GL Transaction Record Descriptions for Updating Data

GL PeopleSoft Transaction Record Descriptions

This page is updated by Teri Heaps (last updated March 30, 1998)

*** Journal Header ***
Field Name	Values	Position	Bytes	Format
Entry Code	'H'	1	1	an x(1)
Business Unit	'BYU'	2 - 6	5	an x(5)
Journal ID	XXX999	7 - 16	10	an x(10)
Journal Date	MMDDYYYY	17 - 24	8	num 9(8)
Ledger	'ACTUALS'	25 - 32	8	an x(8)
Reversal Code	'N'	33	1	an x(1)
Source	routine entry	34 - 36	3	an x(3)
Trans. Reference Number	optional	37 - 44	8	an x(8)
Journal Description	required	45 - 74	30	an x(30)

*** Journal Line ***
Field Name	Values	Position	Bytes	Format
Entry Code	'L'	1	1	an x(1)
Business Unit	'BYU'	2 - 6	5	an x(5)
Journal Line Number	optional	7 - 12	6	num 9(6)
Account	required	13 - 18	6	an 9(6)
Fund	*optional	19 - 23	5	an 9(5)
Organization	*optional	24 - 29	6	an 9(6)
Program	*optional	30 - 34	5	an 9(5)
SubClass	required	35 - 39	5	an 9(5)
Budget Year	spaces	40 - 43	4	an 9(4)
Project ID	*optional	44 - 58	15	an x(15)
Speed Type	required	59 - 68	10	an x(10)
Statistics Code	optional	69 - 71	3	an x(3)
Trans. Amount	required	72 - 87	16	num 9(13).99 or num -9(12).99
Statistics Amount	optional	88 - 103	16	num 9(13).99 or num -9(12).99
Journal Line Reference	optional	104 - 113	10	an x(10)
Journal Line Description	required	114 - 143	30	an x(30)
Journal Line Date	MMDDYYYY (optional)	144 - 151	8	num 9(8)

We have occasionally had a problem with data being sent to FDE where the total journal received in FDE does balance between the debits and the credits but these totals do not agree with the amounts and lines the area had expected. We have decided to add a footer to the journal which will show the total number of lines, total debit amount, and total credit amount. This line will be used as a control and will be optional for April and required for May.

The format is as follows:

Entry Code	'C'	1	1	an x(1)
Total Lines	required	3-8	6	num(6)
Total Debit Amount	required	10-25	16	num 9(13).99
Total Credit Amount	required	27-42	16	num 9(13).99

Note: total debit and credit amounts are both positive.

* -- Fund, Org, Program and, in some cases, Project ID must be entered if no Speed Type is used.

Left justify all alpha/numeric (an) fields.

Examples of Amounts: 0000000005000.00 for a debit or -000000005000.00 for a credit

You can continue to use current Batch Reference in the Journal ID field or if you wish to use something different contact Craig Larson (ext. 8-8062).

An example of three different file layouts:

GL PeopleSoft Transaction Record File Layout Examples

for Uploading Data to PeopleSoft

Example of Journal Header

Field Name	Entry Code	Business Unit	Journal ID	Journal Date	Ledger	Reversal Code	Source	Trans Ref #	Journal Description
Position	1	2-6	7-16	17-24	25-32	33	34-36	37-44	45-74
Sample Values	H	BYU	JEN003	02051997	ACTUALS	N	222	003--JEN	Test Sample
Journal Header	HBYU JEN003 02051997ACTUALS N222003--JENTest Sample

Example of Journal Lines using Speedtype with no SubClass. (both entries)
PeopleSoft Debit Account Structure:	11362001-7700		Amount:	180.00
PeopleSoft Credit Account Structure:	11890006-1010		Amount:	180.00
Description:	CHANGE FUND	JE 02-003	Ref:	9987654321

Field Name	Entry Code	Bus Unit	Journal Line #	Account	Fund	Org	Program	SubClass	Budget Year
Position	1	2-6	7-12	13-18	19-23	24-29	30-34	35-39	40-43
Sample Values	L L	BYU BYU	000001 000002	7700 1010

