SUB Excel Loader File - Field Descriptions

Overview

The following tables describe each column/field on the SUB Excel Loader file (Voucher Record) and the Control Record (after running the sub-batch macro). You may use this information to help you accurately complete the data file to upload Service Unit Billing voucher transactions into the system.

Voucher Record Field Descriptions

Field Names in bold text are required for the SUB voucher.

Column Field Name PeopleSoft Element Name St Pos Field Length Type Format How to Use
A Card Type CARD TYPE 0 1 Char Numbers Only 1 is the only valid value for "detail" records.
B Short Code Not stored in PeopleSoft 1 6 Char Numbers Only

A code that represents a unique combination (blank and non-blank) of Chartfields and that includes Fund and Department and may include Class, Program, and Project/Grant.
You may submit a Shortcode in place of a Chartfield combination. The Account field is required when using a Shortcode.

If Shortcode and Chartfield values (Fund, DeptID, Program, etc.) are included on a line, the Shortcode is ignored.
C Account ACCOUNT 7 6 Char Numbers Only A code used to record and summarize financial transactions such as assets, liabilities, fund balances, revenues, expenses, statistics or budget accounts.
D Fund Code FUND CODE 13 5 Char Numbers Only A code that identifies each academic or administrative unit that has programmatic, operational and fiscal (including budgetary) responsibility.
E Dept ID DEPTID 18 6 Char Numbers Only A code identifying a group of related activities, cost centers, revenue centers, responsibility centers and academic programs. These activities may occur within a single department or across multiple departments. Required if Fund Code is 10000-55999, 80000, or 90000 and Account is in the 500000- 799999 range.
F Program Code PROGRAM_CODE 24 5 Char Uppercase A code identifying a group of related activities, cost centers, revenue centers, responsibility centers and academic programs. These activities may occur within a single department or across multiple departments. Required if Fund Code is 10000-55999, 80000, or 90000 and Account is in the 500000- 799999 range.
G Class CLASS_FLD 29 5 Char Uppercase A code used to group related activities directed towards the accomplishment of a set of common identifiable objectives or purposes.
H Project/Grant PROJECT_ID 34 15 Char Uppercase A code used to accumulate financial information on a set of activities over a limited time span. Used for contracts and grants, construction projects and unit-defined projects. Required if Fund Code is 20000 or 25000 and Account is in the 400000-799999 range.
I Supplier ID VENDOR_ID 49 10 Char Numbers Only A system assigned number used to uniquely identify a Service Unit Supplier.
J Invoice Date INVOICE_DT 59 10 Date YYYY/MM/DD The date on the Service Unit Supplier invoice.
K Invoice ID INVOICE_ID 69 30 Char Uppercase

The number identifying a specific invoice given by the Service Unit Supplier.

An Invoice ID or Dept Reference Number is required. Enter both if available.
L Requester Uniqname M_UNIQNAME 99 8 Char Mixed Case

Uniqname of the customer placing the order (the requester).
Validated against the M_PERSONAL_DATA table.

This field is not required but is highly recommended. It enhances traceability of SUB charges.
M Location Code SHIPTO_ID 107 10 Char Uppercase

A code representing the specific university location address where goods or services are delivered.

Validated against the LOCATION table.
N Deliver To M_PR_DELIVER_TO 117 30 Char Mixed Case A textual description of the delivery address for the ordered goods or services.
O Supplier Order Num M_PR_VNDR_ORDR_NB 147 20 Char Uppercase A unique order number assigned by the Service Unit Supplier.
P Dept Reference Number M_PR_USEREF 167 30 Char Uppercase

A free-form description used by departments to track transactions.

An Invoice ID or Dept Reference Number is required. Enter both if available.
Q Trip/Event Number M_PR_TRIP_NBR 197 6 Integer Numbers Only Not used at U-M.
R Item Description DESCR 221 30 Char Mixed Case A textual description of the commodity/service listed on a specific voucher line.
S Supplier Item ID ITM_ID_VNDR 251 20 Char Uppercase A unique number assigned by the Supplier to the item or part sold.
T Manufacturer Name M_PR_MANUFACTURER 271 30 Char Mixed Case Manufacturer name of item or part sold.
U Model Num MODEL 301 30 Char Mixed Case A unique model number assigned by the Supplier or Manufacturer to the item or part sold.
V Serial Num M_PR_SERIAL_ID 331 25 Char Uppercase A unique serial number assigned by the Supplier or Manufacturer to the item or part sold.
W UM Tag Num TAG_NUMBER 356 12 Char Uppercase A University assigned code affixed to an asset, uniquely identifying the asset as university property.
X Quantity Vouchered QTY_VOUCHERED 368 16 Signed Num ######.####

A number representing the quantity of a specific commodity which is listed on a line item of voucher.

The calculation (Quantity Vouchered x Unit Price) = Merchandise Amount must be true.
Y Unit of Measure UNIT_OF_MEASURE 384 3 Char Uppercase A code representing the unit of measurement to dispense a specific commodity. A blank field indicates a default value of each "EA." Use only if the unit of measure is different from the default value.
Z Unit Price UNIT_PRICE 387 17 Signed Num ######.#####

The dollar amount charged by a supplier for a specific line item unit of measurement.

The calculation (Quantity Vouchered x Unit Price) = Merchandise Amount must be true.
AA Merchandise Amount MERCHANDISE_AMT 404 17 Signed Num ######.##

The voucher line item or purchase order line item dollar amount.

Merchandise Amount must equal (Quantity Vouchered x Unit Price).
AB Voucher Comment VOUCHER_COMMENT 421 30 Char Mixed Case A line of text containing comments related to service unit billing for a voucher line.

Control Record Field Descriptions

All fields are required on the Control Record. When you run the sub_batch macro, these fields are automatically entered on the SUB Excel Loader file.

Column Field Name PeopleSoft Element Name St Pos Field Length Type Format How to Use
A CARD TYPE N/A 0 1 Char Numbers Only 2 is the only valid value on the Control Record.
B TOTAL VOUCHER N/A 1 7 Integer Numbers Only

Values on this line include total number of transaction lines in this file.
AA TOTAL AMOUNT N/A 8 16 Signed Num ######.## Values on this line include total merchandise amount in this file.

Related Links

The SUB Excel Loader Template for the data file is located on the ITS website.

See Upload an SUB File Using the File Attach Process for instructions to upload the completed SUB Excel Loader data file.