Choose the V > VIEW a payment data file menu option to view the contents of a payment data file from the bursar's office.
Each record of payment made to the bursar's office occupies a single line in this fixed-length format file.
Each line in this file consists of 63 positions; a carriage return (<CR>) follows the final position.
The entry line is divided into fields. Each field begins and ends in a specific position, and contains a specific number of characters, each of which must be filled with either a character, digit or space.
The example below shows the contents of a payment data file:
95060240658 nhenry p1000305 b35029000250306 000040002 95060240659 nhenry p1000057 b35029000319044 000020003 95060240660 nhenry p1031271 b35029000695138 00005000 _________________________________________________________________ P > PRINT Q > QUIT Choose one (P,Q)
The diagram below shows an example of the fields that comprise an entry line:
Entry Line: 95060240658 nhenry p1000305 b35029000250306 000040002
| | | | | | |
| | | | | | |
Length: | 6 | 6 | 12 | 10 | 20 | 8 1
| | | | | | |
Starting | | | | | | |
Position: 1 7 13 25 35 55 63<CR>
|_____|_____|___________|_________|__________|________|_______|
| | | | | | | | | | | | |
Data | | | | | | Payment
Elements | | | | | | Type Code
| | | | | |
| | | | | Amount Paid
| | | | |
| | | | Patron ID (Barcode, SSN, or
| | | | institution ID) prefixed by
| | | | the system index tag
| | | |
| | | Patron record number
| | |
| | Initials (bursar's employee)
| |
| Invoice number
|
Date paid
Fields in File Entries
Date paid
The date of a payment made to the bursar's office. This field starts in position one (1) and contains six (6) digits. The date format is yymmdd:
|
yy |
The last two digits of the year (00-99) |
|
mm |
The month of the year (01 - 12) |
|
dd |
The day of the month (01 - 31) |
Example: "120623" for June 23, 2012
Invoice number
The invoice number for the charge or fine. Providing the invoice number is optional.
This field starts in position seven (7), ends in position 12, and has an allocated length of six (6) characters. Digits used in the invoice number field are left-justified. If the data in this field occupies less than six (6) characters, spaces must be used to occupy unfilled positions.
If the invoice number is provided, the system applies the payment to the fine or charge associated with the given invoice number.
If no invoice number is provided, the system applies payment data to the oldest fine or charge, and then to any subsequent fine or charge, until the entire amount collected has been applied.
If the invoice number is provided but the system cannot find the invoice, the patron record is not updated. The entry line is removed from the payment data file and written to the error file.
Initials
The initials or the name of the person in the bursar's office who collected the payment. Providing the initials is optional.
This field starts in position 13, ends in position 24, and has an allocated length of 12 characters. The data in the Initials field is left-justified. If the data in this field occupies fewer than 12 characters, or if it is not specified, spaces must be used to occupy unfilled positions.
Patron record number
The patron record number (including the 'p' and check digit) of the person for whom the payment was made to the bursar's office.
This field starts in position 25, ends in position 34, and has an allocated length of 10. The data in the Patron record number field is left-justified. If the data occupies less than 10 characters, spaces must occupy unfilled positions.
The patron record number must be specified if the Patron ID is not specified.
Patron ID (Barcode, SSN or institution ID)
The patron's barcode, Social Security Number or institution ID, prefixed with the index tag, of the person for whom the payment was made to the bursar's office.
This field starts in position 35, ends in position 54, and has an allocated length of 20 characters. The data the Patron ID field is left-justified. If the data occupies less than 20 characters, spaces must occupy unfilled positions.
The Patron ID must be specified if the patron record number is not specified.
Amount paid
The amount paid or waived in the transaction at the bursar's office. The amount specified in the field is in cents with no decimal.
This field starts in position 55, ends in position 62, and has an allocated length of eight (8). The digits used in the Amount paid field are right-justified. If the data is less than eight (8) digits long, zeros (0) must be used to occupy all unfilled positions on the left, e.g. "00004000" for $40.00.
Payment Type Code
Payments collected at the bursar's office are assigned a code that indicates their type:
|
<SPACE> |
Payment in full |
|
'2' |
Partial payment |
|
'3' |
Payment of this charge was waived |
This field has an allocated length of one (1) character, and occupies position 63 (final) in the entry line.