Interface Specifications Template - Excel by osm21050

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									                                                                 NMS_0201 Asset Conversion Spreadsheet Template


NMS_0201AM_00 Asset Conversion Spreadsheet Template File Layout Specifications for Agencies


PeopleSoft Record Specifications                                                                            REQUIRED FROM AGENCY
                                       Data Element Name                   Format Type
                                                                                                                       Comments
Template Field Name           Length
Interface ID                    8      INTFC_ID                            NUMBER               Leave the Interface ID column field blank, the SHARE
                                                                                                team will assign the Interface ID.


Interface Line Number              8   INTFC_LINE_NUM                      NUMBER               Leave the Interface Line Number column field blank, the
                                                                                                SHARE team will assign the Interface Line Number.


Business Unit                      5   BUSINESS_UNIT                       CHARACTER            Required Field
                                                                                                Business Unit column = Agency code, plus two trailing
                                                                                                zeros. For example, 34100, 80500, 30500.


Asset Identification            12     ASSET_ID                            CHARACTER            Required Field
                                                                                                Asset Identification column – maximum length is 12
                                                                                                characters including spaces and punctuation.
                                                                                                Characters can be alphanumeric. Each row on the
                                                                                                spreadsheet must have this field completed and no
                                                                                                two rows can have the same asset id.


Oper Unit                          8   OPERATING_UNIT                      CHARACTER            Optional Field
                                                                                                This Chartfield can be used to indicate a location, such
                                                                                                as a field office, city, county or school district. This
                                                                                                Chartfield will be agency specific and each agency will
                                                                                                identify the values they need to use.

Rpt Cat                            6   PRODUCT                             CHARACTER            Optional Field
                                                                                                This Chartfield will be agency specific and each agency
                                                                                                will identify the values they need to use.


Fund                               5   FUND_CODE                           CHARACTER            Required Field
                                                                                                The Fund Chartfield has several important attributes
                                                                                                that drive creation of the statewide CAFR and agency
                                                                                                financial statements. First, a digit was added at the end
                                                                                                of the CAS fund number to accommodate more funds in
                                                                                                the future. Second, each fund has an associated fund
                                                                                                type (e.g., special revenue fund, internal service fund,
                                                                                                etc.). Additionally, each fund will end with a digit to track
                                                                                                its expenditures in relation to the expenditure’s
                                                                                                appropriation source or sources.
                                                                                                Example: CAS Fund 061 DOH General Operating Fund
                                                                                                (multiple funding sources)
                                                                                                New Fund Values:
                                                                                                06100 DOH General Operating Fund
                                                                                                06101 DOH General Operating Fund – State General
                                                                                                Funds
                                                                                                06102 DOH General Operating Fund – Federal Funds
                                                                                                06103 DOH General Operating Fund – Internal Service
                                                                                                Funds
                                                                                                06104 DOH General Operating Fund – Inter Agency
                                                                                                Transfers
                                                                                                06105 DOH General Operating Fund – Other State
                                                                                                Funds




Project                         15     PROJECT_ID                          CHARACTER            Optional Field
                                                                                                This Chartfield captures information at the grant or
                                                                                                project level. This Chartfield will be agency specific
                                                                                                and each agency will identify grants or projects they
                                                                                                need to track.

Department                      10     DEPTID                              CHARACTER            Optional Field, but recommended
                                                                                                This Chartfield tracks information according to the
                                                                                                divisional/cost center breakdown of your organization.
                                                                                                Departments will rollup to the P Codes used with the
                                                                                                Appropriation budgets. This Chartfield is the budget
                                                                                                center used in the budget preparation module


Asset Category                     5   CATEGORY                            CHARACTER            Required Field
                                                                                                Asset Category = Central Accounting System
                                                                                                object codes pertaining to assets.
                                                                                                Valid values:
                                                                                                4411 = OFFICE
                                                                                                4421 = MEDICAL LAB PERSONAL
                                                                                                4431 = DRUGS
                                                                                                4441 = FIELD
                                                                                                4451 = FOOD
                                                                                                4461 = KITCHEN
                                                                                                4471 = CLOTHING, UNIFORMS, LINEN
                                                                                                4481 = EDUCATION & RECREATION
                                                                                                4491 = INVENTORY EXEMPT
                                                                                                4811 = LAND
                                                                                                4821 = FURNITURE & FIXTURES
                                                                                                4831 = INFORMATION TECH EQUIPMENT
                                                                                                4841 = OTHER EQUIPMENT
                                                                                                4861 = ANIMALS
                                                                                                4871 = LIBRARY & MUSEUM ACQUISITIONS
                                                                                                4881 = AUTOMOTIVE & AIRCRAFT
                                                                                                4891 = BUILDING STRUCTURES
                                                                                                CWIP = CONSTRUCTION WORK IN PROGRESS
                                                                                                INFRA = INFRASTRUCTURE


