[Cobo] FW: AP AllTrans Funding and Warrant Files

[LeFlore, Bobby]

-----Original Message-----
From: owner-core-general at youroklahoma.com
[mailto:owner-core-general at youroklahoma.com]On Behalf Of
Julie.Dvorak at osf.state.ok.us
Sent: Thursday, May 20, 2004 2:42 PM
To: CORE-General at youroklahoma.com
Subject: AP AllTrans Funding and Warrant Files






COMMUNICATIONS LIAISONS --
This message is for agencies which download the funding and/or warrant
alltrans files.  This email may lose its formatting after it's transmitted
to you through the listserv.  It is also posted on the CORE website at:
http://www.youroklahoma.com/coreoklahoma/news_memos.html


We have revised the layouts for the alltrans files.  At the end of each
month we have experienced problems getting data updated in the alltrans
files due to timing differences between when a voucher was budget checked
and when the warrant was issued.  We have resolved this issue with the
revised layouts.   The major change includes the addition of a transaction
type and a transaction/effective date field to each of the layouts.  This
will allow agencies to further distinguish between different types of
entries.  The changes to each layout are listed below.  They are also
documented in the revised file layouts available on the Technical page from
the CORE website.

The alltrans files will be available in the new layout beginning June 1,
2004.  We will discontinue producing the old layouts on July 1, 2004.
During the month of June, the new files will be produced with a 'FY2004'
qualifier on the end of the name.  For example:
CORE.AP.ALLTRANS.FUNDING.FY2004.  We will also recreate the monthly files
(Nov - May) in the revised layout with the same naming convention.

If you have any questions, please contact Lisa McKeithan at (405) 521-3772
or lisa.mckeithan at osf.state.ok.us


Warrant Alltrans file

1.    Added new fields to end of record:
      a.    Vendor setid
      b.    Transaction type
      c.    Payment method

2.    Changed definition of field # 8 from "Payment Date" to "Effective
Date".

3.    Expanded record length to 300.  Added filler to end of record for
future use.

Overall:

Previously this file only contained 'issue' information.  This file is
expanding to include cancellations and statutory cancellations.  The
additional information regarding the status of a warrant will utilize the
"transaction type" and "effective date" fields.  The file will contain one
record when the warrant is issued (transaction type = 'P') and then another
record if the status changes.  Warrant redemption information will not be
provided in this file.

Valid transaction types/effective dates are:

Transaction Type                    Effective Date
P = payment issued                  issue date
C = do not reissue/close liability  cancel date
H = reopen/put on hold              cancel date
R = reopen/reissue                  cancel date
W = escheated (stat cancelled)      statutory cancellation date

Funding Alltrans file

This file will provide the funding for the vouchers entered into the
accounts payable system.  This interface now creates two separate output
files in the same format:
(1)   Funding alltrans:  Contains all vouchers that have been budget
checked and is based on the voucher budget checking date.
(2)   Wire alltrans:  Contains information pertaining to vouchers that have
been paid by a wire transfer and is based on the payment date.  The
information contained in the wire alltrans file shows where the voucher was
paid 'from' as well as where the payment was deposited 'to'.  The
information in the wire alltrans file is duplicated in the separate funding
alltrans file (paid 'from' information) and warrant alltrans file (paid
'to' information).


Funding alltrans layout revisions effective 07/01/2004:

1.    Added:
a.    Wire Payment Flag (column 205)

2.    Changed
a.    Bank Account Key - moved to column 235
b.    Voucher Close Status to Transaction Type
c.    Voucher Close Date to Transaction Date

3.    Expanded record length to 300.  Added filler to end of record for
future use.

The revised layout will contain a record when the voucher is created and
budget checked and then a separate record if the voucher is closed (with a
negative amount).  If the voucher is created and closed in the same month,
the voucher would be listed twice in the monthly file.