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Introduction

This document describes the file structures used by the OECN state supported Uniform School Accounting System (USAS) Version 6.1 for batch posting of transaction data. This file structure may be used in conjunction with the USAS batch posting program to automatically post transactions to the USAS files.

General

Fixed Format

Alpha-numeric fields may be provided in upper or lower case letters and must be left justified and filled with spaces. If Alpha-numeric fields are not applicable, fill the field with spaces. Numeric fields must be right justified and filled with leading zeroes. If the value of a numeric field is not applicable, fill with zeros.

All signed numeric fields must contain a trailing separate sign character. The sign character immediately follows the numeric digits. The sign character must be either a "+" or _" (ASCII values 44 and 46 respectively). For example, the picture S9(9)V99(s) represents 11 numeric digits followed by a sign field. This field would have a total size of 12 bytes.

CSV Format

The CSV file must be named with a .CSV extension. The first line in the file must contain the appropriate "column name" to identify it to AUTOPOST. These columns can be in any order, and many of the columns are optional. Only one record type should be included in each CSV file. The CSV file can either be entered in the AUTOPOST/OTHER filenames prompt, or you can use the AUTOPOST/CONVCSV option to convert the CSV manually. It is not necessary to use AUTOPOST/CONVCSV, but it can be helpful when testing or debugging CSV files.

Restrictions

AUTOPOST relies heavily on the reference number to indicate all of the items that belong in a transaction. With this in mind, the transaction numbers within a reference number must be consistent, a single reference number within the batch cannot contain both undefined and predefined transaction numbers. Items for the same transaction (i.e., with the same reference number) need to be together in the file and will be posted in the order found.

Each of the various types of transaction records will contain detail information relating to one item for that transaction type. There is currently a limitation of 99 items per transaction in USAS. However, it is not necessary to follow this limitation within the batch posting file as long as specific transaction numbers are not specified. If specific transaction numbers are not specified on the batch posting file, then the posting program will assign the transaction numbers and will break any transaction with more than 99 items into multiple transactions on the USAS files.

Record Formats

Data files containing transaction data may contain several record types. The supported record types are listed in the table below.

 

Record Type Definition

FH

File Header Record

BH

Batch Header Record

EX

Expenditure Record

RX

Reduction of Expenditure Record

RC

Receipt Record

RF

Refund of Receipt Record

RQ

Requisition Record

TT

Transaction Trailer Record

BT

Batch Trailer Record

FT

File Trailer Record

SK

Skip Line Record (for CSV file processing only)

Fixed Format

The use of header and trailer records is optional, but the use of at least batch header and trailer records is recommended. The "File Header" record will be used to describe the file to the user when selecting which files to post from. If no "File Header" record is found, the description from the first "Batch Header" record will be used instead. If no "Batch Header" is found, then no description will be able to be displayed, but the file will still be able to be posted. The "File Trailer", "Batch Trailer", and "Transaction Trailer" records will be used to perform error-checking on the file. This is particularly beneficial for files that are transmitted across communications lines to ensure that no data was lost during transmission. If no trailer records are found, then the error-checking will just not be done.

The following sections describe the record types in detail.

File Header Record - Record Type FH

Contains information about the file, including a description of the file, and the date and time the file was created. This record type is optional. The description from the file header will be displayed to the user when determining which files to post. If the file header is not found, the description from the first batch header will be displayed instead.

Fixed Format Layout:

Field Size Definition

Record Number

9(07)

Sequential number of record in file.

Record Status

X(01)

A = Active, D = Deleted, P = Posted

Record Type

X(02)

Identifies type of record. Will always equal "FH" for the File Header.

Filler

X(47)

Not used.

Date

X(08)

Date file was created. (YYYYMMDD)

Time

X(06)

Time file was created.(HHMMSS)

Description

X(45)

Description of what is on file.

User Area

X(40)

User defined area, can be used for any purpose.

 

X(144)

Not used.

This layout is not applicable for CSV files.

Batch Header Record - Record Type BH

Contains information about the batch, including a description of the batch, and the date and time the batch was created. This record type is optional, however it's use is strongly encouraged. The description from the file header or first batch header will be displayed to the user when determining which files to post. If neither a file header or a batch header is found, then no description will be displayed.

Fixed Format Layout:

Field Size Definition

Record Number

9(07)

Sequential number of record in file.

Record Status

X(01)

A = Active, D = Deleted, P = Posted

Record Type

X(02)

Identifies type of record. Will always equal "BH" for Batch Header records.

Batch Number

9(07)

Batch number to uniquely identify this batch.

Username

X(40)

Username of user creating this batch.

Date

X(08)

Date batch was created. (CCYYMMDD)

Time

X(06)

Time batch was created. (HHMMSS)

Description

X(45)

Description of batch.

User Area

X(40)

User defined area, can be used for any purpose.

 

X(144)

Not used.

This layout is not applicable for CSV files.

Expenditure Record - Record Type EX

Contains information regarding expenditure transactions to be posted. This includes information about purchase orders, invoices, and/or checks which need to be posted. The purchase order, invoice, and check can all be posted at the same time. Note that if the purchase order, invoice, and/or check are to be posted at the same time, then they must appear together on one expenditure record. It is also possible to post just a purchase order, post an invoice against an existing purchase order(s), or post the purchase order and invoice together (on the same expenditure record).  One restriction placed on separate invoice processing is that a single batch file cannot contain more than one record to post to the same purchase order item.

It is NOT possible to post an invoice/check combination or just a check separately via AUTOPOST.  If the need exists to post the check separately, the purchase order and invoice can be processed via AUTOPOST and the check must then be processed through CKPROC. When the invoice is posted by AUTOPOST, a record will be created in the invoice payable file for invoice items that are filled so that CKPROC may be used to process the check. 

Fixed Format Layout:

Field Size Definition

Record Number

9(07)

Sequential number of record in file.

Record Status

X(01)

A = Active, D = Deleted, P = Posted

Record Type

X(02)

Identifies type of record. Will always equal "EX" for Expenditure records.

Reference Number

9(07)

Reference number of transaction. All items for this transaction must have the same reference number.

Post Purchase Order?

X(01)

Enter Y if you want a purchase order posted.

Requisition Number

X(08)

Requisition Number for purchase order. Optional field.

Purchase Order Number

9(07)

If specified, will use this po number for posting. If zero, posting program will assign the po number. When posting an invoice and/or check against an existing purchase order, you must enter the purchase order number here.

Purchase Order Item Number

9(05)

If posting a purchase order, leave blank to have the posting program determine the item number automatically. If posting an invoice and/or check against an existing purchase order, you must enter the po item number here.

Vendor Number

9(06)

Enter the vendor number when posting a purchase order. Can be left blank if just an invoice and/or check is being posted against an existing purchase order. If processing an invoice for an existing multi-vendor purchase order, the actual vendor number payment is being made to must be specified. Can also contain line number and description type values for posting extra description lines. (See notes at end of record layout).

Purchase Order Date

X(08)

If posting a purchase order, fill in to use this date for the purchase order date. If left blank, the posting program will assign the date.

Description

X(30)

Purchase Order Item Description. It can also be used to enter an invoice description when posting an invoice against an existing PO.

Quantity

9(04)V9(03)

Quantity for this item. Required when posting a purchase order.

