 X 00 0 Y (096-096) Optional. A code to identify the vendor's 1099 reporting status. P VN061 VN FEDERAL/TAX ID 097 09 000 000 X 00 0 Y (097-105) Optional. The vendor's Tax Identification Number (TIN), used to support 1099 payments and reporting. Q VN161 VN CAMPUS CODE 106 02 000 000 X 00 0 Y (106-107) Optional. In a multi-campus environment, the campus to which this vendor's voucher data applies. Defaults to the campus on the batch header. To accept input from all campuses, use 99. R VN055 VN FAX NUMBER AREA 108 03 000 000 X 00 0 Y (108-110) Optional. The area code in the vendor's FAX number. S VN057 VN FAX NUMBER FIRST 111 03 000 000 N 00 0 Y (111-113) Optional. The first three digits of the vendor's FAX number (after the area code, if any). T VN058 VN FAX NUMBER LAST 4 114 04 000 000 N 00 0 Y (114-117) Optional. The final four digits of the vendor's FAX number. DATE RUN 08/17/00 Auburn University REPORT PAGE 141 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 122 VENDOR ADDRESS/PHONE F 128 VN 000 Use the 122 transaction to enter additional vendor address and telephone information. A 121 transaction creating the vendor must precede the 122 transaction. .................................................................................................................................. . 11111111111111111111111111111. . 11111111112222222222333333333344444444445555555555666666666677777777778888888888999999999900000000001111111111222222222. .12345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678. . . .AAABBBBBBBBBBBCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDEEEFFFFFFFGGGGG . . . .................................................................................................................................. DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN A TRANSACTION CODE REQUIRED. MUST BE '122'. 001 03 (001-003) B VN004 VENDOR NUMBER 004 11 000 000 X 00 0 Y (004-014) Required. Identifies the vendor. Use the 11-position number or TEMPnnnn number from the preceding 121 transaction. C VN032 ADDRESS LINE 1 015 30 000 000 X 00 0 Y (015-044) Optional. First line of the vendor's remit-to address. D VN034 ADDRESS LINE 2 045 30 000 000 X 00 0 Y (045-074) Optional. Additional remit-to address line. E VN050 VN PHONE AREA CODE 075 03 000 000 X 00 0 Y (075-077) Optional. The area code in the vendor's telephone number. F VN051 VN PHONE (7) 078 07 000 000 N 00 0 Y (078-084) Optional. The primary seven digits of the vendor's telephone number. G VN054 VN PHONE EXT 085 05 000 000 X 00 0 Y (085-089) Optional. The office extension in the vendor's telephone number. DATE RUN 08/17/00 Auburn University REPORT PAGE 142 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 123 VENDOR ADDRESS LINES F 128 VN 000 Use the 123 transaction to enter additional vendor address and electronic mail address information. A 121 transaction creating the vendor must precede the 123 transaction. .................................................................................................................................. . 11111111111111111111111111111. . 11111111112222222222333333333344444444445555555555666666666677777777778888888888999999999900000000001111111111222222222. .12345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678. . . .AAABBBBBBBBBBBCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEE . . . .................................................................................................................................. DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN A TRANSACTION CODE REQUIRED. MUST BE '123'. 001 03 (001-003) B VN004 VENDOR NUMBER 004 11 000 000 X 00 0 Y (004-014) Required. Identifies the vendor. Use the 11-position number or TEMPnnnn number from the preceding 121 transaction. C VN036 ADDRESS LINE 3 015 30 000 000 X 00 0 Y (015-044) Optional. Additional remit-to address line. D VN038 ADDRESS LINE 4 045 30 000 000 X 00 0 Y (045-074) Optional. Additional remit-to address line. E VN060 VN EMAIL 075 40 000 000 X 00 0 Y (075-114) Optional. The vendor's electronic mail address. DATE RUN 08/17/00 Auburn University REPORT PAGE 143 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 124 VENDOR MISC INFO F 128 VN 000 Use the 124 transaction to enter additional vendor information, including contact name, customer number, EDI/EFT and other codes. A 121 transaction creating the vendor must precede the 124 transaction. .................................................................................................................................. . 11111111111111111111111111111. . 11111111112222222222333333333344444444445555555555666666666677777777778888888888999999999900000000001111111111222222222. .12345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678. . . .AAABBBBBBBBBBBCCCCCCCCCCCCCCCCCCCCCCCCCCCCCCDDDDDDDDDDDDDDDEEFFGGHIIIIIIIIJKKKLLLLLLLLLLLLLLLLLMMMMMMMMMNOP . . . .................................................................................................................................. DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN A TRANSACTION CODE REQUIRED. MUST BE '124'. 001 03 (001-003) B VN004 VENDOR NUMBER 004 11 000 000 X 00 0 Y (004-014) Required. Identifies the vendor. Use the 11-position number or TEMPnnnn number from the preceding 121 transaction. C VN059 VN CONTACT NAME 015 30 000 000 X 00 0 Y (015-044) Optional. Identifies a contact person at the vendor's place of business. D VN165 VN CUSTOMER NUMBER 045 15 000 000 X 00 0 Y (045-059) Optional. Identifies the institution's customer account number as assigned by the vendor. E VN180 VN USER CODE 1 060 02 000 000 X 00 0 Y (060-061) Optional. A user-defined vendor classification. F VN181 VN USER CODE 2 062 02 000 000 X 00 0 Y (062-063) Optional. A user-defined vendor classification. G VN182 VN USER CODE 3 064 02 000 000 X 00 0 Y (064-065) Optional. A user-defined vendor classification. H VN167 VN W9 FILE IND 066 01 000 000 X 00 0 Y (066-066) Optional. Indicates the status of the vendor's W9 information. I VN168 VN W9 DATE 067 08 000 000 D 00 0 Y (067-074) Optional. The date associated with the W9 status. J VN171 VN EDI TRADE PART 075 01 000 000 X 00 0 Y (CONTINUED) DATE RUN 08/17/00 Auburn University REPORT PAGE 144 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 124 VENDOR MISC INFO F 128 VN 000 (CONTINUED) DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN (075-075) Optional. Indicates whether the vendor is an EDI trading partner for Purchase Orders. K VN173 VN EDI INV MTHD 076 03 000 000 X 00 0 Y (076-078) Optional. A code indicating the method by which the vendor's invoices typically are sent. L VN176 VN EFT BANK ACCT 079 17 000 000 X 00 0 Y (079-095) Optional. The EFT/ACH bank account used to pay this vendor. M VN177 VN EFT BANK ROUT 096 09 000 000 X 00 0 Y (096-104) Optional. The EFT/ACH bank routing number for the EFT bank. N VN187 EDI EFT PARTNER 105 01 000 000 X 00 0 Y (105-105) Optional. Indicates whether the vendor is an EDI trading partner for Electronic Funds Transfer payments. O VN188 EDI INV PARTNER 106 01 000 000 X 00 0 Y (106-106) Optional. Indicates whether the vendor is an EDI trading partner for invoice processing. P VN189 REMIT ADVICE FLAG 107 01 000 000 X 00 0 Y (107-107) Optional. Indicates whether the vendor requires hard copy remittance advice for EFT payments. DATE RUN 08/17/00 Auburn University REPORT PAGE 145 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 129 VENDOR MODIFY F 128 VN 000 The Vendor Create transactions (121-124) load most attributes. Once the vendor record exists, use the Vendor Modify transaction (129) to add or change attribute values. .................................................................................................................................. . 