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General System Design
Document Review and Change SummaryVersion/
Review DateBrief Summary of Changes
From Prior VersionChanged By:Document
ReviewersVersion 1.0
09/22/05OriginalSharon Graves-OBrienInterface TeamVersion 1.1
12/02/05Modified Sharon Graves-OBrienInterface Team
OSCVersion 1.2
02/12/06ModifiedSharon Graves-OBrienInterface TeamVersion 1.3
03/20/06Resolved errors found in testing.Sharon Graves-OBrienInterface Team
OSCVersion 1.4
07/11/06Add the disbursement categories field to PR_DOC_ACTG line. Incident # 2453. Sharon Graves-OBrienInterface Team
OSCVersion 1.5
07/24/06Included directory structure for Momentum (SFTP) serverSharon Graves-OBrienInterface Team
OSC
Version 1.4
08/21/06Include DOC_UNIT_CD on the Header componentSharon Graves-OBrienInterface Team
OSCVersion 1.5
08/21/06Added CNTRC_AM to Commodity line
Added DOC_ACTG_LN_NO to Accounting lineSteve GarrantInterface Team
OSCVersion 1.6
03/21/2008Added DFLT_DISB_FRMT data elements to PR_DOC_VEND section
Added RF_TYP data element to PR_DOC_COMM
Added RSRC_CD and DEPT_CD data elements to PR_DOC_ACTG section
Removed DISB_CAT from PR_DOC_ACTG
As of 07/01/2008 SVC_TO_DT and SVC_FRM_DT are required fields in PR_DOC_COMM section.Kishore AdabalaInterface Team
OSCVersion 1.7
08/08/2008Added DISB_PRTY_CD data element in PR_DOC_VEND section.Doug JordanInterface Team
OSC
MFASISPRC: Payment Request (PRC)
Table of Contents
TOC \o "1-3" \h \z \u HYPERLINK \l "_Toc144002900" 1. Overview PAGEREF _Toc144002900 \h 4
HYPERLINK \l "_Toc144002901" 1.1. Document Definitions and Naming Conventions PAGEREF _Toc144002901 \h 4
HYPERLINK \l "_Toc144002902" 1.2. Document Usage PAGEREF _Toc144002902 \h 5
HYPERLINK \l "_Toc144002903" 1.3. Logical Document Component Structure PAGEREF _Toc144002903 \h 7
HYPERLINK \l "_Toc144002904" 2. Publishable Specification PAGEREF _Toc144002904 \h 8
HYPERLINK \l "_Toc144002905" 2.1. Transaction Layout: PRC PAGEREF _Toc144002905 \h 8
HYPERLINK \l "_Toc144002906" 2.1.1 Document Prefixes PAGEREF _Toc144002906 \h 9
HYPERLINK \l "_Toc144002907" 2.1.2 Data Repository PAGEREF _Toc144002907 \h 9
HYPERLINK \l "_Toc144002908" 2.1.3 DOC_ID Standard PAGEREF _Toc144002908 \h 10
HYPERLINK \l "_Toc144002909" 2.1.4 PRC AMS_DOCUMENT root element attributes PAGEREF _Toc144002909 \h 11
HYPERLINK \l "_Toc144002910" 2.1.5 PRC Document Component: PR_DOC_HDR PAGEREF _Toc144002910 \h 12
HYPERLINK \l "_Toc144002911" 2.1.6 PRC Document Component: PR_DOC_VEND PAGEREF _Toc144002911 \h 14
HYPERLINK \l "_Toc144002912" 2.1.7 PRC Document Component: PR_DOC_COMM PAGEREF _Toc144002912 \h 16
HYPERLINK \l "_Toc144002913" 2.1.8 PRC Document Component: PR_DOC_ACTG PAGEREF _Toc144002913 \h 19
HYPERLINK \l "_Toc144002914" 2.1.9 Original Entry PRC Example 1 XML layout with no references PAGEREF _Toc144002914 \h 22
HYPERLINK \l "_Toc144002915" 2.2. Copy Books PAGEREF _Toc144002915 \h 26
Overview
Document Definitions and Naming Conventions
This section describes/defines the DTD naming conventions applied in this document.
Transaction Layout Definitions
Attribute The name of the data element in the database as well as the name of the XML tag.
Caption The label on the User Interface that defines the data element.
Description A textual description of the data element.
R/C Required/Conditional. Required specifies that the data element is required by the interface for the transaction to successful submit. Conditional means that specified conditions must be adhered to by the interface for the transaction to successful submit. No value specifies that the data element is optional by the interface for the transaction to submit.
Type The data type of the data element.
VarChar Variable Character text. Alphanumeric data.
Byte Unsigned character.
Char Character. Fixed length alphanumeric text, required to meet the exact specified size.
Date Date Format YYYY-MM-DD
Decimal Numeric value with a specified decimal position (9,3) = 999999999.999
Boolean True/False. True conditions = true, False conditions = false.
Memo Alphanumeric Text with a maximum of 1500 characters.
Currency Numeric, with two decimal positions. Format 9999.99.
Integer Numeric value, a whole number.
Long - Numeric value, a long whole number.