Unit Description

X(06)

Unit of item being purchased, for example "Each" or "Boxes".

Unit Price

S9(9)V9(04)(s)

Unit price of this item. Used when posting a purchase order.

Account Code

X(30)

Account Code to charge for this item. Transaction Indicator must equal 05 (Operational) or 06 (Non-operational). Required when posting a purchase order. Must either already exist on the account master file, or it must be a valid account according to Revision 13 standards and the 'Create Account Code' flag must be set to 'Y'.

Create Account Code?

X(01)

Enter Y to have account code created if it does not exist.

Post Invoice?

X(01)

Enter Y if you want an invoice posted.

Invoice Number

X(15)

Enter Invoice Number if posting an invoice. Leave blank to have posting program assign a default invoice number.

Invoice Amount

S9(9)V99(s)

Enter amount of invoice item to post.

Invoice Status

X(01)

P=Partial,F=Full,C=Cancel

Invoice Date

X(08)

Enter date of invoice if posting an invoice. Leave blank to have the posting program assign the date. Format=YYYYMMDD

Received Date

X(08)

Enter the date the item was received. If left blank the received date will be set equal to the invoice date. Format=YYYYMMDD.

EIS Flag

X(01)

Enter Y if you want this item to be placed on the Equipment Inventory System Pending file, or N if you do not want this item to be placed on the pending file. If USASDAT is set up to automatically enter all 600-700 purchases on the pending file, leave blank to have the same rules applied during batch posting.

Post Check?

X(01)

Enter Y if you want to have a check posted. NOTE: P will be used by USPS for posting payroll clearance checks.

Check Number

9(06)

Enter check number to use if posting a check. Leave zero to have posting program assign the check number.

Check Date

X(08)

Enter date of check if posting a check. Leave blank to have posting program assign the check date.

Requisition Handling Flag

X(01)

If a requisition number is specified, enter "P" to cause the requisition to be set to posted, or enter "D" to cause the requisition to be deleted.

Split Flag

X(01)

If a purchase order line item is a multiple account item, a "C" is the item being combined into. A "P" stands for splitting the price of a line item. A "Q" stands for splitting the quantity of a line item. (See notes at end of record layout).

Payment Due Date

X(08)

Enter the date the payment is due. Leave blank to have the posting program assign the date. Format = YYYYMMDD.

 

X(44)

Not used.

User Reference Number

X(45)

User Defined Reference Number.

Posting Extra Description Lines and Delivery Information: Extra description lines, terms, attention line, delivery address, and delivery date may be posted for a purchase order in the following manner. Records need to be created in the batch file for the purchase order containing a "line number" (in the first two positions of the "vendor number" field), and a "Description Type" field (in the third and fourth positions of the "vendor number" field). Quantity, unit, and unit price must be zero on these records and the account code must be blank. The "line number" and "description type" values should be set as follows, and the appropriate value placed in the description field.

    Extra Description lines:   Line = Description line #1-99   Type=DS
    Terms:                     Line = 0                        Type=TR
    Attention:                 Line = 0                        Type=AT
    Delivery Address:          Line = Address line #1-5        Type=DA
    Delivery Date (YYYYMMDD):  Line = 0                        Type=DD

Posting "Split" Items: Split items are used to charge the amount of an item to more than one account. You can either split the price of an item or the quantity of an item. An example of splitting the price of an item would be purchasing one computer with partial amounts charged to multiple accounts. An example of splitting the quantity of an item would be purchasing 50 calculators, where 20 get charged to account #1, 17 get charged to account #2, and 13 get charged to account #3.

To split the price of an item, the item sequence must begin with one item with the Split Flag = "C", immediately followed by one or more items with the Split Flag = "P". The "C" item is the base item that the other items are being combined into, and must have a quantity of 1. The "P" items must have a quantity of zero and a price that is non-zero. The "P" items must also have a description containing only a "-" in the first character position.

To split the quantity of an item, the item sequence must begin with one item with the Split Flag = "C", immediately followed by one or more items with the Split Flag = "Q". The "C" item is the base item that the other items are being combined into. The "Q" items must have a non-zero quantity and the same unit price as the preceding "C" record. The "Q" items must also have a description containing only a "-" in the first character position.

CSV File Format Layout:

All of the account dimension columns are alphanumeric fields which must contain (for example) "001" rather than 1. Any blank values or missing columns will be filled in with zeroes. An "XREF_CODE" column may optionally be used instead of specifying the individual account code dimensions. For any given record only one may be specified, the XREF code or the account code dimensions. Errors will be encountered if both the XREF_CODE and the account code dimensions are non-zero for a single record.

Column Name Size Definition

Record_Number

9(07)

Optional integer field that designates a "line number" for each line in the CSV file. If not provided, the Record_Number will be assigned automatically. (Maximum of 7 digits).

Record_Type

X(02)

This column is mandatory for every CSV file. The possible values are RQ, EX, RC and RX. This column cannot contain more than one of these values in a given CSV file. EX will always be used for expenditure types. This column determines what type of transaction is being performed and what other colums are valid.

Ref_Number

9(07)

Optional reference number used to separate multiple transactions. This field is not necessary if the transaction numbers are specified (PO number, requisition number, receipt number, etc). However, if you want the transaction numbers to be automatically assigned by AUTOPOST, you need to utilize this column to show which lines belong on the same transaction number. (Maximum of 7 digits).

Post_PO

X(01)

Flag to specify whether to process a purchase order or not. Must be "Y" or "N". If left blank, it will default to "Y".

PO_Number

9(07)

Specifies the purchase order number. You can skip this column if you want the PO number to be assigned automatically. If so, you will need to specify the REF_NUMBER column.

REQ_Number

X(08)

Requisition Number for purchase order. Optional field.

PO_Item_No

9(05)

The item number of the current line. This field will be automatically assigned if left blank

PO_Date

X(08)

The purchase order date. Can be in YYYYMMDD format or MM/DD/YYYY format.

Vendor

9(06)

Integer column specifying the vendor number. If posting an invoice to an existing multi-vendor purchase order, the actual vendor number payment is being made to must be specified.

Description

X(30)

The item description. It can also be used to enter an invoice description when posting an invoice against an existing PO.

Quantity

9(04)V9(03)

The item quantity.

Unit_Desc

X(06)

Optional unit description.

Unit_Price

S9(9)V9(04)(s)

The price of the item.

TI

X(02)

Transaction indicator. Must be 05 (Operational) or 06 (Non-operational).

FUND

X(03)

Fund code.

FUNC

X(04)

Function code.

OBJ

X(03)

Object code.

SCC

X(04)

Special cost center.

SUBJ

X(07)

Subject code.

OPU

X(03)

Operational Unit.

IL

X(02)

Instructional Level.

JOB

X(03)

Job level.

XREF_CODE

X(06)

XREF.

Post_Invoice

X(01)

Flag to specify whether to process an invoice or not. Must be "Y" or "N" but will default to "N" if left blank.

Invoice_Number

X(15)

Specifies the invoice number.

Invoice_Amount

S9(9)V99(s)

The invoice amount for this item

Invoice_Status

X(01)

P=Partially Filled, F=Completely Filled, C=Cancelled

Invoice_Date

X(08)

The invoice date. Must be in YYYYMMDD or MM/DD/YYYY format.