11111111111111111111111111111. . 11111111112222222222333333333344444444445555555555666666666677777777778888888888999999999900000000001111111111222222222. .12345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678. . . .AAABBBBBBBBBBBCCCCCDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDDEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEE . . . .................................................................................................................................. DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN A TRANSACTION CODE REQUIRED. MUST BE '129'. 001 03 (001-003) B VN004 VENDOR NUMBER 004 11 000 000 X 00 0 Y (004-014) Required. Identifies the vendor to be updated. C VZ020 DBD ELEM NUM 015 05 000 000 X 00 0 Y (015-019) Required. Data element ID (VNnnn) of the attribute to be modified. D VZ022 VN NEW VALUE 020 40 000 000 X 00 0 Y (020-059) Required. The new attribute value which is to replace the existing value (Old Value). E VZ024 VN OLD VALUE 060 40 000 000 X 00 0 Y (060-099) Required only for a numeric field or an alphanumeric field less than six characters in length. The existing value which is to be replaced by the New Value. DATE RUN 08/17/00 Auburn University REPORT PAGE 146 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 130 UNPAID VCHR DELETE F 128 VO 000 Use the 130 transaction to delete an unpaid voucher (an open payable). A paid voucher cannot be deleted, but can be voided using a 18x transaction. .................................................................................................................................. . 11111111111111111111111111111. . 11111111112222222222333333333344444444445555555555666666666677777777778888888888999999999900000000001111111111222222222. .12345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678. . . .AAABBBBBBBBBBBCCCCCCCDDDDDDDDDDEFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFF . . . .................................................................................................................................. DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN A TRANSACTION CODE REQUIRED. MUST BE '130'. 001 03 (001-003) B VO004 VENDOR NUMBER 004 11 000 000 X 00 0 Y (004-014) Required. In combination with the voucher number and account number, identifies the voucher to be deleted. C VO012 VOUCHER NUMBER 015 07 000 000 N 00 0 Y (015-021) Required. In combination with the vendor number and account number, identifies the voucher to be deleted. D VO026 ACCOUNT-10 022 10 000 000 N 00 0 Y (022-031) Required to delete a single specific voucher. In combination with the vendor number and voucher number, identifies the voucher to be deleted. To delete all vouchers with the same vendor and voucher numbers, leave the account number blank. E VO076 RE-ENCUMBER 032 01 000 000 X 00 0 (032-032) Optional. Indicates whether the system should reinstate an encumbrance for the deleted voucher (using the voucher account and amount). Values are Y (yes, encumber) and N (don't encumber); defaults to Y. F VZ004 COMMENTS 033 49 000 000 X 00 0 Y (033-081) Optional. Comments to document the transaction. DATE RUN 08/17/00 Auburn University REPORT PAGE 147 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 131 UNPAID VCHR MODIFY F 128 VO 000 Use the 131 transaction to add or change descriptive data on an unpaid voucher. .................................................................................................................................. . 11111111111111111111111111111. . 11111111112222222222333333333344444444445555555555666666666677777777778888888888999999999900000000001111111111222222222. .12345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678. . . .AAABBBBBBBBBBBCCCCCCCDDDDDDDDDDEEFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFFF . . . .................................................................................................................................. DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN A TRANSACTION CODE REQUIRED. MUST BE '131'. 001 03 (001-003) B VO004 VENDOR NUMBER 004 11 000 000 X 00 0 Y (004-014) Required. In combination with the voucher number and account number, identifies the voucher to be modified. C VO012 VOUCHER NUMBER 015 07 000 000 N 00 0 Y (015-021) Required. In combination with the vendor number and account number, identifies the voucher to be modified. D VO026 ACCOUNT-10 022 10 000 000 N 00 0 Y (022-031) Required to modify a single specific voucher. In combination with the vendor number and voucher number, identifies the voucher to be modified. E VZ006 MODIFY POINTER 032 02 000 000 X 00 0 Y (032-033) Required. Identifies the attribute to be modified. Values are: 02 Hold Flag 03 Bank Number 04 1099 Code 05 Invoice Date 06 Due Date 07 Description 08 Enclosure Flag 09 Digit 3 of TC F VZ008 NEW VALUE 034 47 000 000 X 00 0 Y (034-080) Required. The new attribute value which is to replace the old (existing) value. If you are changing the voucher's transaction code (pointer value 09), neither the old nor the new transaction code can be 142 or 152. DATE RUN 08/17/00 Auburn University REPORT PAGE 148 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 14 VOUCHER CREATE F 128 VO 000 Use the 14x transaction to create a regular voucher - a request for payment to a vendor. A voucher is a request for payment against a single account. If an invoice is to be charged across several accounts, create a separate voucher for each account. .................................................................................................................................. . 11111111111111111111111111111. . 11111111112222222222333333333344444444445555555555666666666677777777778888888888999999999900000000001111111111222222222. .12345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678. . . .AABCCCCCCCCCCCDDDDDDDEEEEEEEEEEFFFFFFFGGGGGGGGGGGGGGHHHHHHHHHHHHHHHIIIIIIIIJJJJJJJJKKKKKKKKKKKLMMMMMMMMMNNOPP QRSSTTTUVWW X. . . .................................................................................................................................. DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN A TRANSACTION CODE REQUIRED. MUST BE '14 '. 