General Ledger Flat File Format

This format can be used to upload documents via the General Ledger Correction Process document or used as a data file for the enterpriseFeedJob upload.

No header or trailer records are required for these files. They should contain only the General Ledger entries.

An example file with both actual, encumbrance and budget transactions is available for download here. 

General Ledger flat file format

Name	Starting Character Position	Length	Required?	Special Formatting
Fiscal Year	1	4	No
Chart of Accounts Code	5	2	Yes	Can be left blank if the GL Pre-Scrubber is being used and accounts do not cross charts (Financials-SYS ACCOUNTS_CAN_CROSS_CHARTS_IND parameter must be set to N)
Account Number	7	7	Yes
Sub-Account Number	14	5	No
Object Code	19	4	Yes
Sub-Object Code	23	3	No
Balance Type Code	26	2	No
Object Type Code	28	2	No
Fiscal Period Code	30	2	No
Document Type Code	32	4	Yes
System Origination Code	36	2	Yes
Financial Document Number	38	14	Yes
Entry Sequence Number	52	5	No	Transaction entry sequence number must be numeric. Null and blank values are replaced with zeroes. Non-numeric values are demerged and do not post.
Transaction Description	57	40	Yes
Transaction Amount	97	21	Yes	Signed (+ or -) dollar amount with 2 decimal places
Debit/Credit Code	118	1	Yes	Must have value D or C, leave blank if budget transactions.
Transaction Date	119	10	No	YYYY-MM-DD format
Organization Document Number	129	10	No
Project Code	139	10	No
Organization Reference ID	149	8	No
Reference Document Type Code	157	4	No
Reference Origination Code	161	2	No
Reference Document Number	163	14	No
Reversal Date	177	10	No
Encumbrance Update Code	187	1	No	Valid values are R (update open amount) and D (update closed amount) and N (none)

Enterprise Feed Reconciliation Flat File Format

• When using the Enterprise Batch Feed upload, you must submit a reconciliation (.recon) file along with the entry file. This file verifies the count of records and the dollar amount of your entry file. If these files do not reconcile, Financials will not process the file and will generate an error message on the Enterprise Feed report.
• The file will contain three types of rows as detailed below. Each element of each row must be separated by a single space and each row ends with a semi-colon.
• A c row identifying the table being impacted (gl_entry_t) and the row count of the data file. For example: c gl_entry_t 0000000002;
• An S row identifying the field where the dollar amount is found (trn_ldgr_entr_amt) and the dollar amount of the data file. For example: s trn_ldgr_entr_amt 00000000027680.00;
• An e row identifying the number of c and s rows found in the reconciliation file (always 2 for GL files). For example: e 02;

So an entire reconciliation made up of these rows would contain the following:

c gl_entry_t 0000000002;

s trn_ldgr_entr_amt 00000000027680.00;

e 02;

Enterprise Feed Reconciliation flat file format

Name	Length	Required?	Special Formatting
C row count	10	Yes
S row transaction ledger amount	21	Yes	Signed amount field with 2 decimal places
E row checksum total	2	Yes

Enterprise Feed .done file

When loading files into the staging/gl/enterpriseFeed directory for processing .done file with the exact same name as the data file must be included. The .done file can be empty. The presence of the .done file indicates the data file is ready to be processed and once processing is complete, the .done file is deleted.