Received_Date

X(08)

Enter the date the item was received. Must be in YYYYMMDD or MM/DD/YYYY format.

Pay_Due_Date

X(08)

Enter the date the payment is due. Must be in YYYYMMDD or MM/DD/YYYY format.

EISPND_flag

X(01)

Specify whether this item should be added to the EIS pending file. Enter "Y" or "N".

Post_Check

X(01)

Flag to specify whether to process a check or not. Must be "Y" or "N", but will default to "N" if left blank.

Check_Number

9(06)

The check number.

Check_Date

X(08)

The check date. Must be in YYYMMDD or MM/DD/YYYY format.

Extra description lines:

Extra description lines can be created for requisition and purchase order transactions. The description lines need to follow the items for which it corresponds. The DESCRIPTION column should contain the extra description, and each of the account code dimensions must equal spaces and the quantity and unit price columns need to equal zero.

Reduction of Expenditure Record - Record Type RX

Contains information for Reduction of Expenditure Transactions to be posted.

Fixed Format Layout:

Field Size Definition

Record Number

9(07)

Sequential number of record in file.

Record Status

X(01)

A = Active, D = Deleted, P = Posted

Record Type

X(02)

Identifies type of record. Will always equal "RX" for Reduction of Expenditure records.

Reference Number

9(07)

Reference number of transaction. All items for this transaction must have the same reference number.

Transaction Number

9(06)

Enter a transaction number to have this number used for the USAS transaction number or leave blank to have the posting program assign the transaction number.

Transaction Date

X(08)

Enter a transaction date to use or leave blank to have the posting program assign the transaction date. Format=YYYYMMDD.

Amount

S9(9)V99(s)

Amount for this item.

Description

X(30)

Description for this item.

Account Code

X(30)

Account Code to charge. Transaction Indicator must be 05 (Operational) or 06 (Non-operational). Must either already exist on the account master file, or it must be a valid account according to Revision 12 standards and the 'Create Account Code' flag must be set to 'Y'.

Create Account?

X(01)

Enter Y to have the posting program create the account code if it does not exist.

 

X(196)

Not used.

CSV File Format Layout:

All of the account dimension columns are alphanumeric fields which must contain (for example) "001" rather than 1. Any blank values or missing columns will be filled in with zeroes. An "XREF_CODE" column may optionally be used instead of specifying the individual account code dimensions. For any given record only one may be specified, the XREF code or the account code dimensions. Errors will be encountered if both the XREF_CODE and the account code dimensions are non-zero for a single record.

Column Name Size Definition

Record_Number

9(07)

Optional integer field that designates a "line number" for each line in the CSV file. If not provided, the Record_Number will be assigned automatically. (Maximum of 7 digits).

Record_Type

X(02)

This column is mandatory for every CSV file. The possible values are RQ, EX, RC and RX. This column cannot contain more than one of these values in a given CSV file. RX will always be used for reduction of expenditure types. This column determines what type of transaction is being performed and what other colums are valid.

Ref_Number

9(07)

Optional reference number used to separate multiple transactions. This field is not necessary if the transaction numbers are specified (PO number, requisition number, receipt number, etc). However, if you want the transaction numbers to be automatically assigned by AUTOPOST, you need to utilize this column to show which lines belong on the same transaction number. (Maximum of 7 digits).

Trans_Number

9(06)

The transaction number for the reduction of expenditure. You can skip this column if you want the receipt number to be assigned automatically. If so, you will need to specify the REF_NUMBER column.

Date

X(08)

The date of the transaction.

Amount

S9(9)V99(s)

The amount of the item.

Description

X(30)

The item description.

TI

X(02)

Transaction indicator. Must be 05 (Operational) or 06 (Non-operational).

FUND

X(03)

Fund code.

FUNC

X(04)

Function code.

OBJ

X(03)

Object code.

SCC

X(04)

Special cost center.

SUBJ

X(07)

Subject code.

OPU

X(03)

Operational Unit.

IL

X(02)

Instructional Level.

JOB

X(03)

Job Level.

XREF_CODE

X(06)

XREF.

Receipt Record - Record Type RC

Contains information for receipt transactions to be posted.

Fixed Format Layout:

Field size Definition

Record Number

9(07)

Sequential number of record in file.

Record Status

X(01)

A = Active, D = Deleted, P = Posted

Record Type

X(02)

Identifies type of record. Will always equal "RC" for Receipt records.

Reference Number

9(07)

Reference number of transaction. All items for this transaction must have the same reference number.

Receipt Number

9(06)

Enter a receipt number to have this number used for the USAS receipt number or leave blank to have the posting program assign the receipt number.

Transaction Date

X(08)

Enter a transaction date to use or leave blank to have the posting program assign the transaction date. Format=YYYYMMDD.

Amount

S9(9)V99(s)

Amount for this item.

Description

X(30)

Description for this item.

Account Code

X(22)

Revenue Account Code to credit. Transaction Indicator must be 03 (Operational) or 04 (Non-operational). Must either already exist on the account master file, or it must be a valid account according to Revision 12 standards and the 'Create Account Code' flag must be set to 'Y'.

Create Account?

X(01)

Enter Y to have the posting program create the account code if it does not exist.

 

X(204)

Not used.

CSV File Format Layout:

All of the account dimension columns are alphanumeric fields which must contain (for example) "001" rather than 1. Any blank values or missing columns will be filled in with zeroes. An "XREF_CODE" column may optionally be used instead of specifying the individual account code dimensions. For any given record only one may be specified, the XREF code or the account code dimensions. Errors will be encountered if both the XREF_CODE and the account code dimensions are non-zero for a single record.

Column Name Size Definition

Record_Number

9(07)

Optional integer field that designates a "line number" for each line in the CSV file. If not provided, the Record_Number will be assigned automatically. (Maximum of 7 digits).

Record_Type

X(02)

This column is mandatory for every CSV file. The possible values are RQ, EX, RC and RX. This column cannot contain more than one of these values in a given CSV file. RC will always be used for receipt types. This column determines what type of transaction is being performed and what other colums are valid.

Ref_Number

9(07)

Optional reference number used to separate multiple transactions. This field is not necessary if the transaction numbers are specified (PO number, requisition number, receipt number, etc). However, if you want the transaction numbers to be automatically assigned by AUTOPOST, you need to utilize this column to show which lines belong on the same transaction number. (Maximum of 7 digits).

RCPT_Number

9(06)

Specifies the receipt number. You can skip this column if you want the receipt number to be assigned automatically. If so, you will need to specify the REF_NUMBER column.

Date

X(08)

The date of the receipt. Must be in YYYMMDD or MM/DD/YYYY format.

Amount

S9(9)V99(s)

The amount of the receipt item.

Description

X(30)

The description of the receipt item.

TI

X(02)

Transaction indicator. Must be 03 (Operational) or 04 (Non-operational).

FUND

X(03)

Fund code.

RCPT

X(04)

Receipt code.

SCC

X(04)

Special cost center.

SUBJ

X(07)

Subject code.

OPU

X(03)

Operational Unit.

XREF_CODE

X(06)

XREF.

Refund of Receipt Record - Record Type RF

Contains information about refund of receipt transactions to be posted.

Field Size Definition

Record Number

9(07)

Sequential number of record in file.