001 03 (001-003) B VZ036 TRANS CODE 3 003 01 000 000 N 00 0 Y (003-003) Required. The third digit of the transaction code. Values are 0-9 (excluding 8, which is for Recurring Payment Voucher transactions). Two values are system- defined: - 2 indicates a demand voucher, and causes the due date to default to the current date - 9 means to pay the voucher on a separate check (rather than to combine payment with other vouchers and credit memos for the same vendor) C VO004 VENDOR NUMBER 004 11 000 000 X 00 0 Y (004-014) Required. The vendor to be paid; in combination with the voucher number and account number, identifies the voucher to be created. To use a vendor created with a system-generated number in this batch, you may specify the TEMPnnnn number from a preceding 121 transaction. D VO012 VOUCHER NUMBER 015 07 000 000 N 00 0 Y (015-021) Required. A control number that, in combination with the vendor number and account number, identifies the voucher to be created. If an invoice is to be charged across several accounts, the corresponding vouchers (one per account) typically would use the same voucher number. E VO026 ACCOUNT-10 022 10 000 000 N 00 0 Y (CONTINUED) DATE RUN 08/17/00 Auburn University REPORT PAGE 149 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 14 VOUCHER CREATE F 128 VO 000 (CONTINUED) DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN (022-031) Required. The account to be charged when the voucher is paid. In combination with the vendor number and voucher number, identifies the voucher to be created. F VO094 PO NUMBER 032 07 000 000 X 00 0 Y (032-038) Optional. The purchase order number or other Open Commitments File reference for an encumbrance to which the voucher applies. The encumbrance will be liquidated when a payable or disbursement is recorded for the voucher, depending on whether the batch is set up for accrual or cash basis posting. G VO122 INVOICE NUMBER 039 14 000 000 X 00 0 Y (039-052) Optional. The vendor invoice to be paid, or partially paid, by this voucher. If an invoice is to be charged across several accounts, enter the invoice number on the voucher for each account. An entry in this field is checked against the AP Invoice File (VDFILE) for duplicate posting. If the invoice number exceeds 14 characters, enter the 14 most significant ones. The invoice number may include embedded blanks and special characters: for example, 12 142-A. H VO126 DESCRIPTION 053 15 000 000 X 00 0 Y (053-067) Optional. A brief explanation of the purpose of the voucher -- the goods or services purchased, or the reason for the payment. I VO130 INVOICE DATE 068 08 000 000 D 00 0 Y (068-075) Required. The date on the invoice or date of the check request, used in conjunction with Discount Table rules to calculate the payment due date. Enter month (mm), day (dd) and year (yy or ccyy) in the order required by your institution -- typically mmddyy or mmddccyy. If the date is not within the current century, you must include all four digits of the year. Enter the first character in the first position of the field: mmddyy__ J VO140 DUE DATE 076 08 000 000 D 00 0 Y (CONTINUED) DATE RUN 08/17/00 Auburn University REPORT PAGE 150 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 14 VOUCHER CREATE F 128 VO 000 (CONTINUED) DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN (076-083) Optional. The date that the voucher should be paid, used by VBC010 to select vouchers for check writing. If you enter a Discount Type of T or V, the due date is calculated by the system as the last day on which the discount may be taken. Otherwise the due date defaults to the current date. To specify a date, enter month (mm), day (dd) and year (yy or ccyy) in the order required by your institution -- typically mmddyy or mmddccyy. If the date is not within the current century, you must include all four digits of the year. Enter the first character in the first position of the field: mmddyy__ K VZ016 CHECK AMOUNT 084 11 000 000 N 00 0 Y (084-094) Required. The amount, before a discount is applied, to be charged to the voucher account; typically the invoice amount. If an invoice is split across multiple accounts, with a voucher for each account, enter the appropriate portion of the invoice total on each voucher. Enter the amount in dollars and cents, omitting the decimal point, with the last digit in the right-most position of the field. Blanks are assumed to be zeroes. For example, you can enter $100 as ______10000 or ______100__ L VO066 P/F/N INDICATOR 095 01 000 000 X 00 0 Y (095-095) Optional. In conjunction with the PO Number, indicates whether an encumbrance is to be fully or partially liquidated. Defaults to P (partial liquidation) if there is a value in the PO Number field. If there is no PO number, leave this field blank. If final payment of an invoice is being distributed across several accounts, enter F on the last voucher and P's on the others. M VZ018 DISC AMOUNT 096 09 000 000 N 00 0 Y (096-104) Optional. In conjunction with the Discount Type value, determines the amount of the discount to be taken, and whether it is specified or system-calculated: - Dollar amount: Discount Type is $ and the amount is specified in the Discount Amount field (CONTINUED) DATE RUN 08/17/00 Auburn University REPORT PAGE 151 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 14 VOUCHER CREATE F 128 VO 000 (CONTINUED) DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN - Percentage of gross: Discount Type is % and the percentage is specified in the Discount Amount field - Percentage from Discount Table: Discount Type is T and the Discount Amount field is blank - Percentage from vendor terms: Discount Type is V and the Discount Amount field is blank For a specific dollar amount: enter the amount in dollars and cents, omitting the decimal point, with the last digit in the right-most position of the field. Blanks are assumed to be zeroes. For example, you can enter $10 as _____1000 or _____10__ For a percentage: allow two decimal positions, omitting the decimal point, with the last digit in the right-most position. For example, you can enter 5% as ______500 or ______5__ N VN068 VN DISCOUNT CODE 105 02 000 000 N 00 0 Y (105-106) Required if Discount Type is T. The reference to a Discount Table entry, which contains information needed by the system to calculate the discount amount and payment due date (the discount percent and number of days before payment with discount is due). O VZ010 DISC TYPE 107 01 000 000 X 00 0 Y (107-107) Optional. Indicates whether the discount amount and payment due date are to be specified manually or system- calculated; and if calculated, where the calculation criteria are to be found - If the value is $, supply the Discount Amount and Due Date (if other than the current date) - If the value is %, supply the discount percent (in the Discount Amount field) and Due Date (if other than the current date) - If the value is T or V, leave the Discount Amount and Due Date blank P VO100 BANK NUMBER 108 02 000 000 N 00 0 Y (108-109) Required. The number of the FA memo bank (01-98) on which payment will be made. Defaults to bank 30. Q VO062 HOLD FLAG 114 01 000 000 X 00 0 Y (114-114) Optional. Indicates whether the voucher should be (CONTINUED) DATE RUN 08/17/00 Auburn University REPORT PAGE 152 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 14 VOUCHER CREATE F 128 VO 000 (CONTINUED) DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN withheld from the normal payment cycle. Values are: 0 Normal processing; pay on due date (default 1 Hold payment (an override entry in VBC010 can be used to force payment) R VO068 ENCLOSURE CODE 115 01 000 000 X 00 0 Y (115-115) Optional. Code to print on the check stub, which typically indicates a check requires special handling and/or mailing enclosures. Checks with enclosure codes are separated out at check print time. S VO202 TAX CODE 116 02 000 000 X 00 0 Y (116-117) Optional. The reference to a Tax Table entry, which contains information needed by the tax module to calculate sales or use tax: the tax percentage and the GL liability account. This calculation does not increase the amount of the check written; it is primarily an accounting function to recognize/accrue the tax liability. T VO212 CURRENCY CODE 118 03 000 000 X 00 0 Y (118-120) Optional. Indicates that the Gross Amount and Discount Amount are expressed in a foreign currency. The code serves as a reference to the Currency Table, which contains a conversion factor and the GL conversion gain/loss account. U VZ026 DUPL INV O/R 121 01 000 000 X 00 0 Y (121-121) Optional. Enables you to override the check for duplicate invoices. Set the value to Y to allow multiple vouchers for the same invoice. (If the voucher transactions are grouped together, this override is not needed.) V VO072 VCHR 1099 CODE 122 01 000 000 X 00 0 Y (122-122) Optional. Flags the voucher as 1099-reportable. 