Field Name(Cont.)	Project ID	Speed Type	Statistics Code	Trans Amt	Stat Amt	Journal Line Ref	Journal Line Description
Position(Cont.)	44-58	59-68	69-71	72-87	88-103	104-113	114-143
Sample Values(Cont.)		11362001 11890006		180.00 -180.00		9987654321 9987654321	CHANGE FUND JE 02-003 CHANGE FUND JE 02-003

Journal Lines*	LBYU		0000017700		11362001		0000000000180.0000000000000000009987654321	CHANGE FUND	JE 02-003
	LBYU		0000021010		11890006		-000000000180.0000000000000000009987654321	CHANGE FUND	JE 02-003

Example of Journal Line using Speedtype with SubClass.
PeopleSoft Debit Account Structure:	11362001-7700-7710		Amount:	180.00
PeopleSoft Credit Account Structure:	11890006-1010		Amount:	180.00
Description:	CHANGE FUND	JE 02-003	Ref:	9987654321

Field Name	Entry Code	Bus Unit	Journal Line #	Account	Fund	Org	Program	SubClass	Budget Year
Position	1	2-6	7-12	13-18	19-23	24-29	30-34	35-39	40-43
Sample Values	L L	BYU BYU	000001 000002	7700 1010				7710

Field Name(Cont.)	Project ID	Speed Type	Statistics Code	Trans Amt	Stat Amt	Journal Line Ref	Journal Line Description
Position(Cont.)	44--58	59-68	69-71	72-87	88-103	104-113	114-143
Sample Values(Cont.)		11362001 11890006		180.00 -180.00		9987654321 9987654321	CHANGE FUND JE 02-003 CHANGE FUND JE 02-003

Journal Lines*	LBYU		0000017700		11362001		0000000000180.0000000000000000009987654321	CHANGE FUND	JE 02-003
	LBYU		0000021010		11890006		-000000000180.0000000000000000009987654321	CHANGE FUND	JE 02-003

Example of Journal Line using Speedtype with SubClass.
PeopleSoft Debit Account Structure:	11362001-7700-7710		Amount:	180.00
PeopleSoft Credit Account Structure:	11890006-1010		Amount:	180.00
Description:	CHANGE FUND	JE 02-003	Ref:	9987654321

Field Name	Entry Code	Bus Unit	Journal Line #	Account	Fund	Org	Program	SubClass	Budget Year
Position	1	2-6	7-12	13-18	19-23	24-29	30-34	35-39	40-43
Sample Values	L L	BYU BYU	000001 000002	7700 1010	11 11	362001 890006	A031 A024	7710

Field Name(Cont.)	Project ID	Speed Type	Statistics Code	Trans Amt	Stat Amt	Journal Line Ref	Journal Line Description
Position(Cont.)	44-58	59-68	69-71	72-87	88-103	104-113	114-143
Sample Values(Cont.)	R1362001			180.00 -180.00		9987654321 9987654321	CHANGE FUND JE 02-003 CHANGE FUND JE 02-003

Journal Lines*	LBYU		0000017700		11		362001A031		7710		R1362001		0000000000180.0000000000000000009987654321	CHANGE FUND	JE 02-003
	LBYU		0000021010		11		890006A024						-000000000180.0000000000000000009987654321	CHANGE FUND	JE 02-003

We have occasionally had a problem with data being sent to FDE where the total journal received in FDE does balance between the debits and the credits but these totals do not agree with the amounts and lines the area had expected. We have decided to add a footer to the journal which will show the total number of lines, total debit amount, and total credit amount. This line will be used as a control and will be optional for April and required for May.

The format is as follows:

Entry Code	'C'	1	1	an x(1)
Filler		2	1	blank
Total Lines	required	3-8	6	num(6)
Filler		9	1	blank
Total Debit Amount	required	10-25	16	num 9(13).99
Filler		26	1	blank
Total Credit Amount	required	27-42	16	num 9(13).99