Accounts Payable Voucher File Layout

Non-PO Voucher Interface for PeopleSoft - Payables

Section I. Process Description

All non-PO voucher information will be added to PeopleSoft using a standard interface. To send vouchers to Accounts Payable, send a file via FTP with the format specified in Section II, to the PeopleSoft server. The file will then be picked up and processed into the system, and a report will be e-mailed back to the sender with the results, giving an explanation of any rejections. Please note that successful loading into PeopleSoft does not guarantee payment of the voucher. All payments are still subject to approval by the Accounts Payable Office. This process simply checks for valid data and formats.

Section II. Voucher File Format

Each record in the voucher load file has a record-type and a record-data field whose format is determined by the record type. There are six record types:

H The batch header. This must be the first record in the file and only one batch header is allowed per file.
V The voucher record.
L The voucher line-item record. At least one line-item record must follow a voucher record. Each line-item record will correspond to the most recently processed voucher record.
D The accounting distribution record. At least one accounting record must follow a line-item record. Each accounting record will correspond to the most recently processed line-item record.
N A new vendor record, if a new vendor must be added. This record must preceed any voucher records for this vendor. The vendor-id in the voucher record that uses this vendor should be set to 'NEW'. It is assumed that a voucher with a vendor-id of 'NEW' corresponds to the most recently processed vendor record.
S For simple vouchers with only one line-item and one accounting distribution record, this format replaces the V, L, D, and N records.

The following tables specify the format of each of these records. Note: Fields of type DECIMAL must include the decimal point (.) and the negative sign (-), if needed, in the field. For example, a field defined as DECIMAL 3.2 will be 6 bytes long and can contain values in the range -99.99 to 999.99. Date fields must be in the format CCYY-MM-DD.

Non-PO Voucher Input File Format - Every record in the file must have this format
Field Name	Field Type	Field Size	Notes
Record-Type	CHAR	1	H, V, L, D, N, S
Record-Data	CHAR	775	The format of this field will vary depending on the record-type.

Record-Data Format for Batch-Header Record (Record-Type = 'H') - This record must be first and there is only one header record allowed per file.
Field Name	Field Type	Field Size	Notes
Origin	CHAR	6	Assigned to you by Financial Services.
Voucher-Count	NUMBER	5	The number of voucher records in the batch.
Batch-Total-Amount	DECIMAL	14.2	The total for all vouchers in the batch.
Return-Email-Address	CHAR	256	The e-mail address to which a report of this batch will be sent after it has been processed.

Record-Data Format for Voucher Header Record (Record-Type = 'V')
Field Name	Field Type	Field Size	Notes
Vendor-Id	CHAR	10	The vendor must already exist in PeopleSoft. 'NEW' if the vendor for this was added from this file. Any vendor-id specified as 'NEW' will be assumed to be the most recently added vendor from this file.
Invoice-Id	CHAR	16	The vendor's invoice identifier.
Invoice-Date	CHAR	10
Payment-Terms-Cd	CHAR	3	Left justified. See Section III.
Due-Date	CHAR	10	Overrides due date calculated from the Payment-Terms-Cd (Spaces for default)
Voucher-Amount	DECIMAL	13.2	The sum of all line items and sales tax.
Sales-Tax	DECIMAL	13.2	Appropriate line-item and accounting distribution records will be automatically generated for the sales tax. This amount must be included in the total for the voucher amount.
Voucher-Comments	CHAR	254
Voucher-Reference	CHAR	30	Additional Identifying information (eg. the PO number)
Payment-Comments	CHAR	30	This text will be used as a description of the payment

Record-Data Format for Voucher-Line-Item Record (Record-Type = 'L') - Each record of this type belongs to the most recently processed voucher record.
Field Name	Field Type	Field Size	Notes
Line-Item-Amount	DECIMAL	13.2	The total amount for all line-items in a voucher must balance with the voucher-amount in the voucher record.
1099-Code	CHAR	2	If this line item is not taxable, then leave this blank. Otherwise, use the code for the 1099 type (Section III).

Record-Data Values for Voucher-Distribution Record (Record-Type = 'D') - Each record of this type belongs to the most recently processed voucher-line-item record.
Field Name	Field Type	Field Size	Notes
Account	CHAR	6	The FRS Object Code.* If the FRS account is from the FRS general ledger (begins with a 0), preceed the FRS object code number (in the field) with a zero ('0'), ie.: 0XXXX. If the FRS account is from FRS sub-ledger (all other accounts), preceed the FRS object code number (in the field) with a one ('1'), ie.: 1XXXX.
Fund	CHAR	5	The FRS Ledger number.*
Organization	CHAR	6	The FRS six digit Account number.*
Program	CHAR	5
Budget-Year	CHAR	4
Sub-Class	CHAR	5	Not currently used
Project	CHAR	15	Not currently used
Distribution-Line-Amount	DECIMAL	13.2	The total amount for all the accounting lines must balance with the line-item-amount in the line-item record.