1099-flagged vouchers are extracted for 1099 reporting by VBY100. W VO024 ACCOUNT-CC 123 02 000 000 X 00 0 Y (123-124) Optional. In a multi-campus environment, the campus may be specified on the transaction to permit mixed campus input. Defaults to the campus code on the batch header. X VO343 PAY EFT 128 01 000 000 X 00 0 Y (CONTINUED) DATE RUN 08/17/00 Auburn University REPORT PAGE 153 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 14 VOUCHER CREATE F 128 VO 000 (CONTINUED) DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN (128-128) Optional. If the voucher is being paided by EFT Defaults to the code on the vendor record. DATE RUN 08/17/00 Auburn University REPORT PAGE 154 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 148 RECURRING PAYMENT F 128 VO 000 Use the 148 transaction to create a set of regular vouchers representing recurring payments to a vendor. .................................................................................................................................. . 11111111111111111111111111111. . 11111111112222222222333333333344444444445555555555666666666677777777778888888888999999999900000000001111111111222222222. .12345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678. . . .AAABBBBBBBBBBBCCCCCCCDDDDDDDDDDEEEEEEEFFFFFFFFFFFFFFGGGGGGGGGGGGGGGHHHHHHHHIIIIIIIIJJJJJJJJJJJKLLLLLLLLL MM NOPPQQQRSTTUVV . . . .................................................................................................................................. DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN A TRANSACTION CODE REQUIRED. MUST BE '148'. 001 03 (001-003) B VO004 VENDOR NUMBER 004 11 000 000 X 00 0 Y (004-014) Required. The vendor to be paid. To use a vendor created with a system-generated number in this batch, you may specify the TEMPnnnn number from a preceding 121 transaction. C VO012 VOUCHER NUMBER 015 07 000 000 N 00 0 Y (015-021) Required. Identifies the first voucher to be generated based on this transaction; subsequent vouchers will be numbered consecutively. If an amount is to be charged across several accounts, the corresponding vouchers (one per account) typically would use the same voucher number. D VO026 ACCOUNT-10 022 10 000 000 N 00 0 Y (022-031) Required. The account to be charged when the voucher is paid. E VO094 PO NUMBER 032 07 000 000 X 00 0 Y (032-038) Optional. The purchase order number or other Open Commitments File reference for an encumbrance to which the voucher applies. The encumbrance will be liquidated when a payable or disbursement is recorded for the voucher, depending on whether the batch is set up for accrual or cash basis posting. F VO122 INVOICE NUMBER 039 14 000 000 X 00 0 Y (039-052) Optional. The vendor invoice to be paid, or partially paid, based on this transaction. If an invoice is to be charged across several accounts, enter the invoice number (CONTINUED) DATE RUN 08/17/00 Auburn University REPORT PAGE 155 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 148 RECURRING PAYMENT F 128 VO 000 (CONTINUED) DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN on the transaction for each account. An entry in this field is checked against the AP Invoice File (VDFILE) for duplicates. If the invoice number exceeds 14 characters, enter the 14 most significant ones. The invoice number may include embedded blanks and special characters: for example, 12 142-A. G VO126 DESCRIPTION 053 15 000 000 X 00 0 Y (053-067) Optional. A brief explanation of the purpose of the payment, such as goods or services purchased. H VO130 INVOICE DATE 068 08 000 000 D 00 0 Y (068-075) Required. The date on the invoice or date of the check request. Enter month (mm), day (dd) and year (yy or ccyy) in the order required by your institution -- typically mmddyy or mmddccyy. If the date is not within the current century, you must include all four digits of the year. Enter the first character in the first position of the field: mmddyy__ I VO140 DUE DATE 076 08 000 000 D 00 0 Y (076-083) Optional. The date that the first payment should be made, used by VBC010 to select vouchers for check writing. Defaults to the current date. Enter month (mm), day (dd) and year (yy or ccyy) in the order required by your institution -- typically mmddyy or mmddccyy. If the date is not within the current century, you must include all four digits of the year. Enter the first character in the first position of the field: mmddyy__ J VZ016 CHECK AMOUNT 084 11 000 000 N 00 0 Y (084-094) Required. The total amount to be paid; the sum of all payments generated by this transaction. For example, on a recurring payment voucher that is to generate five payments of $100 each, the amount in this field is $500. (CONTINUED) DATE RUN 08/17/00 Auburn University REPORT PAGE 156 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 148 RECURRING PAYMENT F 128 VO 000 (CONTINUED) DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN Enter the amount in dollars and cents, omitting the decimal point, with the last digit in the right-most position of the field. Blanks are assumed to be zeroes. For example, you can enter $500 as ______50000 or ______500__ K VO066 P/F/N INDICATOR 095 01 000 000 X 00 0 Y (095-095) Optional. In conjunction with the PO Number, indicates whether an encumbrance is to be fully or partially liquidated. Defaults to P (partial liquidation) if there is a value in the PO Number field. If there is no PO number, leave this field blank. If you specify a full liquidation (F), the voucher for the final payment is generated with an F, and each preceding voucher with a P. If you specify P or N, each voucher generated carries that value. L VZ034 RECUR PMT AMT 096 09 000 000 N 00 0 Y (096-104) Optional. The amount of an individual payment generated by this recurring payment voucher. Enter the amount in dollars and cents, omitting the decimal point, with the last digit in the right-most position of the field. Blanks are assumed to be zeroes. For example, you can enter you can enter $100 as ______10000 or ______100__ M VO100 BANK NUMBER 106 02 000 000 N 00 0 Y (106-107) Required. The number of the FA memo bank (01-98) on which payment will be made. Defaults to bank 30. N VO062 HOLD FLAG 114 01 000 000 X 00 0 Y (114-114) Optional. Indicates whether the voucher should be withheld from the normal payment cycle. Values are: 0 Normal processing; pay on due date (default 1 Hold payment (an override entry in VBC010 can be used to force payment) O VO068 ENCLOSURE CODE 115 01 000 000 X 00 0 Y (115-115) Optional. Code to print on the check stub, which typically indicates a check requires special handling and/or mailing enclosures. Checks with enclosure codes are separated out at check print time. (CONTINUED) DATE