Topics Map > Accounting & Budgeting > Journal Vouchers
UAFR - JV Feeder Front-End User Guide
Feeder File Naming Specifications
Files submitted for processing need to follow this naming convention: fi_gl_transactions.ssssssss.yyyymmddhhmmss.xxx
Please note the following:
- ssssssss is the OBFS assigned System ID, yyyymmdd is the submission date,
- hhmmsss is the submission time (24 hour military time with seconds), and
- .xxx is the file type (.txt, .csv and .xls/.xlsx accepted).
The entire file name must be in lower case letters. All periods (.) are required. The interface will not process files that fail to meet this naming standard.
Rule Codes
Rule Code indicates the type of financial activity associated with this detail record.
| 100 | JV - Local Funds Feeder | JV to record transactions to local funds (fund > 189999) that can cross COA and funds. Total debits must equal total credits. |
| 101 | JV - Local Funds w/ Encumbrance Feeder | JV to record transactions to local funds (fund > 189999) that can cross COA and funds. It liquidates an encumbrance and must be against the operating ledger. Total debits must equal total credits. The original encumbrance number, sequence and line are required. |
| 125 | JV – Multiple debits and credits +/- | JV to record transactions to non-state; non-grant; non-Fed Ag funds (allowed on fund codes >189999<400000>609999) that can cross COA and funds. Total debits must equal total credits. Only to be combined with rule code 175. |
| 170 | JV - State OPAL w/ Clearing Feeder | JV to record transactions to state funds (fund <=189999) that can cross COA and funds. Total debits must equal total credits. Requires operating ledger account codes. Uses state clearing receivable and state clearing payable to balance the funds. |
| 171 | JV - State Funds w/ Encumbrance Feeder | JV to record transactions to state funds (fund <=189999) that can cross COA and funds. It liquidates an encumbrance and must be against the operating ledger. Total debits must equal total credits. The encumbrance number, sequence and line are required. |
| 175 | State OPAL – Multiple debits and credits +/- | JV to record transactions to state funds (fund <=189999) that can cross COA and funds. Total debits must equal total credits. Requires operating ledger Account codes. Uses state clearing receivable and state clearing payable to balance the funds. Only to be combined with rule code 125. |
Document Numbers
A unique document number must identify each document in Banner. External feeder document numbers have the following format: PPNNNNNN
PP is unique 2-character code assign to each unit submitting feeders NNNNNN is a sequential number
The Banner process creates a unique document number for each document based on the System ID. This ensures that no duplicate document numbers are submitted to Banner for posting. It is highly recommended that users allow Banner to assign document numbers. Units that wish to produce their own document numbers are required to generate a unique number for each document. Duplicate document numbers are rejected during the Banner processing.
JV Feeder Document Prefixes/System ID
Feeder File Record Layouts
| Input Field Name | Field Description | Data Type | Width | Required | Value/Source |
|---|---|---|---|---|---|
| RuleCode | Rule Code | CHAR | 4 | YES | See “Rule Code” section above. |
| DOCReferenceNumber | Reference Number | CHAR | 8 | NO | See “Documents Number” section above. |
| Amount | Dollar Amount | NUMB | 12 | YES | Two-digits after decimal |
| Description | Transaction Description | CHAR | 35 | YES | No special characters. Any characters over 35 will be truncated |
| Sign (+/-) | Debit/Credit (+/-) | CHAR | 1 | YES | Only use “plus” or “minus” signs |
| BankCode | Bank Code | CHAR | 2 | NO | Optional |
| COA | Chart of Accounts | CHAR | 1 | YES | Required |
| Fund | Fund Code | CHAR | 6 | YES | Required |
| ORG | Organization Code | CHAR | 6 | NO | Optional |
| Account | Account Code | CHAR | 6 | YES | Required |
| Program | Program Code | CHAR | 6 | NO | Optional |
| Activity | Activity Code | CHAR | 6 | NO | Optional |
| Location | Location Code | CHAR | 6 | NO | Optional |
| ENCDNUM | Encumbrance Number | CHAR | 8 | NO | Optional |
| ENCDITEMNUM | Encumbrance Commodity Item Number | NUM | 4 | NO | Optional (unless Encumbrance number is entered) |
| ENCDSEQNUMB | Encumbrance Sequence Number | NUM | 4 | NO | Optional (unless Encumbrance number is entered) |
|
ENCDACTIONIND |
T = Total, P = Partial, A = Adjustment | CHAR | 1 | NO | Optional (unless Encumbrance number is entered) |
| ENCBTYPE | R = Register, P = PO, E = Enc, L = Labor, M= Memo | CHAR | 1 | NO | Optional (unless Encumbrance number is entered) |