Size The (numeric) size of the data element
MFASIS (ADV3.x) Notes Notes specific to the MFASIS (ADV3.x) data element.
CVL Coded Value List, the value of the data element must come from the CVL table specified in the MFASIS (ADV3.x) Notes.
MFASIS (ADV2.x) Derivation Notes Notes specific to translating MFASIS (ADV2.x) document layout data to MFASIS (ADV3.x).
D.TEXT Data element from the header or document section of the MFASIS (ADV2.x) document layout.
L.TEXT Data element from the line or detail section of the MFASIS (ADV2.x) document layout.
XML Definitions and Conventions
Root - The upgraded MFASIS XML file and document root declaration identify the required root elements that must be contained for the XML file or document (transaction) to load into MFASIS. The upgraded MFASIS XML file must contain a single root element that contains specified attributes, at the file level. Each document transaction contained within the XML file must also contain a root element that contains the specified attributes, at the document level.
Attributes - Attributes are name-value pairs that occur inside start-tags after the element name.
Elements - Elements are the most common form of markup. Delimited by angle brackets, most elements identify the nature of the content they surround. Elements normally begin with a start-tag, , and end with an end-tag, .
CDATA Tags - In a document, CDATA instructs the parser to ignore (most) markup characters. Between the start of the section, , all character data is passed directly to the application, without interpretation. Elements, entity references, comments, and processing instructions are all unrecognized and the characters that comprise them are passed literally to the application.
Document Usage
Within the State of Maine financial system, departments and external agencies generate payment requests directly in their own, independent, external systems. These systems interface PV (payment voucher) documents to MFASIS. At the current time only the creation of new documents is supported through document interface. Although the payment request processes delivered with Advantage 3.x support both original entry payments and payment modifications, the business rules at the State of Maine do not allow agencies to submit payment modifications.
In the MFASIS Advantage 3 system, there are two types of payment request documents: Commodity-Based Payment Requests (PRC) which are commodity-based documents and General Accounting Expenses/Expenditures (GAX) which are accounting based documents. These 2 types of documents must be sent in two separate interface files. PRC are generated for existing encumbrances (Purchase Orders) and commodity information may be inferred from those purchase orders. At the State of Maine, PRC will be generated for payment vouchers produced by the Dept of Transportation (DOT) and those produced for DHHS Contract Payments (categorized as PV type T).
The Commodity Payment Request Document
The AMS Advantage Financial Commodity Payment Request is used to enter commodities and supporting commodity information, enabling direct payments (those with no supporting purchase order), as well as payments that reference prior transactions, for commodities to be processed within AMS Advantage Financial. For interface purposes at the State of Maine, all PRC will reference a purchase order or contract.
Parts of the Commodity Payment Request:
The Commodity Payment Request has six components. Four of these components will be populated through the States PV interface:
Header - contains information common to all lines, such as date-of-record, budget fiscal year, accounting period, and bank account.
Vendor contains information specific to the vendor, such as discount terms, disbursement options, and address information.
Accounting Distribution N/A.
Commodity contains commodity information such as the Quantity, Unit Price, Commodity Code, and Description. Codes entered must be valid on the Commodity Code table.
Accounting Line records the funding distribution associated with a commodity. Fields in this section include Event Type, Line Amount, Chart of Accounts fields that comprise a funding distribution, and additional reference information.
Posting Line N/A.
Logical Document Component Structure
The Payment has the following logical document structure:
Current Inbound PV Document Structure Advantage 3 Document Structure
Publishable Specification
Transaction Layout: PRC
Action Code Component DescriptionDocument Component HYPERLINK \l "_AMS_DOCUMENT_root_element" AMS_DOCUMENTRXML file root element. HYPERLINK \l "_Document_Component:_PO_DOC_HDR" PR_DOC_HDRRLists general information associated with the entire procurement. HYPERLINK \l "_Document_Component:_PO_DOC_VEND" PR_DOC_VENDRLists selected Vendor for providing the goods/services. Vendors are selected from a pick list that is populated by the Vendor/Customer (VCUST) table.PR_DOC_COMMRLists all service commodities associated with the document. HYPERLINK \l "_Document_Component:_PO_DOC_ACTG" PR_DOC_ACTGRLists the accounting funds for each commodity line.
R Required
CR Conditionally Required: Required only if modifying a field within that component
O Optional
NOTE: Every field listed in the following tables MUST be included in the XML script. For this purpose, null may be a valid value (see the XML sample attached).
Document Prefixes
In order to identify the interfaces by agency and type, the following codes have been assigned. References will be made to these codes throughout the mapping document:
External InterfaceType of InterfaceDOC PrefixDocument Creator IDDOT Payments - commodity based (PRC)PV type Y DT1INTFDT1
Data Repository
A central repository will exist for each interface partner. The server location is momentum3.bis.state.me.us. Security permissions will be such that only the agency partner specified can access the file structure(s) assigned to them. Note: Advantage technical personnel and OIT systems personnel will have permission to access all folders.
Each agency will PUSH their Payment (PRC) files to corresponding inbound folder (see below). A copy of the file is automatically archived for historical purposes.