RUN 08/17/00 Auburn University REPORT PAGE 157 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 148 RECURRING PAYMENT F 128 VO 000 (CONTINUED) DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN P VO202 TAX CODE 116 02 000 000 X 00 0 Y (116-117) Optional. The reference to a Tax Table entry, which contains information needed by the tax module to calculate sales or use tax: the tax percentage and the GL liability account. This calculation does not increase the amount of the check written; it is primarily an accounting function to recognize/accrue the tax liability. Q VO212 CURRENCY CODE 118 03 000 000 X 00 0 Y (118-120) Optional. Indicates that the Gross Amount and Discount Amount are expressed in a foreign currency. The code serves as a reference to the Currency Table, which contains a conversion factor and the GL conversion gain/loss account. R VZ026 DUPL INV O/R 121 01 000 000 X 00 0 Y (121-121) Optional. Enables you to override the check for duplicate invoices. Set the value to Y to allow multiple vouchers for the same invoice. (If the voucher transactions are grouped together, this override is not needed.) S VO072 VCHR 1099 CODE 122 01 000 000 X 00 0 Y (122-122) Optional. Flags the voucher as 1099-reportable. 1099-flagged vouchers are extracted for 1099 reporting by VBY100. T VO024 ACCOUNT-CC 123 02 000 000 X 00 0 Y (123-124) Optional. In a multi-campus environment, the campus may be specified on the transaction to permit mixed campus input. Defaults to the campus code on the batch header. U VZ032 RECUR PMT FREQ 125 01 000 000 X 00 0 Y (125-125) Required. The time interval between the due dates of vouchers generated by this recurring payment transaction. V VO342 NO OF RECUR PAYMTS 126 02 000 000 N 00 0 Y (126-127) Required. The number of vouchers to be generated by this recurring payment transaction. DATE RUN 08/17/00 Auburn University REPORT PAGE 158 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 15 CREDIT MEMO CREATE F 128 VO 000 Use the 15x transaction to create a credit memo - a negative voucher that reduces the amount owed to a vendor. .................................................................................................................................. . 11111111111111111111111111111. . 11111111112222222222333333333344444444445555555555666666666677777777778888888888999999999900000000001111111111222222222. .12345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678. . . .AABCCCCCCCCCCCDDDDDDDEEEEEEEEEEFFFFFFFGGGGGGGGGGGGGGHHHHHHHHHHHHHHHIIIIIIIIJJJJJJJJKKKKKKKKKKK LLLLLLLLLMMNOO PQRRSSSTUVV . . . .................................................................................................................................. DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN A TRANSACTION CODE REQUIRED. MUST BE '15 '. 001 03 (001-003) B VO092 TRANS CODE 3 003 01 000 000 N 00 0 Y (003-003) Required. The third digit of the transaction code. Values are 0-9. Two values are system-defined: - 2 indicates a demand item, and causes the due date to default to the current date - 6 indicates the payment should not be recorded in the Check Reconciliation File C VO004 VENDOR NUMBER 004 11 000 000 X 00 0 Y (004-014) Required. The vendor to which the credit applies; in combination with the voucher number and account number, identifies the credit memo to be created. To use a vendor created with a system-generated number in this batch, you may specify the TEMPnnnn number from a preceding 121 transaction. D VO012 VOUCHER NUMBER 015 07 000 000 N 00 0 Y (015-021) Required. A control number that, in combination with the vendor number and account number, identifies the credit memo to be created. If a credit is to be distributed across several accounts, the corresponding credit memo documents (one per account) typically would use the same voucher number. E VO026 ACCOUNT-10 022 10 000 000 N 00 0 Y (022-031) Required. The account to be credited when the credit memo is applied. In combination with the vendor number and voucher number, identifies the credit memo to be created. (CONTINUED) DATE RUN 08/17/00 Auburn University REPORT PAGE 159 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 15 CREDIT MEMO CREATE F 128 VO 000 (CONTINUED) DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN F VO094 PO NUMBER 032 07 000 000 X 00 0 Y (032-038) Optional. The purchase order number or other Open Commitments File reference for an encumbrance to which the credit memo applies. The encumbrance will be updated when a liability or expense reduction is recorded for the credit memo, depending on whether the batch is set up for accrual or cash basis posting. G VO122 INVOICE NUMBER 039 14 000 000 X 00 0 Y (039-052) Optional. The vendor invoice or credit document to which this credit memo corresponds. If the total credit is to be distributed across several accounts, enter the invoice number on the credit memo for each account. An entry in this field is checked against the AP Invoice File (VDFILE) for duplicate posting. If the invoice number exceeds 14 characters, enter the 14 most significant ones. The invoice number may include embedded blanks and special characters: for example, 12 142-A. H VO126 DESCRIPTION 053 15 000 000 X 00 0 Y (053-067) Optional. A brief explanation of the purpose of the credit memo, such as compensation for goods or services returned or price corrections. I VO130 INVOICE DATE 068 08 000 000 D 00 0 Y (068-075) Required. The date on the vendor credit or date of the credit memo request, used in conjunction with Discount Table rules to calculate the due date. Enter month (mm), day (dd) and year (yy or ccyy) in the order required by your institution -- typically mmddyy or mmddccyy. If the date is not within the current century, you must include all four digits of the year. Enter the first character in the first position of the field: mmddyy__ J VO140 DUE DATE 076 08 000 000 D 00 0 Y (076-083) Optional. The date that the credit memo should be applied, used by VBC010 to select vouchers for check writing. If you enter a Discount Type of T or V, the due (CONTINUED) DATE RUN 08/17/00 Auburn University REPORT PAGE 160 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 15 CREDIT MEMO CREATE F 128 VO 000 (CONTINUED) DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN date is calculated by the system as the last day on which the discount may be taken. Otherwise the due date defaults to the current date. To specify a date, enter month (mm), day (dd) and year (yy or ccyy) in the order required by your institution -- typically mmddyy or mmddccyy. If the date is not within the current century, you must include all four digits of the year. Enter the first character in the first position of the field: mmddyy__ K VZ016 CHECK AMOUNT 084 11 000 000 N 00 0 Y (084-094) Required. The amount, before a discount is applied, to be credited to the account on this record; typically the amount from a vendor credit document. If a total credit is distributed across multiple accounts, with a credit memo for each account, enter the appropriate portion of the total credit on each credit memo. Enter the amount in dollars and cents, omitting the decimal point, with the last digit in the right-most position of the field. Blanks are assumed to be zeroes. For example, you can enter $100 as ______10000 or ______100__ L VZ018 DISC AMOUNT 096 09 000 000 N 00 0 Y (096-104) Optional. In