Data Output for Each Voucher Transaction
The output file consists of a series of records containing fixed-length data fields. In the tables below, both the standard format and the expanded format of the output file are described. In the standard format, each record is 250 characters. In the expanded format, each record is 360 characters.
The record types in the data determine which fields are written to the output file. The contents of the Rec Type data element (the second element of the record) identify the record types that appear in the output file.
Record Type | Rec Type field contains |
Invoice (expenditure) | Purchase Order number |
X-records (expenditure) | x-record number |
Y-records (expenditure) | y-record number |
Expenditure adjustment | xpend0a |
Encumbrance adjustment | liens0a |
Appropriation adjustment | appro0a |
Lien (encumbrance) | Purchase Order number |
Vendor name & address | VENNAME |
Last record in file | ALLDONE |
Invoice and Adjustment Records
The fields written for each record type are detailed below (note that byte numbering begins with byte 01, rather than byte 00).
Field Name | Standard Length | Bytes | Expanded Length | Bytes | Comments |
---|---|---|---|---|---|
Voucher number | 7 | 01-07 | 10 | 01-10 | |
Rec Type | 7 | 08-14 | 11 | 11-21 | Serves as a record type identifier. It might contain a Purchase Order number, and an x-record or y-record number, or one of the strings liens0a, xpend0a, or appro0a. |
Fund code | 5 | 15-19 | 5 | 22-26 | Stores the first 5 digits of the fund code only. If you are using codes longer than 5 digits, this element truncates the fund code. |
Subfund number | 1 | 20 | 1 | 27 | |
External fund | 20 | 21-40 | 25 | 28-52 | Can be from the External Fund table or NOTE1 field of the fund record, depending on your Output Vouchers configuration. |
Paid date | 8 | 41-48 | 8 | 53-60 | mm-dd-yy format |
Inv date | 8 | 49-56 | 8 | 61-68 | mm-dd-yy format |
Invoice number | 16 | 57-72 | 19 | 69-87 | |
Amount | 14 | 73-86 | 14 | 88-101 | Field is right-justified, blank fill, with first digit preceded by a minus sign if negative. |
Tax | 14 | 87-100 | 14 | 102-115 | Format is the same as above. |
Use tax | 14 | 101-114 | 14 | 116-129 | Format is the same as above. |
Ship | 14 | 115-128 | 14 | 130-143 | Shipping charge; Format is the same as above. |
Discount | 14 | 129-142 | 14 | 144-157 | Service charge or discount; Format is the same as above. |
List price | 14 | 143-156 | 14 | 158-171 | Format is the same as above. |
Lien | 14 | 157-170 | 14 | 172-185 | Encumbrance; Format is the same as above. |
Lien flag | 1 | 171-171 | 2 | 186-187 | |
Status | 1 | 172-172 | 1 | 188 | |
Notes | 35 | 173-207 | 35 | 189-223 | Includes the number of copies and (if applicable) the amount in foreign currency. The note might be truncated depending on its original length and whether foreign currency information is also present. |
Vendor code | 5 | 208-212 | 5 | 224-228 | From the vendor record. |
Alt vendor code | 10 | 213-222 | 11 | 229-239 | From the vendor record. |
Vendor name | 27 | 223-249 | 63 | 240-302 | From the vendor record or the 'q' field (VEN. ADDR.)of the order record. See NOTE below. |
Full fund code | --- | --- | 15 | 303-317 | Includes the full fund code (up to 15 characters). |
Padding; just spaces | --- | --- | 42 | 318-359 | |
End-Of-Record marker | 1 | 250 | 1 | 360 | Default is ASCII Carriage Return (i.e., HEX 0D), but this may be changed in the Output Vouchers configuration at your organization's request. |
NOTE
At your organization's request, the Vendor Name field can be subdivided into two fields:
Field name | Standard length | Bytes | Expanded | Bytes |
---|---|---|---|---|
Vendor name as described above |
13 |
223-235 |
49 |
240-288 |
A library-specified field from the order record |
14 |
236-249 |
14 |
289-302 |
Lien Records
Lien (encumbrance) records are output only if you select the Output encumbrances option.