Record Status

X(01)

A = Active, D = Deleted, P = Posted

Record Type

X(02)

Identifies type of record. Will always equal "RF" for Refund of Receipt records.

Reference Number

9(07)

Reference number of transaction. All items for this transaction must have the same reference number.

Transaction Number

9(06)

Enter a transaction number to have this number used for the USAS transaction number or leave blank to have the posting program assign the transaction number.

Transaction Date

X(08)

Enter a transaction date to use or leave blank to have the posting program assign the transaction date. Format=YYYYMMDD.

Amount

S9(9)V99(s)

Amount for this item.

Description

X(30)

Description for this item.

Account Code

X(22)

Revenue Account Code to credit. Transaction Indicator must be 03 (Operational) or 04 (Non-operational). Must either already exist on the account master file, or it must be a valid account according to Revision 12 standards and the 'Create Account Code' flag must be set to 'Y'.

Create Account?

X(01)

Enter Y to have the posting program create the account code if it does not exist.

Create Check?

X(01)

Enter Y if a check should be posted for this refund.

Check Number

9(06)

Enter a check number to use or leave zero to have the posting program assign the check number.

Check Date

X(08)

Enter a check date to use or leave blank to have the posting program assign the check date.

Vendor Number

9(06)

Enter the vendor number. Required if creating a check.

 

X(183)

Not used.

CSV File Format Layout:

All of the account dimension columns are alphanumeric fields which must contain (for example) "001" rather than 1. Any blank values or missing columns will be filled in with zeroes. An "XREF_CODE" column may optionally be used instead of specifying the individual account code dimensions. For any given record only one may be specified, the XREF code or the account code dimensions. Errors will be encountered if both the XREF_CODE and the account code dimensions are non-zero for a single record.

 

 

Column Name Size Definition

Record_Number

9(07)

Optional integer field that designates a "line number" for each line in the CSV file. If not provided, the Record_Number will be assigned automatically. (Maximum of 7 digits).

Record_Type

X(02)

This column is mandatory for every CSV file. The possible values are RQ, EX, RC, RF and RX. This column cannot contain more than one of these values in a given CSV file. RF will always be used for refund types. This column determines what type of transaction is being performed and what other colums are valid.

Ref_Number

9(07)

Optional reference number used to separate multiple transactions. This field is not necessary if the transaction numbers are specified (PO number, requisition number, receipt number, etc). However, if you want the transaction numbers to be automatically assigned by AUTOPOST, you need to utilize this column to show which lines belong on the same transaction number. (Maximum of 7 digits).

RCPT_Number

9(06)

Specifies the receipt number. You can skip this column if you want the receipt number to be assigned automatically. If so, you will need to specify the REF_NUMBER column.

Date

X(08)

The date of the refund. Must be in YYYMMDD or MM/DD/YYYY format.

Amount

S9(9)V99(s)

The amount of the refund item.

Description

X(30)

The description of the refund item.

TI

X(02)

Transaction indicator. Must be 03 (Operational) or 04 (Non-operational).

FUND

X(03)

Fund code.

RCPT

X(04)

Receipt code.

SCC

X(04)

Special cost center.

SUBJ

X(07)

Subject code.

OPU

X(03)

Operational Unit.

XREF_CODE

X(06)

XREF.

Post_Check

X(01)

Flag to specify whether to process a refund check or not. Must be "Y" or "N", but will default to "N" if left blank.

Check_Number

9(06)

The check number.

Check_Date

X(08)

The check date. Must be in YYYMMDD or MM/DD/YYYY format.

Vendor

9(06)

Integer column specifying the vendor number.

Requisition Record - Record Type RQ

Contains information regarding requisition transactions to be posted to the REQ.IDX file. There are two types of records that are used when posting a requisition transaction: general and detail. The general record contains information pertaining to the entire requisition. This information is optional, but if you include a record of this type, there must be only one, and it must be placed before all of the corresponding detail records. The detail record contains information pertaining to each item or line of the requisition.

Field Size Definition

Record Number

9(07)

Sequential number of record in file.

Record Status

X(01)

A = Active, D = Deleted, P = Posted

Record Type

X(02)

Identifies type of record. Will always equal "RQ" for Requisition records.

Reference Number

9(07)

Reference number of transaction. All items for this transaction must have the same reference number.

RQ Record Type

X(01)

Will always be "G" for general record.

Requisition Number

X(08)

If specified, this requisition number will be used when posting. If it is left blank, then the posting program will assign the requisition number.

Delivery Date

X(08)

The delivery date in CCYYMMDD format.

Delivery Name

X(24)

The name of the delivery vendor.

Delivery Attention

X(24)

The delivery attention line.

Delivery Street

X(24)

The delivery street address.

Delivery Address

X(24)

The delivery address.

Delivery City

X(28)

The delivery city.

Terms

X(22)

The terms line.

Attention

X(21)

The attention line.

Attention

X(21)

The attention line.

Requisition Type

X(2)

The requisition type (use "T" for Template requisitions)

Approval Status

X(1)

Requisition Approval Status. Only valid when the "Uses Requisition Approval System" flag is set to "Y" in USASDAT/USACON.

 

X(96)

Not used.

Field Size Definition

Record Number

9(07)

Sequential number of record in file.

Record Status

X(01)

A = Active, D = Deleted, P = Posted

Record Type

X(02)

Identifies type of record. Will always equal "RQ" for Requisition records.

Reference Number

9(07)

Reference number of transaction. All items for this transaction must have the same reference number.

RQ Record Type

X(01)

Will always be "D" for detail records.

Requisition Number

X(08)

If specified, this requisition number will be used when posting. If it is left blank, then the posting program will assign the requisition number.

Requisition Date

X(08)

The requisition date in CCYYMMDD format. May be left blank.

Vendor Number

9(06)

The vendor number for the requisition.

Description

X(30)

Description of the item.

Quantity

S9(04)V9(03)(s)

Quantity of this item. Enter 0 for extra description lines.

Unit Description

X(06)

Unit description for this item, such as "EACH", "CASE", "BOX".

Unit Price

S9(07)V9(04)(s)

Unit price of this item. Enter 0 for extra description lines.

Account Code

X(30)

Account Code to charge for this item. Transaction Indicator must equal 05 (Operational) or 06 (Non-operational). Must either already exist on the account master file, or it must be a valid account according to Revision 12 standards and the 'Create Account Code' flag must be set to 'Y'. Leave blank for extra description lines.

Create Account Code?

X(01)

Enter Y to have account created if it does not exist.

 

X(173)

Not used.

CSV File Format Layout:

All of the account dimension columns are alphanumeric fields which must contain (for example) "001" rather than 1. Any blank values or missing columns will be filled in with zeroes. An "XREF_CODE" column may optionally be used instead of specifying the individual account code dimensions. For any given record only one may be specified, the XREF code or the account code dimensions. Errors will be encountered if both the XREF_CODE and the account code dimensions are non-zero for a single record.

Column Name Size Definition

Record_Type

X(02)

This column is mandatory for every CSV file. The possible values are RQ, EX, RC and RX. This column cannot contain more than one of these values in a given CSV file. RQ will always be used for requisition types. This column determines what type of transaction is being performed and what other colums are valid.