The directory structure will look like this:
momentum3.bis.state.me.usInbout\Archivemomentum3.bis.state.me.usInbout\Customermomentum3.bis.state.me.usInbout\Inbound\ INTFDT1\ DT10325PRC1.xml\ DT10325 PRC1.infmomentum3.bis.state.me.usInbout\Outboundmomentum3.bis.state.me.usInbout\Vendor
**Agency Access and Read/Write Permissions
Each interface partner will have permission to write to their own inbound PRC interface folder.
DOC_ID Standard
PREFIX DATE SEQ AGENCY ID
DT1MMDDYY1##########
The format of the DOC_ID is defined by the State of Maine. The format is:
PREFIX: 3-character document prefix such as DT1 for DOT Payments
DATE: 6-character date (mmddyy)
SEQ: 1-digit sequence number. Will always be set to 1
10 characters provided by agency to uniquely identify each of their documents
PRC AMS_DOCUMENT root element attributes
AMS_DOCUMENTAttributeCaption DescriptionR/CTypeSizeMFASIS (ADV3.x) NotesMFASIS (ADV2.x) Derivation NotesDOC_CATDocument CategoryThe category in which the document is located. Constant value for all PRC documents.RVarChar8APThe DOC_CAT is a fixed entry for all PRC documents.DOC_TYPDocument TypeThe type of document, defined in the Document Type table. Constant value for all PRC documents..RVarChar8PRThe DOC_TYP is a fixed entry for all PRC documents.DOC_CDDocument CodeThe alpha-numeric identification code assigned to the document on the Document Control table. RVarChar8PRCThe DOC_CD is a fixed entry for all PRC documents.DOC_DEPT_CDDepartment CodeThe Department is a Chart of Accounts code corresponding to the Department submitting the PRC.RVarChar4Must be valid on Department (DEPT) table.PR-DOCUMENT-HEADER-RECORD. DOC-AGENCYDOC_UNIT_CDUnit CodeThe unit code associated with this document. Must be valid on the UNIT table Required for XML, but may be null.RVarChar4May be used to determine a contact number printed on check stub. If not populated contact number is determined using DOC_DEPT_CD.
May be NULL, but field must be included.DOC_UNIT_CD must contain the Unit-Code from which the contact phone will be derivedDOC_IDDocument IdThe document ID to identify this document. RVarChar20Assigned by Agency. See section 2.1.2.D.DOCUMENT_NUMBER
Use the first 10 characters.DOC_VERS_NODocument Version NumberThe version number assigned to this document. The version is incremented with each modification draft and after with a cancellation. Will always be a new entry and therefore set to 1.RInteger1AUTO_DOC_NUMAutomatic document numbering is turned on.RInteger3falseDOC_IMPORT_MODEDocument Import ModeThe import mode determining the phase of the document on import. Will be set to OE for Original Entry.RVarChar4OE
PRC Document Component: PR_DOC_HDR
PR_DOC_HDRAttributeCaption DescriptionR/CTypeSizeMFASIS (ADV3.x) NotesMFASIS (ADV2.x) Derivation NotesDOC_CATThe category in which the document is located.RVarChar8Same as in AMS_DOCUMENTDOC_TYPThe type of document, defined in the Document Type table. Each document code must be assigned a document type.RVarChar8Same as in AMS_DOCUMENTDOC_CDThe alpha-numeric identification code assigned to the document on the Document Control table. RVarChar8Same as in AMS_DOCUMENTDOC_IDThe document ID to identify this document. RVarChar20Same as in AMS_DOCUMENTDOC_DEPT_CDThe department code assigned to this document.RVarChar4Same as in AMS_DOCUMENTDOC_VERS_NOThe version number assigned to this document. The version is incremented with each modification draft and after with a cancellation. Will always be a new entry. and therefore set to 1.RInteger10Same as in AMS_DOCUMENTDOC_UNIT_CDThe unit code associated with this document.RVarChar4Same as in AMS_DOCUMENTMay be used to determine a contact number printed on check stub. If not populated contact number is determined using DOC_DEPT_CD.DOC_CREA_USIDThe user identification code assigned by the system for the user creating this document.RVarChar20Unique id for each interface.
INTF + assigned interface prefix.
See section 2.1.1.
