The INTERFACE FORMAT ADDITIONS module allows you to define the positions and sizes or order of the fields in the file to be interfaced into BPS.
CREATING A FIXED LENGTH FORMAT INTERFACE PROFILE:
NOTE: It is not necessary that the format of a fixed length file be the same as this screen.
If a field on this screen is not included in your edit file, that field must be referenced with a start position of 000 and a length of 000.
This format type would be setup for a fixed length file. The start and end positions indicate where the field is located in the file. The length indicates the number of characters contained in the field.
EXAMPLE OF A FIXED LENGTH FILE FORMAT:
01 = FORMAT NAME
Enter a description to identify various file formats. This description will display on the interface update and profile maintenance screens.
02 = FIXED/DELIMITED FORMAT [D/F]
Enter 'F' for a fixed file format. A fixed file format is where the information can be extracted by specifying a start and end position.
03 = RECORD LENGTH
Enter the physical length of the record in the interface file. This length is used by the program to open the file and MUST be the exact record length.
05 = GL ACCOUNT CODE (MAX = 20)
Enter the position on the file containing your GL account number. This mandatory field has a maximum size of 20 characters.
06 = TRANSACTION TYPE (MAX = 1)
Enter the 1 character code for the type of transaction. This field is optional. If a type is invalid or not in the file the run time default will be used.
Valid transaction types are N, D, I, B or *, where:
I = Increased Budget entry (Budget option 1)
N = New Budget entry (Budget option 2)
D = Deleted Budget entry (Budget option 3)
B = Base Entry
The terms New, Increased, and Deleted do not necessarily refer to the transactions of the files themselves. They simply present 3 possible different budget fields which may be calculated at the same time. The Interface will affect each budget possibility based on the type entered. If an entry is NOT N, D, I or B, the system will not affect any budget accounts with these transactions. They will appear as 'comment' fields only and are indicated by a transaction type of '*'.
07 = UNIT QTY (MAX = 10)
Enter the position on the file containing your 'units' designation. This is an optional field with a maximum size of 10 characters.
08 = UNIT PRICE (MAX = 10)
Enter the position on the file containing your unit price field. This field is optional with a maximum size of 10 characters.
09 = AMOUNT (MAX = 12)
Enter the record position containing your dollar amount field.
The system will not calculate quantity by amount. All information is interfaced exactly as formatted. The numeric information MUST be unformatted (no commas or dollar signs), with decimal point only and leading minus sign. This mandatory field (for transaction types I, N, D & B) has a maximum size of 12 characters. NOTE: 'D' type transactions must be coded as negatives (-).
10 = REFERENCE DATA (MAX = 1050)
Enter the record position at which your reference information appears. This field is optional with a maximum length of 1050 characters.
CREATING A DELIMITED FORMAT INTERFACE PROFILE:
01 = FORMAT NAME
Enter a description to identify various file formats. This description displays on the Interface Update and Profile Maintenance screens.
02 = FIXED/DELIMITED FORMAT [D/F]
Enter 'D' for a delimited format and indicate the delimiter (tab or comma).
03 = COMMA/TAB DELIMITED
Enter 'C' if the fields in the file are separated by commas. Enter 'T' if the fields in the file are separated by tabs.
05-10 = FIELD ORDER
Enter the order that the fields appear in your interface file. If you are not interfacing a field set the field order to 0 on that field. In the example displayed on this screen the fields would be in the order of transaction year, GL account, transaction type, amount and reference data. The quantity and unit fields are NOT being interfaced.
NOTE: See the descriptions in the fixed format above for a description of the values allowed in each of these fields.