Record_Number

9(07)

Optional integer field that designates a "line number" for each line in the CSV file. If not provided, the Record_Number will be assigned automatically. (Maximum of 7 digits).

Ref_Number

9(07)

Optional reference number used to separate multiple transactions. This field is not necessary if the transaction numbers are specified (PO number, requisition number, receipt number, etc). However, if you want the transaction numbers to be automatically assigned by AUTOPOST, you need to utilize this column to show which lines belong on the same transaction number. (Maximum of 7 digits).

RQ_Record_Type

X(01)

Optional field to specify whether the current line is a General record or a Detail record (G=General, D=Detail). The General record is used to specify the DELIVERY_DATE, DELIVERY_NAME, DELIVERY_ATTENTION, DELIVERY_STREET, DELIVERY_ADDRESS, DELIVERY_CITY, TERMS and ATTENTION columns. If you specify a General line, it must be before any Detail lines.

 

 

<em>Note: All columns must be represented in every line. In the case of General records, the ATTENTION column (for example) would only contain a value in the General record and would be blank on all the other lines for the requisition.</em>

REQ_Number

9(07)

Specifies the requisition number. You can skip this column if you want the requisition number to be assigned automatically. If so, you will need to specify the REF_NUMBER column.

REQ_Date

X(08)

The requested purchase order date for this requisition. Can be in YYYYMMDD format or MM/DD/YYYY format.

Vendor

9(06)

Integer column specifying the vendor number.

Description

X(30)

The item description.

Quantity

9(04)V9(03)

The item quantity.

Unit_Desc

X(06)

Optional unit description.

Unit_Price

S9(9)V9(04)(s)

The price of the item.

TI

X(02)

Transaction indicator. Must be 05 (Operational) or 06 (Non-operational).

FUND

X(03)

Fund code.

FUNC

X(04)

Function code.

OBJ

X(03)

Object code.

SCC

X(04)

Special cost center.

SUBJ

X(07)

Subject code.

OPU

X(03)

Operational Unit.

IL

X(02)

Instructional Level.

JOB

X(03)

Job Level.

XREF_CODE

X(06)

XREF.

Delivery_Date

X(08)

Optional delivery date. Must be in YYYYMMDD or MM/DD/YYYY format.

Delivery_Name

X(24)

The name of the delivery vendor.

Delivery_Attention

X(24)

The delivery attention line.

Delivery_Street

X(24)

The delivery street address.

Delivery_Address

X(24)

The delivery address.

Delivery_City

X(28)

The delivery city.

Terms

X(22)

The terms line.

Attention

X(21)

The attention line.

Extra description lines: Extra description lines can be created for requisition and purchase order transactions. The description lines need to follow the items for which it corresponds.
The DESCRIPTION column should contain the extra description, and each of the account code dimensions must equal spaces and the quantity and unit price columns need to equal zero.

Transaction Trailer Record - Record Type TT

Contains summary information about the preceding transaction. These records are optional. If used, the record must immediately follow the transaction that it is summarizing and contain the same reference number as the detail transaction records. If the record exists, control totals will be verified to ensure that they match the total of all detail records for that transaction. This could be especially useful for files that are transmitted across data lines to check for lost or corrupted data from the transmission.

Fixed Format Layout:

Field Size Definition

Record Number

9(07)

Sequential number of record in file.

Record Status

X(01)

A = Active, D = Deleted, P = Posted

Record Type

X(02)

Identifies type of record. Will always equal "TT" for Transaction Trailer records.

Reference Number

9(07)

Reference number of transaction. Must contain the same reference number as the preceding detail records for this transaction.

Number of Items

9(05)

Total number of detail records for this transaction.

Total PO Amount

S9(9)V99(s)

Total purchase order issued amount for this transaction.

Total Invoice Amount

S9(9)V99(s)

Total invoice amount for this transaction.

Total Check Amount

S9(9)V99(s)

Total check amount for this transaction.

Total Other Amount

S9(9)V99(s)

Total amount for this transaction, used for types other than expenditure transactions.

 

X(230)

Not used.

This layout is not applicable for CSV files.

Batch Trailer Record - Record Type BT

Contains summary information about the preceding batch. These records are optional. If used, the record must follow the last detail or transaction trailer record in the batch, and should contain the same batch number as the corresponding batch header. If the record exists, control totals will be verified to ensure that they match the total of all detail records in the batch. This could be especially useful for files that are transmitted across data lines to check for lost or corrupted data from the transmission.

Fixed Format Layout:

Field Size Definition

Record Number

9(07)

Sequential number of record in file.

Record Status

X(01)

A = Active, D = Deleted, P = Posted

Record Type

X(02)

Identifies type of record. Will always equal "BT" for Batch Trailer records.

Batch Number

9(07)

Batch number to uniquely identify this batch. Must contain the same batch number as the corresponding batch header record.

Username

X(40)

Username of user creating this batch.

Date

X(08)

Date batch was created.

Time

X(06)

Time batch was created.

Description

X(45)

Description of batch.

User Area

X(40)

User defined area, can be used for any purpose.

Record Count

9(07)

Total number of detail and transaction trailer records for this batch.

Total PO Amount

S9(9)V99(s)

Total purchase order issued amount for this batch.

Total Invoice Amount

S9(9)V99(s)

Total invoice amount for this batch.

Total Check Amount

S9(9)V99(s)

Total check amount for this batch.

Total Receipt Amount

S9(9)V99(s)

Total receipt amount for this batch.

Total Refund Amount

S9(9)V99(s)

Total refund amount for this batch.

Total Red. of Exp. Amount

S9(9)V99(s)

Total reduction of expenditure amount for this batch.

Total Requisition Amount

S9(9)V99(s)

Total requisition amount for this batch

 

X(53)

Not used.

This layout is not applicable for CSV files.

File Trailer Record - Record Type FT

Contains summary information about the file. These records are optional. If used, the record must be the last record in the file. If the record exists, control totals will be verified to ensure that they match the total of all detail records in the file. This could be especially useful for files that are transmitted across data lines to check for lost or corrupted data from the transmission.

Fixed Format Layout:

Field Size Definition

Record Number

9(07)

Sequential number of record in file.

Record Status

X(01)

A = Active, D = Deleted, P = Posted

Record Type

X(02)

Identifies type of record. Will always equal "FT" for File Trailer records.

Filler

X(47)

Not used.

Date

X(08)

Date file was created.

Time

X(06)

Time file was created.

Description

X(45)

Description of file.

User Area

X(40)

User defined area, can be used for any purpose.

Record Count

9(07)

Total number of records in the file.

Total PO Amount

S9(9)V99(s)

Total purchase order issued amount for this file.

Total Invoice Amount

S9(9)V99(s)

Total invoice amount for this file.

Total Check Amount

S9(9)V99(s)

Total check amount for this file.

Total Receipt Amount

S9(9)V99(s)

Total receipt amount for this file.

Total Refund Amount

S9(9)V99(s)

Total refund amount for this file.

Total Red. of Exp. Amount

S9(9)V99(s)

Total reduction of expenditure amount for this file.

Total Requisition Amount

S9(9)V99(s)

Total requisition amount for this file.

 

X(53)

Not used.

This layout is not applicable for CSV files.