Eg: INTFDT1DOC_REC_DT_DCThe record date manually entered on the document header. If not manually entered, the date becomes the one when the document was submitted successfully.ODateFormat as YYYY-MM-DDPR-DOCUMENT-HEADER-RECORD.RECORD-YEAR + RECORD-MONTH + RECORD-DAYDOC_DSCRThe description associated with the document.OVarChar60PRC InterfaceMay be used to record additional Information about the documentDOC_NMName for the document.OVarChar60PRC InterfaceMay be used to record additional Information about the document
PRC Document Component: PR_DOC_VEND
PR_DOC_VENDAttributeCaption DescriptionR/CTypeSizeMFASIS (ADV3.x) NotesMFASIS (ADV2.x) Derivation NotesDOC_CATThe category in which the document is located.RVarChar8Same as in AMS_DOCUMENTDOC_TYPThe type of document, defined in the Document Type table. Each document code must be assigned a document type.RVarChar8Same as in AMS_DOCUMENTDOC_CDThe alpha-numeric identification code assigned to the document on the Document Control table. RVarChar8Same as in AMS_DOCUMENTDOC_IDThe document ID to identify this document. RVarChar20Same as in AMS_DOCUMENTDOC_DEPT_CDThe department code assigned to this document.RVarChar4Same as in AMS_DOCUMENTDOC_VERS_NOThe version number assigned to this document. The version is incremented with each modification draft and after with a cancellation. Will always be a new entry. and therefore set to 1.RInteger10Same as in AMS_DOCUMENTDOC_VEND_LN_NOThe vendor line number visible to a user that uniquely identifies each vendor line within a document.OInteger101VEND_CUST_CDThe unique identifier, assigned to the vendor/customer. In ADVANTAGE Financial, a vendor can also be a customer, allowing entry of information once when a particular contact is both a vendor (payable) and a customer (receivable). RVarChar20New MFASIS Vendor/Customer Number. Through "crosswalk".PR-DOCUMENT-HEADER-RECORD.VENDOR-CODEVEND_SNGL_CHK_FLIndicates if multiple disbursements should be combined into a single check for this vendor.OInteger3If "Y" then value is "true" otherwise value is "false"PR-DOCUMENT-HEADER-RECORD.SINGLE-CHECK-FLAGVEND_DISB_CATThe vendor/customer disbursement category associated with the document.OVarChar4Must be valid on the disbursement category (R_AP_DISB_CAT) table.PR-DOCUMENT-HEADER-RECORD.VEND-DISB-CATSCHED_PYMT_DTThe date that a vendor is scheduled to receive payment. If null, payment will be processed the same night. Otherwise, it will be held until the date supplied.ODateFormat YYYY-MM-DD
PR-DOCUMENT-HEADER-RECORD.SCHED-PYMT-YEAR + SCHED-PYMT-MONTH +SCHED-PYMT-DAYDFLT_DISB_FRMTThe default disbursement format to be used when generating payments to this record. Will be pushed down to accounting lines when documents are submitted to Advantage..OVarChar4If a paper check is requested for a EFT vendor, then the value must be entered as REG
Otherwise omit or null.DISB_PRTY_CDDISB_PRTY_CD must be populated with 99 until further notice. Each interface agency partner will notified of the numeric change in the future.RInteger1099
PRC Document Component: PR_DOC_COMM
PR_DOC_COMMAttributeCaption DescriptionR/CTypeSizeMFASIS (ADV3.x) NotesMFASIS (ADV2.x) Derivation NotesDOC_CATThe category in which the document is located.RVarChar8Same as in AMS_DOCUMENTDOC_TYPThe type of document, defined in the Document Type table. Each document code must be assigned a document type.RVarChar8Same as in AMS_DOCUMENTDOC_CDThe alpha-numeric identification code assigned to the document on the Document Control table. RVarChar8Same as in AMS_DOCUMENTDOC_IDThe document ID to identify this document. RVarChar20Same as in AMS_DOCUMENTDOC_DEPT_CDThe department code assigned to this document.RVarChar4Same as in AMS_DOCUMENTDOC_VERS_NOThe version number assigned to this document. The version is incremented with each modification draft and after with a cancellation. Will always be a new entry. and therefore set to 1.RInteger10Same as in AMS_DOCUMENTDOC_VEND_LN_NOThe vendor line number visible to a user that uniquely identifies each vendor line within a document.RInteger101DOC_COMM_LN_NOThe commodity line number visible to a user that uniquely identifies each commodity line within a document.RInteger10Number each commodity line sequentially. Will be used by accounting line to uniquely identify which commodity line is referenced.VEND_CUST_CDThe unique identifier assigned to the vendor/customer. In ADVANTAGE Financial, a vendor can also be a customer.CVarChar20New MFASIS Vendor/Customer Number. Through "crosswalk".PR-DOCUMENT-HEADER-RECORD.VENDOR-CODERF_DOC_CDThe identification code for the document referenced by this transaction.RVarChar82 charactersPR-DOCUMENT-LINE-RECORD.REF-TRANS-CODERF_DOC_DEPT_CDThe department code of the referenced document.RVarChar43 charactersPR-DOCUMENT-LINE-RECORD.REF-TRANS-NUMBER-AGYRF_DOC_IDThe identification number of the document being referenced.RVarChar2011 characters PR-DOCUMENT-LINE-RECORD.REF-TRANS-NUMBER-NUM (contains 11 char)RF_DOC_VEND_LN_NOThe desired vendor line number of the referenced document specified on the current transaction.OInteger101RF_DOC_COMM_LN_NOA commodity line number that was, or is, being referenced by another document.OInteger10PR-DOCUMENT-LINE-RECORD.REF-TRANS-LINERF_TYPDefines the type of reference being performed against the specified referenced transaction line. Final closes the referenced line, meaning additional references are not allowed. Partial and Memo do not close the referenced line, allowing additional transactions to reference this line.ONumber10Must be null or one of the following:
1 Partial
2 Final
DSCRThe description associated with the particular line or record.OVarChar30PR-DOCUMENT-LINE-RECORD.DSCRQTYThe number in units. RDecimal15,5PR-DOCUMENT-LINE-RECORD.QUANTITYCNTRC_AMDollar amount when refernceed line type equal serviceCDeciimal14.2VEND_INV_NOThe invoice number from the invoice received from the vendor. The Vendor Invoice Number must be unique and cannot already exist on the Vendor Invoice Registry table for the referenced vendor. RVarChar30For interfaces, use the DOC_ID of this PRC.VEND_INV_LN_NOThe invoice line number from the invoice received from the vendor.RInteger10Number sequentially.VEND_INV_DTThe date of the invoice received from the vendor.RDateFor interface purposes may use current date.