conjunction with the Discount Type value, determines the amount of the discount to be reversed, and whether it is specified or system-calculated: - Dollar amount: Discount Type is $ and the amount is specified in the Discount Amount field - Percentage of gross: Discount Type is % and the percentage is specified in the Discount Amount field - Percentage from Discount Table: Discount Type is T and the Discount Amount field is blank - Percentage from vendor terms: Discount Type is V and the Discount Amount field is blank For a specific dollar amount: enter the amount in dollars and cents, omitting the decimal point, with the last digit in the right-most position of the field. Blanks are assumed to be zeroes. For example, you can enter $10 as _____1000 or _____10__ (CONTINUED) DATE RUN 08/17/00 Auburn University REPORT PAGE 161 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 15 CREDIT MEMO CREATE F 128 VO 000 (CONTINUED) DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN For a percentage: allow two decimal positions, omitting the decimal point, with the last digit in the right-most position. For example, you can enter 5% as ______500 or ______5__ M VN068 VN DISCOUNT CODE 105 02 000 000 N 00 0 Y (105-106) Required if Discount Type is T. The reference to a Discount Table entry, which contains information needed by the system to calculate the discount amount and due date (the discount percent and number of days before payment with discount is due). N VZ010 DISC TYPE 107 01 000 000 X 00 0 Y (107-107) Optional. Indicates whether the discount amount and due date are to be specified manually or system-calculated; and if calculated, where the calculation criteria are to be found - If the value is $, supply the Discount Amount and Due Date (if other than the current date) - If the value is %, supply the discount percent (in the Discount Amount field) and Due Date (if other than the current date) - If the value is T or V, leave the Discount Amount and Due Date blank O VO100 BANK NUMBER 108 02 000 000 N 00 0 Y (108-109) Required. The number of the FA memo bank (01-98) to be affected when the credit memo is applied. Defaults to bank 30. P VO062 HOLD FLAG 114 01 000 000 X 00 0 Y (114-114) Optional. Indicates whether the credit memo should be withheld from the normal payment cycle. Values are: 0 Normal processing; apply on due date (default 1 Hold the credit (an override entry in VBC010 can be used to force application) Q VO068 ENCLOSURE CODE 115 01 000 000 X 00 0 Y (115-115) Optional. Code to print on the stub of the check that includes the credit. Typically the enclosure code indicates a check requires special handling and/or mailing enclosures. Checks with enclosure codes are separated out at check print time. R VO202 TAX CODE 116 02 000 000 X 00 0 Y (CONTINUED) DATE RUN 08/17/00 Auburn University REPORT PAGE 162 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 15 CREDIT MEMO CREATE F 128 VO 000 (CONTINUED) DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN (116-117) Optional. The reference to a Tax Table entry, which contains information needed by the tax module to calculate sales or use tax pertaining to the credit: the tax percentage and the GL liability account. This calculation does not affect the amount of the check written; it is primarily an accounting function to recognize/accrue the tax liability. S VO212 CURRENCY CODE 118 03 000 000 X 00 0 Y (118-120) Optional. Indicates that the Gross Amount and Discount Amount are expressed in a foreign currency. The code serves as a reference to the Currency Table, which contains a conversion factor and the GL conversion gain/loss account. T VZ026 DUPL INV O/R 121 01 000 000 X 00 0 Y (121-121) Optional. Enables you to override the system check for duplicate invoices. Set the value to Y to allow multiple documents for the same invoice. (If the related voucher/credit memo transactions are grouped together, this override is not needed.) U VO072 VCHR 1099 CODE 122 01 000 000 X 00 0 Y (122-122) Optional. Flags the credit memo as 1099-reportable. 1099-flagged vouchers and credit memos are extracted for 1099 reporting by VBY100. V VO024 ACCOUNT-CC 123 02 000 000 X 00 0 Y (123-124) Optional. In a multi-campus environment, the campus may be specified on the transaction to permit mixed campus input. Defaults to the campus code on the batch header. DATE RUN 08/17/00 Auburn University REPORT PAGE 163 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 16 PREPAID VOUCHER F 128 VO 000 Use the 16x transaction to create a voucher for an invoice or charge that has already been paid. A voucher is a request for payment against a single account. If a payment is to be charged across several accounts, create a separate voucher for each account. .................................................................................................................................. . 11111111111111111111111111111. . 11111111112222222222333333333344444444445555555555666666666677777777778888888888999999999900000000001111111111222222222. .12345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678. . . .AABCCCCCCCCCCCDDDDDDDEEEEEEEEEEFFFFFFFGGGGGGGGGGGGGGHHHHHHHHHHHHHHHIIIIIIIIJJJJJJJJKKKKKKKKKKKLMMMMMMMMMNOOPPPPPP QQRRRSTUU . . . .................................................................................................................................. DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN A TRANSACTION CODE REQUIRED. MUST BE '16 '. 001 03 (001-003) B VO092 TRANS CODE 3 003 01 000 000 N 00 0 Y (003-003) Required. The third digit of the transaction code. Values are 0-9. Value 6 indicates a payment which is not to be recorded in the Check Reconciliation File. C VO004 VENDOR NUMBER 004 11 000 000 X 00 0 Y (004-014) Required. The vendor to which the payment was made; in combination with the voucher number and account number, identifies the voucher to be created. To use a vendor created with a system-generated number in this batch, you may specify the TEMPnnnn number from a preceding 121 transaction. D VO012 VOUCHER NUMBER 015 07 000 000 N 00 0 Y (015-021) Required. A control number that, in combination with the vendor number and account number, identifies the voucher to be created. If the payment is to be charged across several accounts, the corresponding vouchers (one per account) typically would use the same voucher number. E VO026 ACCOUNT-10 022 10 000 000 N 00 0 Y (022-031) Required. The account to be charged for the payment. In combination with the vendor number and voucher number, identifies the voucher to be created. F VO094 PO NUMBER 032 07 000 000 X 00 0 Y (CONTINUED) DATE RUN 08/17/00 Auburn University REPORT PAGE 164 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 16 PREPAID VOUCHER F 128 VO 000 (CONTINUED) DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN (032-038) Optional. The purchase order number or other Open Commitments File reference for an encumbrance to be liquidated when the payment is posted. G VO122 INVOICE NUMBER 039 14 000 000 X 00 0 Y (039-052) Optional. The vendor invoice that was paid, or partially paid, by this voucher. If an invoice is to be charged across several accounts, enter the invoice number on the voucher for each account. An entry in this field is checked against the AP Invoice File (VDFILE) for duplicate posting. If the invoice number exceeds 14 characters, enter the 14 most