Skip Record - Record Type SK

This record type can be used in processing CSV files and is optional. The SK record type allows lines to be skipped by AUTOPOST. This may be useful for items such as total lines that are included in an existing spreadsheet that is to be processed through AUTOPOST. Any lines on the CSV file with the SK record type will be ignored by AUTOPOST during posting to the USAS files.

Appendix A - Batch File Layout

Common Record
       01  ;USABATCH-RECORD
           02  ;USABATCH-RECORD-NUMBER PIC 9(7).
           02  ;USABATCH-RECORD-STATUS PIC X.
           02  ;USABATCH-RECORD-TYPE PIC X(2).
               88  ;USABATCH-FH     VALUE IS "FH".
               88  ;USABATCH-BH     VALUE IS "BH".
               88  ;USABATCH-EX     VALUE IS "EX".
               88  ;USABATCH-RX     VALUE IS "RX".
               88  ;USABATCH-TT     VALUE IS "TT".
               88  ;USABATCH-BT     VALUE IS "BT".
               88  ;USABATCH-FT     VALUE IS "FT".
           02  FILLER               PIC X(290).
File Header Record (Record Type FH)
       01  ;USABATCH-FILE-HEADER-RECORD
           02  FILLER               PIC X(57).
           02  ;USABATCH-FH-DATE.
               03  ;USABATCH-FH-CC  PIC X(2).
               03  ;USABATCH-FH-YY  PIC X(2).
               03  ;USABATCH-FH-MM  PIC X(2).
               03  ;USABATCH-FH-DD  PIC X(2).
           02  ;USABATCH-FH-TIME.
               03  ;USABATCH-FH-HH  PIC X(2).
               03  ;USABATCH-FH-MM  PIC X(2).
               03  ;USABATCH-FH-SS  PIC X(2).
           02  ;USABATCH-FH-DESCRIPTION PIC X(45).
           02  ;USABATCH-FH-USER-AREA PIC X(40).
           02  FILLER               PIC X(144).
Batch Header Record (Record Type BH)
       01  ;USABATCH-BATCH-HEADER-RECORD
           02  FILLER               PIC X(10).
           02  ;USABATCH-BH-BATCH-NUMBER PIC 9(7).
           02  ;USABATCH-BH-USERNAME PIC X(40).
           02  ;USABATCH-BH-DATE.
               03  ;USABATCH-BH-CC  PIC X(2).
               03  ;USABATCH-BH-YY  PIC X(2).
               03  ;USABATCH-BH-MM  PIC X(2).
               03  ;USABATCH-BH-DD  PIC X(2).
           02  ;USABATCH-BH-TIME.
               03  ;USABATCH-BH-HH  PIC X(2).
               03  ;USABATCH-BH-MM  PIC X(2).
               03  ;USABATCH-BH-SS  PIC X(2).
           02  ;USABATCH-BH-DESCRIPTION PIC X(45).
           02  ;USABATCH-BH-USER-AREA PIC X(40).
           02  FILLER               PIC X(144).
Expenditure Record (Record Type EX)
       01  ;USABATCH-EXPENDITURE-RECORD
           02  FILLER               PIC X(10).
           02  ;USABATCH-EX-REF-NUMBER PIC 9(7).
           02  ;USABATCH-EX-PO-INFO.
               03  ;USABATCH-EX-POST-PO PIC X.
                   88  ;USABATCH-POST-PO VALUES ARE "Y" "y".
               03  ;USABATCH-EX-REQ-NUMBER PIC X(8).
               03  ;USABATCH-EX-PO-NUMBER PIC 9(7).
               03  ;USABATCH-EX-PO-ITEM-NO PIC 9(5).
               03  ;USABATCH-EX-NUM-TYPE
                   04  ;USABATCH-EX-VENDOR PIC 9(6).
               03  FILLER      REDEFINES USABATCH-EX-NUM-TYPE.
                   04  ;USABATCH-EX-DESC-LINE PIC 9(2).
                   04  ;USABATCH-EX-DESC-TYPE PIC X(2).
                   04  ;FILLER     PIC 9(2).
               03  ;USABATCH-EX-PO-DATE.
                   04  ;USABATCH-EX-PO-CC PIC X(2).
                   04  ;USABATCH-EX-PO-YY PIC X(2).
                   04  ;USABATCH-EX-PO-MM PIC X(2).
                   04  ;USABATCH-EX-PO-DD PIC X(2).
               03  ;USABATCH-EX-DESCRIPTION PIC X(30).
               03  ;USABATCH-EX-QUANTITY PIC 9(4)V9(3).
               03  ;USABATCH-EX-UNIT-DESC PIC X(6).
               03  ;USABATCH-EX-UNIT-PRICE PIC S9(9)V9(4) SIGN TRAILING SEPARATE.
               03  ;USABATCH-EX-ACCT-CODE.
                   04  ;USABATCH-EX-TI PIC X(2).
                   04  ;USABATCH-EX-FUND PIC X(3).
                   04  ;USABATCH-EX-FUNC PIC X(4).
                   04  ;USABATCH-EX-OBJ PIC X(3).
                   04  ;USABATCH-EX-SCC PIC X(4).
                   04  ;USABATCH-EX-SUBJ PIC X(6).
                   04  ;USABATCH-EX-OPU PIC X(3).
                   04  ;USABATCH-EX-IL PIC X(2).
                   04  ;USABATCH-EX-JOB PIC X(3).
               03  ;USABATCH-EX-CREATE-ACCT PIC X.
           02  ;USABATCH-EX-INVOICE-INFO.
               03  ;USABATCH-EX-POST-INVOICE PIC X.
                   88  ;USABATCH-POST-INV VALUES ARE "Y" "y".
               03  ;USABATCH-EX-INVOICE-NUMBER PIC X(15).
               03  ;USABATCH-EX-INVOICE-AMOUNT PIC S9(9)V9(2) SIGN TRAILING SEPARATE.
               03  ;USABATCH-EX-INVOICE-STATUS PIC X.
               03  ;USABATCH-EX-INVOICE-DATE.
                   04  ;USABATCH-EX-INV-CC PIC X(2).
                   04  ;USABATCH-EX-INV-YY PIC X(2).
                   04  ;USABATCH-EX-INV-MM PIC X(2).
                   04  ;USABATCH-EX-INV-DD PIC X(2).
               03  ;USABATCH-EX-RECEIVED-DATE.
                   04  ;USABATCH-EX-RCVD-CC PIC X(2).
                   04  ;USABATCH-EX-RCVD-YY PIC X(2).
                   04  ;USABATCH-EX-RCVD-MM PIC X(2).
                   04  ;USABATCH-EX-RCVD-DD PIC X(2).
               03  ;USABATCH-EX-EISPND-FLAG PIC X.
           02  ;USABATCH-EX-CHECK-INFO.
               03  ;USABATCH-EX-POST-CHECK PIC X.
                   88  ;USABATCH-POST-PAY-CK VALUES ARE "P" "p".
                   88  ;USABATCH-POST-USAS-CK VALUES ARE "Y" "y".
               03  ;USABATCH-EX-CHECK-NUMBER PIC 9(6).
               03  ;USABATCH-EX-CHECK-DATE.
                   04  ;USABATCH-EX-CHECK-CC PIC X(2).
                   04  ;USABATCH-EX-CHECK-YY PIC X(2).
                   04  ;USABATCH-EX-CHECK-MM PIC X(2).
                   04  ;USABATCH-EX-CHECK-DD PIC X(2).
           02  ;USASBATCH-EX-MISC-INFO.
               03  ;USABATCH-EX-REQ-HANDLING PIC X.
                   88  ;USABATCH-SET-REQ-POSTED VALUES ARE "P" "p" " ".
                   88  ;USABATCH-DELETE-REQ VALUES ARE "D" "d".
               03  ;USABATCH-EX-SPLIT-FLAG PIC X.
                   88  ;USABATCH-EX-QUANTITY-SPLIT VALUES ARE "Q" "q".
                   88  ;USABATCH-EX-PRICE-SPLIT VALUES ARE "P" "p".
                   88  ;USABATCH-EX-ITEM-COMBINED VALUES ARE "C" "c".
               03  ;USABATCH-EX-PAY-DUE-DATE