Format YYYY-MM-DD SVC_TO_DTService Dates (From/To Dates) on payment request documents are used to identify when goods or services were received from the vendor.RDateFormat YYYY-MM-DD
Used to report on information for separate manual accrual. Used at fiscal year end (July & August).
May be current date
As of 07/01/2008 this field is required.SVC_FRM_DTService Dates (From/To Dates) on payment request documents are used to identify when goods or services were received from the vendor. RDateFormat YYYY-MM-DD
Used to report on information for separate manual accrual. Used at fiscal year end (July & August).
May be current date
As of 07/01/2008 this field is required.
PRC Document Component: PR_DOC_ACTG
PR_DOC_ACTGAttributeCaption DescriptionR/CTypeSizeMFASIS (ADV3.x) NotesMFASIS (ADV2.x) Derivation NotesDOC_CATThe category in which the document is located.RVarChar8Same as in AMS_DOCUMENTDOC_TYPThe type of document, defined in the Document Type table. Each document code must be assigned a document type.RVarChar8Same as in AMS_DOCUMENTDOC_CDThe alpha-numeric identification code assigned to the document on the Document Control table. RVarChar8Same as in AMS_DOCUMENTDOC_DEPT_CDThe department code assigned to this document.RVarChar4Same as in AMS_DOCUMENTDOC_IDThe document ID to identify this document. RVarChar20Same as in AMS_DOCUMENTDOC_VERS_NOThe version number assigned to this document. The version is incremented with each modification draft and after with a cancellation. Will always be a new entry. and therefore set to 1.RInteger10Same as in AMS_DOCUMENTDOC_VEND_LN_NOThe vendor line number visible to a user that uniquely identifies each vendor line within a document.RInteger101
DOC_ACTG_LN_NOThe accounting line number for multiple accounting line per commodity line.RInteger10Account line number unique to commodity lineDOC_COMM_LN_NOThe commodity line number visible to a user that uniquely identifies each commodity line within a document.RInteger10Ties accounting line back to a unique commodity line.SUB_TOT_LN_AMThe dollar amount of an individual record of a document component, (header, vendor line, commodity line, accounting line). RCurrency14,2PR-DOCUMENT-LINE-RECORD.LINE-AMOUNTRF_TYPDefines the type of reference being performed against the specified referenced transaction line. Final closes the referenced line, meaning additional references are not allowed. Partial and Memo do not close the referenced line, allowing additional transactions to reference this line.OInteger10If the payment amount is less than order amount and the agency wants this to be the final payment, it must be indicated here. If this is a final payment, the value entered is "2", otherwise it should be "1" for partial.RFED_ACTG_LN_NOThe accounting line number from the referenced document.RInteger101FUND_CDThe identification code associated with a fund record, which is an essential part of a governmental accounting system. OVarChar4If entered, must be valid on the Fund (FUND) table.PR-DOCUMENT-LINE-RECORD.FUND_CDOBJ_CDThe identification code associated with an object of expenditure. Object is a fund accounting Chart of Accounts element. These codes can then be used to create expense budgets, track spending activity, trigger business rules, and serve as selection criteria for batch jobs.OVarChar4Required when event type is null.
If entered, must be valid on the Object table.
PR-DOCUMENT-LINE-RECORD.OBJ_CDRSRC_CDRevenue sources are used to track individual sources of revenue taken in.OVarChar4Must be valid in the REVENUE SOURCES table, i.e. R_RSRC.