Field Name | Standard Length | Bytes | Expanded Length | Bytes | Comments |
---|---|---|---|---|---|
Sequential lien number | 7 | 01-07 | 10 | 01-10 | |
Rec Type | 7 | 08-14 | 11 | 11-21 | Contains a Purchase Order number. |
Fund code | 5 | 15-19 | 5 | 22-26 | Stores the first 5 digits of the fund code only. If you are using codes longer than 5 digits, this element truncates the fund code. |
Blank or zero | 137 | 20-156 | 145 | 27-171 | These bytes represent the same fields as in Invoice and Adjustment records, but all values are blank or '0'. |
Amount | 14 | 157-170 | 14 | 172-185 | Field is right-justified, blank fill, with first digit preceded by a minus sign if negative. |
Vendor code | 5 | 208-212 | 5 | 224-228 | From the vendor record. |
Alt vendor code | 10 | 213-222 | 11 | 229-239 | From the vendor record. |
Vendor name | 27 | 223-249 | 63 | 240-302 | From the vendor record or the 'q' field (VEN. ADDR.) of the order record. See NOTE below. |
Full fund code | --- | --- | 15 | 303-317 | Includes the full fund code (up to 15 characters). |
Padding; just spaces | --- | --- | 42 | 318-359 | |
End-Of-Record marker | 1 | 250 | 1 | 360 | Default is ASCII Carriage Return (i.e., HEX 0D), but this may be changed in the Output Vouchers configuration at your organization's request. |
NOTE
At your organization's request, the Vendor Name field can be subdivided into two fields:
Field name | Standard length | Bytes | Expanded | Bytes |
---|---|---|---|---|
Vendor name as described above |
13 |
223-235 |
49 |
240-288 |
A library-specified field from the order record |
14 |
236-249 |
14 |
289-302 |
Vendor Name and Address Records
Depending on the setting of the Include vendor details configuration option, Vendor Name and Address records may be output in addition to the Invoice, Adjustment, and Lien records.
Field Name | Standard Length | Bytes | Expanded Length | Bytes | Comments |
---|---|---|---|---|---|
Voucher | 7 | 01-07 | 10 | 01-10 | |
Rec Type | 7 | 08-14 | 11 | 11-21 | Contains VENNAME. |
Vendor code1 | 5 | 15-19 | 5 | 22-26 | Blank if no vendor code. See NOTE below. |
Alternative vendor code1 | 10 | 20-29 | 11 | 27-37 | Blank if no vendor code. See NOTE below. |
Vendor name and address, line 1 | 30 | 35-59 | 40 | 38-77 | |
Vendor name and address, line 2 | 30 | 60-89 | 40 | 78-117 | |
Vendor name and address, line 3 | 30 | 90-119 | 40 | 118-157 | |
Vendor name and address, line 4 | 30 | 120-149 | 40 | 158-197 | |
Vendor name and address, line 5 | 30 | 150-179 | 40 | 198-237 | |
Claim cycle | 1 | 180 | 1 | 238 | |
Code1 | 1 | 181 | 1 | 239 | |
Code2 | 1 | 182 | 1 | 240 | |
Code3 | 1 | 183 | 1 | 241 | |
Vendor Note 1 | 66 | 184-249 | 100 | 242-342 | |
Vendor Foreign Currency | --- | --- | 16 | 343-358 | |
Padding; just spaces | --- | --- | 1 | 359 | |
End-Of-Record marker | 1 | 250 | 1 | 360 | Default is ASCII Carriage Return (i.e., HEX 0D), but this may be changed in the Output Vouchers configuration at your organization's request. |
1At your organization's request, the vendor code and alternate vendor code fields can be replaced with foreign currency information whenever the invoice amount is in a foreign currency (these bytes are blank if the invoice amount is in the native currency). This requires that in your organization's Output Vouchers configuration, the Include vendor details option is set to "always" and that the Invoice total for foreign currency invoices option is enabled.
Field Name | Standard Length | Bytes | Expanded Length | Bytes |
---|---|---|---|---|
For. curr. code and invoice total in for. curr. |
15 |
15-29 |
16 |
22-37 |
Last Record
The last record in the output file is identified by the keyword "ALLDONE" and contains totals for specific fields in all records in the file.
Field Name | Standard Length | Bytes | Expanded Length | Bytes | Comments |
---|---|---|---|---|---|
Voucher | 7 | 01-07 | 10 | 01-10 | |
Rec Type | 7 | 08-14 | 11 | 11-21 | Contains "ALLDONE". |
Blank | 58 | 15-72 | 66 | 22-87 | |
Total Amount | 14 | 73-86 | 14 | 88-101 | Field is right-justified, blank fill, with first digit preceded by a minus sign if negative. |
Total Tax | 14 | 87-100 | 14 | 102-115 | Format is the same as above. |
Total Use Tax | 14 | 101-114 | 14 | 116-129 | Format is the same as above. |
Total Ship | 14 | 115-128 | 14 | 130-143 | Shipping charges; Format is the same as above. |
Total Discount | 14 | 129-142 | 14 | 144-157 | Service charges or discounts; Format is the same as above. |
Total List Price | 14 | 143-156 | 14 | 158-171 | Format is the same as above. |
Total Lien | 14 | 157-170 | 14 | 172-185 | Format is the same as above. |
Blank | 79 | 171-249 | 174 | 186-359 | |
End-Of-Record marker | 1 | 250 | 1 | 360 | Default is ASCII Carriage Return (i.e., HEX 0D), but this may be changed in the Output Vouchers configuration at your organization's request. |