                   04  ;USABATCH-EX-PAY-DUE-CC PIC X(2).
                   04  ;USABATCH-EX-PAY-DUE-YY PIC X(2).
                   04  ;USABATCH-EX-PAY-DUE-MM PIC X(2).
                   04  ;USABATCH-EX-PAY-DUE-DD PIC X(2).
           02  FILLER               PIC X(44).
           02  USABATCH-EX-USER-REFERENCE PIC X(45).
Reduction of Expenditure Record (Record Type RX)
       01  ;USABATCH-RED-EX-RECORD
           02  FILLER               PIC X(10).
           02  ;USABATCH-RX-REF-NUMBER PIC 9(7).
           02  ;USABATCH-RX-TRANS-NUMBER PIC 9(6).
           02  ;USABATCH-RX-DATE.
               03  ;USABATCH-RX-CC  PIC X(2).
               03  ;USABATCH-RX-YY  PIC X(2).
               03  ;USABATCH-RX-MM  PIC X(2).
               03  ;USABATCH-RX-DD  PIC X(2).
           02  ;USABATCH-RX-AMOUNT  PIC S9(9)V9(2) SIGN TRAILING SEPARATE.
           02  ;USABATCH-RX-DESCRIPTION PIC X(30).
           02  ;USABATCH-RX-ACCT-CODE.
               03  ;USABATCH-RX-TI  PIC X(2).
               03  ;USABATCH-RX-FUND PIC X(3).
               03  ;USABATCH-RX-FUNC PIC X(4).
               03  ;USABATCH-RX-OBJ PIC X(3).
               03  ;USABATCH-RX-SCC PIC X(4).
               03  ;USABATCH-RX-SUBJ PIC X(6).
               03  ;USABATCH-RX-OPU PIC X(3).
               03  ;USABATCH-RX-IL  PIC X(2).
               03  ;USABATCH-RX-JOB PIC X(3).
           02  ;USABATCH-RX-CREATE-ACCT PIC X.
           02  FILLER               PIC X(196).
Receipt Record (Record Type RC)
        01  ;USABATCH-RECEIPT-RECORD.
            02  FILLER      PIC X(10).
            02  ;USABATCH-RC-REF-NUMBER PIC 9(7).
            02  ;USABATCH-RECEIPT-NUMBER PIC 9(6).
            02  ;USABATCH-RC-DATE.
                03  ;USABATCH-RC-CC  PIC XX.
                03  ;USABATCH-RC-YY  PIC XX.
                03  ;USABATCH-RC-MM  PIC XX.
                03  ;USABATCH-RC-DD  PIC XX.
            02  ;USABATCH-RC-AMOUNT  PIC S9(9)V9(2) SIGN TRAILING SEPARATE.
            02  ;USABATCH-RC-DESCRIPTION PIC X(30).
            02  ;USABATCH-RC-ACCT-CODE.
                03  ;USABATCH-RC-TI  PIC XX.
                03  ;USABATCH-RC-FUND PIC XXX.
                03  ;USABATCH-RC-RCPT PIC XXXX.
                03  ;USABATCH-RC-SCC PIC XXXX.
                03  ;USABATCH-RC-SUBJ PIC XXXXXX.
                03  ;USABATCH-RC-OPU  PIC XXX.
            02  ;USABATCH-EX-CREATE-ACCT PIC X.
            02  FILLER      PIC X(204).
Refund of Receipt Record (Code RF)
        01  ;USABATCH-REFUND-RECEIPT-RECORD.
            02  FILLER      PIC X(10).
            02  ;USABATCH-RF-REF-NUMBER PIC 9(7).
            02  ;USABATCH-RF-TRANS-NUMBER PIC 9(6).
            02  ;USABATCH-RF-DATE.
                03 ;USABATCH-RF-CC   PIC XX.
                03 ;USABATCH-RF-YY   PIC XX.
                03 ;USABATCH-RF-MM   PIC XX.
                03 ;USABATCH-RF-DD   PIC XX.
            02  ;USABATCH-RF-AMOUNT  PIC S9(9)V9(2) SIGN TRAILING SEPARATE.
            02  ;USABATCH-RF-DESCRIPTION PIC X(30).
            02  ;USABATCH-RF-ACCT-CODE.
                03  ;USABATCH-RF-TI  PIC XX.
                03  ;USABATCH-RF-FUND PIC XXX.
                03  ;USABATCH-RF-RCPT PIC XXXX.
                03  ;USABATCH-RF-SCC PIC XXXX.
                03  ;USABATCH-RF-SUBJ PIC XXXXXX.
                03  ;USABATCH-RF-OPU PIC XXX.
            02  ;USABATCH-RF-CREATE-ACCT PIC X.
            02  ;USABATCH-RF-CHECK-INFO.
                03  ;USABATCH-RF-POST-CHECK PIC X.
                03  ;USABATCH-RF-CHECK-NUMBER PIC 9(6).
                03  ;USABATCH-RF-CHECK-DATE.
                    04  ;USABATCH-RF-CHECK-CC PIC XX.
                    04  ;USABATCH-RF-CHECK-YY PIC XX.
                    04  ;USABATCH-RF-CHECK-MM PIC XX.
                    04  ;USABATCH-RF-CHECK-DD PIC XX.
                03  ;USABATCH-RF-VENDOR-NUMBER PIC 9(6).
            02  FILLER               PIC X(183).
Requisition Record (Code RQ)
        01  ;USABATCH-REQUISITION-RECORD.
            02  FILLER              PIC X(10).
            02  ;USABATCH-RQ-REF-NUMBER PIC 9(7).
            02  ;USABATCH-RQ-RECORD-TYPE PIC X.
                88  ;USABATCH-RQ-GENERAL-RECORD VALUE IS "G".
                88  ;USABATCH-RQ-DETAIL-RECORD VALUE IS "D".
            02  ;USABATCH-RQ-REQ-NUMBER PIC X(8).
            02  ;USABATCH-RQ-DETAIL-INFO.
                03  ;USABATCH-RQ-REQ-DATE.
                    04  ;USABATCH-RQ-REQ-CC PIC X(2).
                    04  ;USABATCH-RQ-REQ-YY PIC X(2).
                    04  ;USABATCH-RQ-REQ-MM PIC X(2).
                    04  ;USABATCH-RQ-REQ-DD PIC X(2).
                03  ;USABATCH-RQ-VENDOR PIC 9(6).
                03  ;USABATCH-RQ-DESCRIPTION PIC X(30).
                03  ;USABATCH-RQ-QUANTITY PIC S9(4)V9(3) SIGN TRAILING SEPARATE.
                03  ;USABATCH-RQ-UNIT-DESC PIC X(6).
                03  ;USABATCH-RQ-UNIT-PRICE PIC S9(7)V9(4) SIGN TRAILING SEPARATE.
                03  ;USABATCH-RQ-ACCT-CODE.
                    04  ;USABATCH-RQ-TI PIC X(2).
                    04  ;USABATCH-RQ-FUND PIC X(3).
                    04  ;USABATCH-RQ-FUNC PIC X(4).
                    04  ;USABATCH-RQ-OBJ PIC X(3).
                    04  ;USABATCH-RQ-SCC PIC X(4).
                    04  ;USABATCH-RQ-SUBJ PIC X(6).
                    04  ;USABATCH-RQ-OPU PIC X(3).
                    04  ;USABATCH-RQ-IL PIC X(2).
                    04  ;USABATCH-RQ-JOB PIC X(3).
                03  ;USABATCH-RQ-CREATE-ACCT PIC X.
                03  FILLER          PIC X(173).
            02  ;USABATCH-RQ-GENERAL-INFO REDEFINES ;USABATCH-RQ-DETAIL-INFO.
                03  ;USABATCH-RQ-DELIVERY-DATE.
                    04  ;USABATCH-RQ-DELIVERY-CC PIC X(2).
                    04  ;USABATCH-RQ-DELIVERY-YY PIC X(2).
                    04  ;USABATCH-RQ-DELIVERY-MM PIC X(2).
                    04  ;USABATCH-RQ-DELIVERY-DD PIC X(2).
                03  ;USABATCH-RQ-DELIVERY-NAME PIC X(24).
                03  ;USABATCH-RQ-DELIVERY-ATTENTION PIC X(24).
                03  ;USABATCH-RQ-DELIVERY-STREET PIC X(24).
                03  ;USABATCH-RQ-DELIVERY-ADDRESS PIC X(24).
                03  ;USABATCH-RQ-DELIVERY-CITY PIC X(28).
                03  ;USABATCH-RQ-TERMS PIC X(22).
                03  ;USABATCH-RQ-ATTENTION PIC X(21).
                03  FILLER          PIC X(99).

