Fields Required for a Header Record
The following fields need to be supplied in
the interface file, in exactly the order as specified below.
| Heading | Field | Description |
|---|---|---|
| RECORD TYPE | Description | Type of Record |
| Format | Alpha, one character | |
| Properties | Required | |
| Validation | Must be "1" for a Header Record | |
| BATCH NUMBER | Description | Contains the batch number you assign to the batch prior to transfer. A batch number must be unique within the file. Journal rows with the same batch number will get the same journal number (see below) |
| Format | Numeric, 4 characters | |
| Properties | Required | |
| Validation | ||
| ACTUALITY | Description | Code for the type of data: Actual, Budget, Forecast, etc. |
| Format | Alpha, two characters | |
| Properties | Required | |
| Validation | Validated against code table defined in | |
| JOURNAL TYPE | Description | Code for type of journal |
| Format | Alpha, two characters | |
| Properties | Required, not blank | |
| Validation | Validated against code table defined in Maintain > Configuration > Define > Closing versions and Journal types | |
| PERIOD | Description | Period |
| Format | Numeric, 4 characters, YYMM | |
| Properties | Required | |
| Validation | Validated against code table defined in Maintain > Period Locking | |
| JOURNAL NUMBER | Description | Journal number |
| Format | Numeric, integer | |
| Properties | Required, but if 0 then next available Journal number will be automatically assigned | |
| Validation | Must be greater than 100 and less than 10000 | |
| CURRENCY TYPE | Description | LC for Local currency or any other existing code for Group Currency |
| Format | Alpha, 2 characters | |
| Properties | Required | |
| Validation | Validated against code table defined in Maintain > Company structure > Consolidation type - Define | |
| JOURNAL DESCRIPTION | Description | Description of the journal to be transferred |
| Format | Alpha, 64 characters | |
| Properties | Optional | |
| Validation | ||
| CONTROL DEBITS | Description | Contains the sum of the debit amounts of the detail records |
| Format | Numeric 17.2 | |
| Properties | Required | |
| Validation | ||
| CONTROL CREDITS | Description | Contains the sum of the credit amounts of the detail records |
| Format | Numeric 17.2 | |
| Properties | Required | |
| Validation | ||
| MULTI-COMPANY OFFSET ACCOUNT | Description | Account code for balancing multi company journals
within each company. The use of the offset account is not mandatory. Depending on if it used or not, you will get the following result: If it is used: Any imbalance in the journal when it is saved or uploaded will be sent to the offset account. You need to validate this value after creating a journal. If it is not used: Any imbalance will prevent the journal from being saved or uploaded and an error message will be displayed. |
| Format | Alpha, 13 characters | |
| Properties | Required | |
| Validation | Validated against code table defined in Maintain > Account structure | |
| YEAR TO DATE | Description | Indicator for Year to date (Y) |
| Format | Alpha, 1 character | |
| Properties | Required | |
| Validation | Y | |
| ADJUSTMENT TYPE | Description | Valid adjustment type as used in company journals: F=fixed, R=Reverse, T=Temporary |
| Format | Alpha, 1 character | |
| Properties | Required | |
| Validation | F, R or T | |
| TYPE OF JOURNAL | Description | Tell the system that it is a company journal or an automatic journal. L = Company journal. G = Group journal, that can only be booked on GA type of company. |
| Format | Alpha, 1 character | |
| Properties | Required | |
| Validation | L, G |