significant ones. The invoice number may include embedded blanks and special characters: for example, 12 142-A. H VO126 DESCRIPTION 053 15 000 000 X 00 0 Y (053-067) Optional. A brief explanation of the purpose of the payment, such as the goods or services purchased. I VO130 INVOICE DATE 068 08 000 000 D 00 0 Y (068-075) Required. The date of the vendor invoice. Enter month (mm), day (dd) and year (yy or ccyy) in the order required by your institution -- typically mmddyy or mmddccyy. If the date is not within the current century, you must include all four digits of the year. Enter the first character in the first position of the field: mmddyy__ J VO150 CHECK DATE 076 08 000 000 D 00 0 Y (076-083) Optional. The date of the check which includes payment of this voucher. Defaults to the current date. Enter month (mm), day (dd) and year (yy or ccyy) in the order required by your institution -- typically mmddyy or mmddccyy. If the date is not within the current century, you must include all four digits of the year. Enter the first character in the first position of the field: mmddyy__ K VZ016 CHECK AMOUNT 084 11 000 000 N 00 0 Y (CONTINUED) DATE RUN 08/17/00 Auburn University REPORT PAGE 165 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 16 PREPAID VOUCHER F 128 VO 000 (CONTINUED) DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN (084-094) Required. The amount, before a discount is applied, to be charged to the voucher account; typically the invoice amount. If an invoice is split across multiple accounts, with a voucher for each account, enter the appropriate portion of the invoice total on each voucher. Enter the amount in dollars and cents, omitting the decimal point, with the last digit in the right-most position of the field. Blanks are assumed to be zeroes. For example, you can enter $100 as ______10000 or ______100__ L VO066 P/F/N INDICATOR 095 01 000 000 X 00 0 Y (095-095) Optional. In conjunction with the PO Number, indicates whether an encumbrance is to be fully or partially liquidated. Defaults to P (partial liquidation) if there is a value in the PO Number field. If there is no PO number, leave this field blank. If final payment of an invoice is being distributed across several accounts, enter F on the last voucher and P's on the others. M VZ018 DISC AMOUNT 096 09 000 000 N 00 0 Y (096-104) Optional. The amount of the discount to be taken. Enter the amount in dollars and cents, omitting the decimal point, with the last digit in the right-most position of the field. Blanks are assumed to be zeroes. For example, you can enter $10 as _____1000 or _____10__ N VZ010 DISC TYPE 105 01 000 000 X 00 0 Y (105-105) Optional. Defaults to $, which is the only valid value for the Prepaid Voucher transaction. O VO100 BANK NUMBER 106 02 000 000 N 00 0 Y (106-107) Required. The number of the FA memo bank (01-98) on which payment was made. Defaults to bank 30. P VO110 CHECK NUMBER 108 06 000 000 N 00 0 Y (108-113) Required. Identifies the check written for the payment. Q VO202 TAX CODE 116 02 000 000 X 00 0 Y (116-117) Optional. The reference to a Tax Table entry, which (CONTINUED) DATE RUN 08/17/00 Auburn University REPORT PAGE 166 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 16 PREPAID VOUCHER F 128 VO 000 (CONTINUED) DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN contains information needed by the tax module to calculate sales or use tax: the tax percentage and the GL liability account. This tax was not included in the amount of the check written; it is primarily an accounting function to recognize/accrue the tax liability. R VO212 CURRENCY CODE 118 03 000 000 X 00 0 Y (118-120) Optional. Indicates that the Gross Amount and Discount Amount are expressed in a foreign currency. The code serves as a reference to the Currency Table, which contains a conversion factor and the GL conversion gain/loss account. S VZ026 DUPL INV O/R 121 01 000 000 X 00 0 Y (121-121) Optional. Enables you to override the check for duplicate invoices. Set the value to Y to allow multiple 1ouchers for the same invoice. (If the voucher transactions are grouped together, this override is not needed.) T VO072 VCHR 1099 CODE 122 01 000 000 X 00 0 Y (122-122) Optional. Flags the voucher as 1099-reportable. 1099-flagged vouchers are extracted for 1099 reporting by VBY100. U VO024 ACCOUNT-CC 123 02 000 000 X 00 0 Y (123-124) Optional. In a multi-campus environment, the campus may be specified on the transaction to permit mixed campus input. Defaults to the campus code on the batch header. DATE RUN 08/17/00 Auburn University REPORT PAGE 167 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 17 PREPAID CREDIT MEMO F 128 VO 000 Use the 17x transaction to create a credit memo for a credit which has already been applied. If you have a prepaid voucher (16x) and prepaid credit memo (17x) for the same check, the 16x transaction must preceded the 17x in the batch. Otherwise the 17x transaction will reject because the check amount would appear to be negative. .................................................................................................................................. . 11111111111111111111111111111. . 11111111112222222222333333333344444444445555555555666666666677777777778888888888999999999900000000001111111111222222222. .12345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678. . . .AABCCCCCCCCCCCDDDDDDDEEEEEEEEEEFFFFFFFGGGGGGGGGGGGGGHHHHHHHHHHHHHHHIIIIIIIIJJJJJJJJKKKKKKKKKKK LLLLLLLLLMNNOOOOOO PPQQQRSTT . . . .................................................................................................................................. DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN A TRANSACTION CODE REQUIRED. MUST BE '17 '. 001 03 (001-003) B VO092 TRANS CODE 3 003 01 000 000 N 00 0 Y (003-003) Required. The third digit of the transaction code. Values are 0-9. Value 6 indicates a credit on a check which is not to be recorded in the Check Reconciliation File. C VO004 VENDOR NUMBER 004 11 000 000 X 00 0 Y (004-014) Required. The vendor to which the credit applies; in combination with the voucher number and account number, identifies the credit memo to be created. To use a vendor created with a system-generated number in this batch, you may specify the TEMPnnnn number from a preceding 121 transaction. D VO012 VOUCHER NUMBER 015 07 000 000 N 00 0 Y (015-021) Required. A control number that, in combination with the vendor number and account number, identifies the credit memo to be created. If a credit is to be distributed across several accounts, the corresponding credit memo documents (one per account) typically would use the same voucher number. E VO026 ACCOUNT-10 022 10 000 000 N 00 0 Y (022-031) Required. The account to be credited. In combination (CONTINUED) DATE RUN 08/17/00 Auburn University REPORT PAGE 168 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 17 PREPAID CREDIT MEMO F 128 VO 000 (CONTINUED) DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN with the vendor number and voucher number, identifies the credit memo to be created. F VO094 PO NUMBER 032 07 000 000 X 00 0 Y (032-038) Optional. The purchase order number or other Open Commitments File reference for an encumbrance to which the credit memo applies. The encumbrance will be updated when a liability or expense reduction is recorded for the credit memo, depending on whether the batch is set