BSA_CDThe identification code assigned to the balance sheet account. The balance sheet account code is the first level of six allowed rollups.OVarChar4Required when event type is AP18
If entered, must be valid on the Balance Sheet Account (BSA) table.PR-DOCUMENT-LINE-RECORD.BS-ACCOUNTDEPT_CDAn identification code assigned to a central organizational level element where the decentralize structure is set. The department field may be used as an input field on a document, an additional key to another chart of account element, a selection criteria on a parameter table, a key to a specific business rule on a control table, a field to be inferred on a document, or the department value on a historical record.RVarChar4Must be valid in the DEPT table, i.e. R_DEPT.PR-DOCUMENT-HEADER-RECORD. DOC-AGENCYUNIT_CDUnit is the lowest organizational level in the main organizational structure. At the unit level, all the organizational elements it reports to are defined so that they are inferred to accounting documents. OVarChar4If entered, must be valid on the Unit table.PR-DOCUMENT-LINE-RECORD.APPROP-REPORT-ORGACTV_CDThe identification code associated with the activity. An activity is an internal program defined for budgeting and/or reporting purposes. Activities can cut across agency and fund boundaries.OVarChar4If entered, must be valid on the Activity table.PR-DOCUMENT-LINE-RECORD.ACTIVITYFUNC_CDThe identification code associated with the function. The function code defines broad operational objectives, such as instruction, support services, and facilities acquisition.OVarChar10If entered, must be valid on the Function table.PR-DOCUMENT-LINE-RECORD.FUNCTIONDOBJ_CDThe identification code assigned to the Department object.OVarChar4If entered, must be valid on the Department object table.PROG_CDThe identification code assigned to the program. Program is a cost accounting Chart of Accounts element. OVarChar10Null
Will be used in the futurePHASE_CDThe identification code assigned to the phase. Phase is a cost accounting Chart of Accounts element representing a phase of a program.OVarChar6If entered, must be valid on the Phase table.ACTG_LN_DSCRThe description associated with the accounting line.OVarChar100PR-DOCUMENT-LINE-RECORD.DESCRIPTIONCHK_DSCRThe text to be printed on the check stub. Currently it is too small to hold all the information required.OVarChar250PR-DOCUMENT-LINE-RECORD.DESCRIPTION if no PV Trailer.EVNT_TYP_IDThe alpha-numeric identification code assigned to an event type.OVarChar4AP18 or nullSUNIT_CDSub Unit is a means of breaking down a unit code into smaller measurements. It is the lowest level of organizational structure.OVarChar4If entered, must be valid on the Sub Unit table.
To enter a Sub Unit Code, the Unit Code must be entered.First 2 digits of PR-DOCUMENT-LINE-RECORD .APPROP-UNITOriginal Entry PRC Example 1 XML layout with no references
This example is for an Original Entry PRC with one vendor and two commodity lines, each with one accounting line.
< SUB_TOT_LN_AM Attribute="Y"> SUB_TOT_LN_AM >
< SUB_TOT_LN_AM Attribute="Y"> SUB_TOT_LN_AM >
Copy Books
PV BATCH HEADER RECORD Record Length 396 Cols.
(Used only by NECSES. Not included in mappings)
01 PV-BATCH-HEADER-RECORD.
03 DSF-KEY.
05 RECORD-TYPE PIC X(01) Value B. 1-1
05 PAGE-TYPE PIC X(01) Value Spaces. 2-2
05 BATCH-ID.
07 BATCH-TRANS-CODE PIC X(04) Value PV . 3-6
07 BATCH-AGENCY PIC X(04). (Your Agency code followed by a space.) 7-10
07 BATCH-NUMBER PIC X(06). (Assigned by Agency.) 11-16
05 FILLER PIC X(20) Value Spaces. 17-36
03 PV-BATH.
05 BATCH-TRANS-CODE PIC X(02) Value PV. 37-38
05 BATCH-CTL-AMOUNT PIC 9(12)V99. (Total amount of document header 39-52
amounts in batch.)
05 BATCH-NUMB PIC X(06). (Same as BATCH-NUMBER.) 53-58
05 BATCH-MONTH PIC X(02). (Month record was prepared.) 59-60
05 BATCH-DAY PIC X(02). (Day record was prepared.) 61-62
05 BATCH-YEAR PIC X(02). (Year record was prepared.) 63-64
05 BATCH-CTL-COUNT PIC 9(04). (Total number of document header 65-68
records in batch.)
05 FILLER PIC X(328) Value Spaces. 69-396
PV DOCUMENT HEADER RECORD Record Length 396 Cols.
01 PR-DOCUMENT-HEADER-RECORD.
03 DSF-KEY.
05 RECORD-TYPE PIC X(01) Value D. 1-1
05 PAGE-TYPE PIC X(01) Value Spaces. 2-2
05 BATCH-ID.
07 BATCH-TRANS-CODE PIC X(04). (Spaces if no batch record or PV .) 3-6
07 BATCH-AGENCY PIC X(04). (Spaces if no batch record or your 7-10
Agency code followed by a space.)
07 BATCH-NUMBER PIC X(06). (Spaces if no batch record or same as 11-16
BATCH-NUMBER in batch header record.)