Transaction Trailer Record (Code TT)
       01  ;USABATCH-TRANS-TRAILER-RECORD
           02  FILLER               PIC X(10).
           02  ;USABATCH-TT-REF-NUMBER PIC 9(7).
           02  ;USABATCH-TT-NO-OF-ITEMS PIC 9(5).
           02  ;USABATCH-TT-TRANS-PO-AMT PIC S9(9)V9(2) SIGN TRAILING SEPARATE.
           02  ;USABATCH-TT-TRANS-INVOICE-AMT PIC S9(9)V9(2) SIGN TRAILING SEPARATE.
           02  ;USABATCH-TT-TRANS-CHECK-AMT PIC S9(9)V9(2) SIGN TRAILING SEPARATE.
           02  ;USABATCH-TT-TRANS-OTHER-AMT PIC S9(9)V9(2) SIGN TRAILING SEPARATE.
           02  FILLER               PIC X(230).
Batch Trailer Record (Record Type BT)
       01  ;USABATCH-BATCH-TRAILER-RECORD
           02  FILLER               PIC X(10).
           02  ;USABATCH-BT-BATCH-NUMBER PIC 9(7).
           02  ;USABATCH-BT-USERNAME PIC X(40).
           02  ;USABATCH-BT-DATE.
               03  ;USABATCH-BT-CC  PIC X(2).
               03  ;USABATCH-BT-YY  PIC X(2).
               03  ;USABATCH-BT-MM  PIC X(2).
               03  ;USABATCH-BT-DD  PIC X(2).
           02  ;USABATCH-BT-TIME.
               03  ;USABATCH-BT-HH  PIC X(2).
               03  ;USABATCH-BT-MM  PIC X(2).
               03  ;USABATCH-BT-SS  PIC X(2).
           02  ;USABATCH-BT-DESCRIPTION PIC X(45).
           02  ;USABATCH-BT-USER-AREA PIC X(40).
           02  ;USABATCH-BT-REC-COUNT PIC 9(7).
           02  ;USABATCH-BT-TOTAL-PO-AMT PIC S9(9)V9(2) SIGN TRAILING SEPARATE.
           02  ;USABATCH-BT-TOTAL-INVOICE-AMT PIC S9(9)V9(2) SIGN TRAILING SEPARATE.
           02  ;USABATCH-BT-TOTAL-CHECK-AMT PIC S9(9)V9(2) SIGN TRAILING SEPARATE.
           02  ;USABATCH-BT-TOTAL-RECEIPT-AMT PIC S9(9)V9(2) SIGN TRAILING SEPARATE.
           02  ;USABATCH-BT-TOTAL-REFUND-AMT PIC S9(9)V9(2) SIGN TRAILING SEPARATE.
           02  ;USABATCH-BT-TOTAL-RED-EXP-AMT PIC S9(9)V9(2) SIGN TRAILING SEPARATE.
           02  ;USABATCH-BT-TOTAL-REQ-AMT PIC S9(9)V9(2) SIGN TRAILING SEPARATE.
           02  FILLER               PIC X(53).
File Trailer Record (Record Type FT)
       01  ;USABATCH-FILE-TRAILER-RECORD
           02  FILLER               PIC X(57).
           02  ;USABATCH-FT-DATE.
               03  ;USABATCH-FT-CC  PIC X(2).
               03  ;USABATCH-FT-YY  PIC X(2).
               03  ;USABATCH-FT-MM  PIC X(2).
               03  ;USABATCH-FT-DD  PIC X(2).
           02  ;USABATCH-FT-TIME.
               03  ;USABATCH-FT-HH  PIC X(2).
               03  ;USABATCH-FT-MM  PIC X(2).
               03  ;USABATCH-FT-SS  PIC X(2).
           02  ;USABATCH-FT-DESCRIPTION PIC X(45).
           02  ;USABATCH-FT-USER-AREA PIC X(40).
           02  ;USABATCH-FT-REC-COUNT PIC 9(7).
           02  ;USABATCH-FT-TOTAL-PO-AMT PIC S9(9)V9(2) SIGN TRAILING SEPARATE.
           02  ;USABATCH-FT-TOTAL-INVOICE-AMT PIC S9(9)V9(2) SIGN TRAILING SEPARATE.
           02  ;USABATCH-FT-TOTAL-CHECK-AMT PIC S9(9)V9(2) SIGN TRAILING SEPARATE.
           02  ;USABATCH-FT-TOTAL-RECEIPT-AMT PIC S9(9)V9(2) SIGN TRAILING SEPARATE.
           02  ;USABATCH-FT-TOTAL-REFUND-AMT PIC S9(9)V9(2) SIGN TRAILING SEPARATE.
           02  ;USABATCH-FT-TOTAL-RED-EXP-AMT PIC S9(9)V9(2) SIGN TRAILING SEPARATE.
           02  ;USABATCH-FT-TOTAL-REQ-AMT PIC S9(9)V9(2) SIGN TRAILING SEPARATE.
           02  FILLER               PIC X(53).
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