up for accrual or cash basis posting. G VO122 INVOICE NUMBER 039 14 000 000 X 00 0 Y (039-052) Optional. The vendor invoice or credit document to which this credit memo corresponds. If the total credit is to be distributed across several accounts, enter the invoice number on the credit memo for each account. An entry in this field is checked against the AP Invoice File (VDFILE) for duplicate posting. If the invoice number exceeds 14 characters, enter the 14 most significant ones. The invoice number may include embedded blanks and special characters: for example, 12 142-A. H VO126 DESCRIPTION 053 15 000 000 X 00 0 Y (053-067) Optional. A brief explanation of the purpose of the credit memo, such as compensation for goods or services returned or price corrections. I VO130 INVOICE DATE 068 08 000 000 D 00 0 Y (068-075) Required. The date of the vendor credit. Enter month (mm), day (dd) and year (yy or ccyy) in the order required by your institution -- typically mmddyy or mmddccyy. If the date is not within the current century, you must include all four digits of the year. Enter the first character in the first position of the field: mmddyy__ J VO150 CHECK DATE 076 08 000 000 D 00 0 Y (076-083) Optional. The date of the check which includes this credit. Defaults to the current date. (CONTINUED) DATE RUN 08/17/00 Auburn University REPORT PAGE 169 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 17 PREPAID CREDIT MEMO F 128 VO 000 (CONTINUED) DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN Enter month (mm), day (dd) and year (yy or ccyy) in the order required by your institution -- typically mmddyy or mmddccyy. If the date is not within the current century, you must include all four digits of the year. Enter the first character in the first position of the field: mmddyy__ K VZ016 CHECK AMOUNT 084 11 000 000 N 00 0 Y (084-094) Required. The amount, before a discount is applied, to be credited to the account; typically the amount from a vendor credit document. If a total credit is to be distributed across multiple accounts, with a credit memo for each account, enter the appropriate portion of the total credit on each credit memo. Enter the amount in dollars and cents, omitting the decimal point, with the last digit in the right-most position of the field. Blanks are assumed to be zeroes. For example, you can enter $100 as ______10000 or ______100__ L VZ018 DISC AMOUNT 096 09 000 000 N 00 0 Y (096-104) Optional. The amount of a discount to be reversed. Enter the amount in dollars and cents, omitting the decimal point, with the last digit in the right-most position of the field. Blanks are assumed to be zeroes. For example, you can enter $10 as _____1000 or _____10__ M VZ010 DISC TYPE 105 01 000 000 X 00 0 Y (105-105) Optional. Defaults to $, which is the only valid value for the Prepaid Credit Memo transaction. N VO100 BANK NUMBER 106 02 000 000 N 00 0 Y (106-107) Required. The number of the FA memo bank (01-98) against which the check was written. Defaults to bank 30. O VO110 CHECK NUMBER 108 06 000 000 N 00 0 Y (108-113) Required. Identifies the check for the payment which includes this credit memo. P VO202 TAX CODE 116 02 000 000 X 00 0 Y (116-117) Optional. The reference to a Tax Table entry, which (CONTINUED) DATE RUN 08/17/00 Auburn University REPORT PAGE 170 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 17 PREPAID CREDIT MEMO F 128 VO 000 (CONTINUED) DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN contains information needed by the tax module to calculate sales or use tax pertaining to the credit: the tax percentage and the GL liability account. This tax was not included in the amount of the check written; it is primarily an accounting function to recognize/accrue the tax liability. Q VO212 CURRENCY CODE 118 03 000 000 X 00 0 Y (118-120) Optional. Indicates that the Gross Amount and Discount Amount are expressed in a foreign currency. The code serves as a reference to the Currency Table, which contains a conversion factor and the GL conversion gain/loss account. R VZ026 DUPL INV O/R 121 01 000 000 X 00 0 Y (121-121) Optional. Enables you to override the system check for duplicate invoices. Set the value to Y to allow multiple documents with the same invoice number. (If the related voucher/credit memo transactions are grouped together, this override is not needed.) S VO072 VCHR 1099 CODE 122 01 000 000 X 00 0 Y (122-122) Optional. Flags the credit memo as 1099-reportable. 1099-flagged vouchers and credit memos are extracted for 1099 reporting by VBY100. T VO024 ACCOUNT-CC 123 02 000 000 X 00 0 Y (123-124) Optional. In a multi-campus environment, the campus may be specified on the transaction to permit mixed campus input. Defaults to the campus code on the batch header. DATE RUN 08/17/00 Auburn University REPORT PAGE 171 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 18 VOID PAYMENT F 128 VO 000 Use the 180 transaction to void an unreconciled payment. Vouchers paid by the original check or EFT payment are flagged as void. AP generates an accounting feed entry to FA for each line item on the void payment to reverse the effect of the original payment. Typically, the accounting entry is a credit disbursement against the voucher account(s). .................................................................................................................................. . 11111111111111111111111111111. . 11111111112222222222333333333344444444445555555555666666666677777777778888888888999999999900000000001111111111222222222. .12345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678901234567890123456789012345678. . . .AABCCCCCCCCCCC DDDDDDDDDDDDDDD EEEEEEEEEEE FFGGGGGG H. . . .................................................................................................................................. DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN A TRANSACTION CODE REQUIRED. MUST BE '18 '. 001 03 (001-003) B VO092 TRANS CODE 3 003 01 000 000 N 00 0 Y (003-003) Required. The third digit of the transaction code. Values are 0-9. C VN004 VENDOR NUMBER 004 11 000 000 X 00 0 Y (004-014) Required. Identifies the vendor to whom the check was issued. D VZ004 COMMENTS 053 15 000 000 X 00 0 Y (053-067) Optional. Comments to document the transaction. E VZ016 CHECK AMOUNT 084 11 000 000 N 00 0 Y (084-094) Required. The amount of the check. Enter the amount in dollars and cents, omitting the decimal point, with the last digit in the right-most position of the field. Blanks are assumed to be zeroes. For example, you can enter $100 as ______10000 or ______100__ F VO100 BANK NUMBER 106 02 000 000 N 00 0 Y (106-107) Required. The number of the FA memo bank (01-98) against which the check was drawn. Defaults to bank 30. G VO110 CHECK NUMBER 108 06 000 000 N 00 0 Y (CONTINUED) DATE RUN 08/17/00 Auburn University REPORT PAGE 172 TIME RUN 09:43:58 DATA BASE DEFINITION SYSTEM PROGRAM ID XBA050 FINANCIAL RECORDS SYSTEM BATCH FILE MAINTENANCE TRANSACTION LISTING TRAN TRANSACTION TRANSACTION TRANS FILE CODE DESCRIPTION PURPOSE TYPE LENGTH CODE SEGMENT 18 VOID PAYMENT F 128 VO 000 (CONTINUED) DE DATA ELEMENT START SGN FCN SUB EDT SPC PRIOR KEY LTR ID DESCRIPTION COMMENTS POS LEN POS POS POS CLS EDT ITY MEMO ELMN (108-113) Required. Identifies the check to be voided. H VZ066 EFT PAYMENT IND 128 01 000 000 X 00 0 Y (128-128) Optional. Used only when the payment is EFT.