05 DOC-ID.
07 DOC-TRANS-CODE PIC X(02) Value PV. 17-18
07 DOC-TRANS-CODE-UNUSED PIC X(02) Value Spaces. 19-20
07 DOC-AGENCY PIC X(03). (Your Agency code.) 21-23
07 DOC-AGENCY-UNUSED PIC X(01) Value Spaces. 24-24
07 DOC-NUMBER PIC X(11). (Assigned by Agency.) 25-35
07 DOC-NUMBER-UNUSED PIC X(01) Value Spaces. 36-36
03 PV-DOCH.
05 TRANS-ID.
07 TRANS-CODE PIC X(02). PV 37-38
07 TRANS-AGENCY-NUMBER.
09 TRANS-AGENCY PIC X(03). (Same as DOC-AGENCY.) 39-41
09 TRANS-NUMBER PIC X(11). (Same as DOC-NUMBER.) 42-52
05 RECORD-DATE.
05 RECORD-MONTH PIC X(02). (Month record was prepared or spaces.) 53-54
05 RECORD-DAY PIC X(02). (Day record was prepared or spaces.) 55-56
05 RECORD-YEAR PIC X(02). (Year record was prepared or spaces.) 57-58
05 FISCAL-MONTH PIC X(02) Value Spaces. 59-60
05 FISCAL-YEAR PIC X(02) Value Spaces. 61-62
05 BUDGET-FY PIC X(02) Value Spaces. 63-64
05 DOCUMENT-ACTION PIC X(01) Value Spaces. 65-65
05 TYPE-OF-VOUCHER PIC X(01). (Voucher Type assigned for payment. If this 66-66
is a numeric external, enter 1. If this
is an alphabetic external, enter the
assigned letter, A-Z.)
05 SCHED-PYMT-MONTH PIC X(02). (Filled in by Agency.) 67-68
05 SCHED-PYMT-DAY PIC X(02). (Filled in by Agency.) 69-70
05 SCHED-PYMT-YEAR PIC X(02). (Filled in by Agency.) 71-72
05 OFFSET-LIAB-ACCT PIC X(04) Value Spaces. 73-76
05 VENDOR-CODE PIC X(11). (Vendor Code of Payee or misc. Vendor.) 77-87
05 CHECK-CATEGORY PIC X(02). (Filled in by Agency in accordance 88-89
with Accounts & Control.)
05 SINGLE-CHECK-FLAG PIC X(01) Value Y. 90-90
05 FIXED-ASSETS-IND PIC X(01) Value Spaces. 91-91
05 DOCUMENT-TOTAL PIC X(14). (Total amount of document.) 92-105
05 VENDOR-NAME PIC X(30). (Fill if misc. Vendor is coded.) 106-135
05 VENDOR-ADD-LINE-1 PIC X(30). (Fill if misc. Vendor is coded.) 136-165
05 VENDOR-ADD-LINE-2 PIC X(30). (Fill if misc. Vendor is coded.) 166-195
05 VENDOR-ADD-LINE-3.
07 CITY PIC X(18). (Fill if misc. Vendor is coded.) 196-213
07 STATE PIC X(02). (Fill if misc. Vendor is coded.) 214-215
07 ZIP-CODE PIC X(10). (Fill if misc. Vendor is coded.) 216-225
05 OFFSET-REC-ACCT PIC X(04) Value Spaces. 226-229
05 SELLER-FUND PIC X(04) Value Spaces. 230-233
05 SELLER-AGENCY PIC X(03) Value Spaces. 234-236
05 SELLER-ORGANIZATION PIC X(04) Value Spaces. 237-240
05 SELLER-SUB-ORG PIC X(02) Value Spaces. 241-242
05 SELLER-ACTIVITY PIC X(04) Value Spaces. 243-246
05 SELLER-REV-SOURCE PIC X(04) Value Spaces. 247-250
05 SELLER-SUB-REV PIC X(02) Value Spaces. 251-252
05 SELLER-JOB.
07 SELLER-JOB-NUMBER-E PIC X(04) Value Spaces. 253-256
07 SELLER-FUNCTION PIC X(04) Value Spaces. 257-260
05 SELLER-REPT-CAT PIC X(04) Value Spaces. 261-264
05 SELLER-OBJECT PIC X(04) Value Spaces. 265-268
05 SELLER-SUB-OBJECT PIC X(02) Value Spaces. 269-270
05 SELLER-BS-ACCOUNT PIC X(04) Value Spaces. 271-274
05 ACTUAL-DOC-TOTAL PIC X(14) Value Spaces. 275-288
05 SELLER-APPR-UNIT PIC X(09) Value Spaces. 289-297
05 SELLER-FUNCTION PIC X(04) Value Spaces. 298-301
05 ACTLINE-AGENCY PIC X(03) Value Spaces. 302-304
05 CX-TYPE-4-FLAG PIC X(01) Value Spaces. 305-305
05 HEADER-TAX-CODE PIC X(03) Value Spaces. 306-308
05 USE-TAX-AMOUNT PIC X(14) Value Spaces. 309-322
05 EFT-IND PIC X(01) Value Spaces. 323-323
05 APPLICATION-TYPE PIC X(02) Value Spaces. 324-325
05 FREIGHT-IND PIC X(01) Value Spaces. 326-326
05 FREIGHT-TOTAL PIC X(14) Value Spaces. 327-340
05 FREIGHT-TOTAL-I-D PIC X(01) Value Spaces. 341-341
05 TOTAL-QUANTITY PIC X(12) Value Spaces. 342-353
05 TOTAL-QUANTITY-I-D PIC X(01) Value Spaces. 354-354
05 TOTAL-AMOUNT PIC X(14) Value Spaces. 355-368
05 TOTAL-AMOUNT-I-D PIC X(01) Value Spaces. 369-369
05 CALC-TOTAL-QUANTITY PIC X(12) Value Spaces. 370-381
05 CALC-TOTAL-AMOUNT PIC X(14) Value Spaces. 382-395
05 ACCRUAL-IND PIC X(01) Value N, A, or Spaces. N or A if PV 396-396
is dated in July or August.