* The mapping from FRS accounts to PeopleSoft accounts will be replaced by genuine PeopleSoft account codes when the General Ledger system moves into production this summer.

Record-Data Values for New Vendor Record (Record-Type = 'N')
Field Name	Field Type	Field Size	Notes
Vendor-Id	CHAR	10	The vendor-id you would like PeopleSoft to assign to this vendor. If this vendor-id is already in use, the addition will fail. Leave blank for PeopleSoft to assign a vendor-id. This new vendor-id will be reported to you.
Vendor-Name-1	CHAR	40
Vendor-Name-2	CHAR	40
Taxpayer-Id-Number	CHAR	9	The Employer ID Number, or Social Security Number of the vendor. The TIN and the IRS name are only needed if this vendor is to receive taxable money. If 1099 money comes for this vendor, and the vendor is not a 1099 vendor, the voucher addition will fail.
Irs-Name	CHAR	30	The name to be used in reports to the IRS. The default is the vendor name
Street-Address-1	CHAR	35
Street-Address-2	CHAR	35
Street-Address-3	CHAR	35
Street-Address-4	CHAR	35
City	CHAR	30
State	CHAR	4
Zip	CHAR	12
Country	CHAR	3	See the list of countries.
Phone	CHAR	24

Record-Data Values for Simple Voucher Record (Record-Type = 'S') - This record combines the information contained in the V, L, D, and N records.
Field Name	Field Type	Field Size	Notes
Vendor-Id	CHAR	10	If this vendor id exists in PeopleSoft, then that vendor will be used. If it does not yet exist, the vendor will be added using the information in this record.
Vendor-Name-1	CHAR	40
Vendor-Name-2	CHAR	40
Taxpayer-Id-Number	CHAR	9
Irs-Name	CHAR	30
Street-Address-1	CHAR	35
Street-Address-2	CHAR	35
Street-Address-3	CHAR	35
Street-Address-4	CHAR	35
City	CHAR	30
State	CHAR	4
Zip	CHAR	12
Country	CHAR	3	See the list of countries.
>Phone	CHAR	24
Invoice-Id	CHAR	16
Invoice-Date	CHAR	10
Voucher-Reference	CHAR	30
Payment-Terms-Cd	CHAR	3
Due-Date	CHAR	10
1099-Code	CHAR	2
Voucher-Amount	DECIMAL	13.2
Voucher-Comments	CHAR	254
Payment-Comments	CHAR	30
Sales-Tax-Amount	DECIMAL	13.2
Account	CHAR	6
Fund	CHAR	5
Organization	CHAR	6
Program	CHAR	5
Budget-Year	CHAR	4
Sub-Class	CHAR	5
Project	CHAR	15
Speed Type	CHAR	10

Section III. Code Tables

Payment Terms Codes
Code	Description	Code	Description
01	Net 10 days	27	2% 15th, net 55 days
02	Net 30 days	28	2% 20th, net 30 days
03	Net 60 days	29	2% 25th, net 30 days
04	Net 20 days	40	1/2% 10 days, Net 30 days
05	Net end of current month	41	1/2% 15 days, Net 30 days
06	Net 10th of next month	42	1/2% 20 days, Net 30 days
07	Net 15th of next month	43	2% pay immediately
08	Split- 1-15 due 20th, 16-31 due 10th next month	46	1/2% 10th, Net 45 days
09	Net 45 days	47	1/2% 15th, Net 55 days
10	1% 10 days, Net 30 days	48	1/2% 20th of current month, Net 30 days
11	1% 15 days, Net 30 days	49	1/2% 25th of current month, Net 30 days
12	1% 20, Net 30 days	50	Pay immediate
16	1% 10th of next month, net 45 days	51	Net 7 days
17	1% 15th, Net 30 days	52	Net 55 days
18	1% 20th, Net 30 days	53	Net 90 days
19	1% 25th of this month, Net 30 days	54	5% 30 days, Net 31 days
20	2% 10 days, net 30 days	60	5% 15 days, Net 30 days
21	2% 15 days, net 30 days	61	5% 10 days, Net 30 days
22	2% 20 days, net 30 days	62	Net 15 days
26	2% 10th, net 45 days	67	5% 5 days, Net 30 days

1099 Codes
Code	Description	Code	Description
01	Rents	06	Medical
02	Royalties	07	Fees
03	Prizes	09	Annuities
05	Death Benefits	10	Interest