A indicates the product or
service was received in the
previous fiscal year.)
PV DOCUMENT LINE RECORD Record Length 396 Cols.
01 PR-DOCUMENT-LINE-RECORD.
03 DSF-KEY.
05 RECORD-TYPE PIC X(01) Value L. 1-1
05 PAGE-TYPE PIC X(01) Value Spaces. 2-2
05 BATCH-ID.
07 BATCH-TRANS-CODE PIC X(04). (Spaces if no batch record or PV .) 3-6
07 BATCH-AGENCY PIC X(04). (Spaces if no batch record or your 7-10
Agency code followed by a space.)
07 BATCH-NUMBER PIC X(06). (Spaces if no batch record or same as 11-16
batch number in batch header record.)
05 DOC-ID.
07 DOC-TRANS-CODE PIC X(02) Value PV. 17-18
07 DOC-TRANS-CODE-UNUSED PIC X(02) Value Spaces. 19-20
07 DOC-AGENCY PIC X(03). (Same as DOC-AGENCY in header record.) 21-23
07 DOC-AGENCY-UNUSED PIC X(01) Value Spaces. 24-24
07 DOC-NUMBER PIC X(11). (Same as DOC-NUMBER in header record.) 25-35
07 DOC-NUMBER-UNUSED PIC X(01) Value Spaces. 36-36
03 PV-DOCD.
05 LINE-NO PIC X(02). (Assigned by Agency.) 37-38
05 REF-TRANS-CODE PIC X(02) Value Spaces. 39-40
05 REF-TRANS-NUMBER.
07 REF-TRANS-NUMBER-AGY PIC X(03) Value Spaces. 41-43
07 REF-TRANS-NUMBER-NUM PIC X(11) Value Spaces. 44-54
05 REF-TRANS-LINE PIC X(02) Value Spaces. 55-56
05 VENDOR-INVOICE PIC X(12). (Filled in by Agency.) 57-68
05 FUND PIC X(04). (Filled in by Agency.) 69-72
05 AGENCY PIC X(03). (Filled in by Agency.) 73-75
05 APPROP-REPORT-ORG PIC X(04). (Filled in by Agency.) 76-79
05 SUB-ORG PIC X(02). (Filled in by Agency.) 80-81
05 ACTIVITY PIC X(04). (Filled in by Agency.) 82-85
05 OBJECT PIC X(04). (Filled in by Agency.) 86-89
05 SUB-OBJECT PIC X(02). (Filled in by Agency.) 90-91
05 REVENUE-SOURCE PIC X(04). (Filled in by Agency.) 92-95
05 SUB-REV-SOURCE PIC X(02). (Filled in by Agency.) 96-97
05 JOB-NUMBER.
07 JOB-NUMBER-E PIC X(04). (Filled in by Agency.) 98-101
07 FUNCTION PIC X(04). (Filled in by Agency.) 102-105
05 REPORTING-CATEGORY PIC X(04). (Filled in by Agency.) 106-109
05 BS-ACCOUNT PIC X(04). (Filled in by Agency.) 110-113
05 DISCOUNT-TYPE PIC X(01) Value Spaces. 114-114
05 LINE-DESCRIPTION.
07 DESCRIPTION PIC X(27). (Filled in by Agency.) 115-141
07 PC-LINE-NUMBER PIC X(03) Value Spaces. 142-144
05 EPS-AMOUNT PIC X(14) Value Spaces. 145-158
05 LINE-AMOUNT-I-D PIC X(01). (Space if Line-Amount is > or = zero; D 159-159
for decrease if Line-Amount is < zero.)
05 PARTIAL-FINAL-IND PIC X(01) Value Spaces. 160-160
05 QUANTITY PIC X(12). (Filled in by Agency.) 161-172
05 APPROP-UNIT PIC X(09). (Filled in by Agency.) 173-181
05 FUNCTION PIC X(04). (Filled in by Agency.) 182-185
05 EPPV-ERROR-MSG PIC X(01) Value Spaces. 186-186
05 LINE-TAX-CODE PIC X(03) Value Spaces. 187-189
05 ADJUSTMENT-AMOUNT PIC X(14) Value Spaces. 190-203
05 LINE-AMOUNT PIC X(14). (Amount for the line.) 204-217
05 VENDOR-INV-LINE-NUM PIC X(03) Value Spaces. 218-220
05 QUANTITY-INC-DEC PIC X(01) Value Spaces. 221-221
05 FREIGHT-AMOUNT PIC X(14) Value Spaces. 222-235
05 FREIGHT-AMOUNT-I-D PIC X(01) Value Spaces. 236-236
05 FILLER-2 PIC X(160) Value Spaces. 237-396
MFASIS-PRC-GSD-03-21-2008 Page PAGE 3 of NUMPAGES 32
SOW4 Deliverable DSD TitleDSD AuthorNew MMARS Detailed Interface DesignDateReq. Pro X-RefVersionStatusParent Interface GSD TitleGSD Author4/11/03TBD1.0In Progress
IC-02 Interface Offline Process Model (Version 2.0 DRAFT: 4/11/03) PAGE 1
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