In Service Date                 10     IN_SERVICE_DT                       DATE                 Required Field
                                                                                                Date placed in service
                                                                                                Format (mm/dd/yyyy).
                                                                                                Example: 05/23/2006




       e862d32c-c548-4100-b5a2-067e2fb13a26.xls                                    05/22/2006                                                                   Page 1 of 2
                                                             NMS_0201 Asset Conversion Spreadsheet Template


                                        Data Element Name              Format Type
                                                                                                                  Comments
Template Field Name            Length
Depreciation Status              1      DEPR_STATUS                    CHARACTER            Required Field
                                                                                            Valid values:
                                                                                            D = Depreciable
                                                                                            N = Non Depreciable
Useful Life                       4     LIFE                           NUMBER               Required Field
                                                                                            Complete Useful Life field in number of months (i.e.
                                                                                            5 years = 60)

Total Cost                       23.3   COST                           SIGNED_NUMBER Required Field
                                                                                            Total cost of asset in format 123456.78

ACCUM Depr Amt                   23.3   DEPR                           SIGNED_NUMBER Required Field if asset is depreciable
                                                                                            Accumulated Depreciation as of 6/30/06


User Defined Char Field1         10     AM_BK_UD_CHAR1                 CHARACTER            Optional Field
                                                                                            Voucher/payment number for asset. This field cannot
                                                                                            be longer than 8 characters. Characters include spaces
                                                                                            and punctuation.
Transaction Cost                 23.3   TXN_COST                       SIGNED_NUMBER Required Field
                                                                                            Total cost of asset in format 123456.78
Tag Number                       12     TAG_NUMBER                     CHARACTER            Optional Field
                                                                                            Maximum length is 12 characters including spaces and
                                                                                            punctuation. Characters can be alphanumeric. Enter
                                                                                            the asset tag number if one has been assigned. If the
                                                                                            asset has not been assigned a tag number leave the
                                                                                            field blank. Also, the same tag number cannot be used
                                                                                            for more than one asset.



Description                      30     DESCR                          CHARACTER            Required Field
                                                                                            Describes the asset. The description cannot be
                                                                                            longer than 30 characters. Characters include spaces
                                                                                            and punctuation.



Short Description                10     DESCRSHORT                     CHARACTER            Required Field
                                                                                            Short Description field – the maximum length is 10
                                                                                            characters including spaces and punctuation.

Capitalized Asset                 1     FINANCIAL_ASSET_SW             CHARACTER            Required Field
                                                                                            Valid values:
                                                                                            Y = Yes
                                                                                            N = No
                                                                                            PeopleSoft will not recognize a capitalization process
                                                                                            other than Y or N .
Acquisition Date                 10     ACQUISITION_DT                 DATE                 Required Field
                                                                                            Date asset acquired
                                                                                            Format is mm/dd/yyyy
                                                                                            Example: 01/23/2006
Manufacturer Name                30     MANUFACTURER                   CHARACTER            Optional Field
                                                                                            Manufacturer Name – the maximum length is 30
                                                                                            characters including spaces and punctuation.
Model                            30     MODEL                          CHARACTER            Optional Field
                                                                                            Model - the model number and/or name of the asset.
                                                                                            The name and model number cannot be longer than 30
                                                                                            characters. Characters include spaces and punctuation


Product Version                  10     PROD_VERSION                   CHARACTER            Optional Field
                                                                                            Product Version – the maximum length is 10 characters
                                                                                            including spaces and punctuation
Serial ID                        20     SERIAL_ID                      CHARACTER            Optional Field
                                                                                            Maximum length is 20 characters including spaces and
                                                                                            punctuation. Characters can be alphanumeric. Enter
                                                                                            the Serial Id if one has been assigned. If the asset has
                                                                                            not been assigned a Serial ID leave the field blank


DESCR field for                  30     ACQUISITION_DESCR              CHARACTER            Required Field
ACQ_DETAIL                                                                                  Describes the asset. The description cannot be
                                                                                            longer than 30 characters. Characters include spaces
                                                                                            and punctuation.
Capitalized                       1     CAPITALIZATION_SW              CHARACTER            Required Field
                                                                                            Valid values:
                                                                                            0 = To be Capitalized Later
                                                                                            1 = To be Capitalized
                                                                                            2 = Already Capitalized
                                                                                            3 = Never Capitalized
                                                                                            4 = Already Non Capitalized
                                                                                            5 = Consolidated
                                                                                            Note: Normally enter 2 if asset is capitalized or 4 if
                                                                                            asset is non-capitalized




Transaction Amount               23.3   TXN_AMOUNT                     SIGNED_NUMBER Required Field
                                                                                            Total cost of asset in format 123456.78
Custodian                        30     CUSTODIAN                      CHARACTER            Optional Field , but recommended
                                                                                            This column must be in this format: last name,first name
                                                                                            - no spaces, for example: Hendrix,Jimi Joplin,Janis
                                                                                            Springsteen,Bruce. The maximum length is 30
                                                                                            characters including punctuation

Asset Custodian Deptid           10     CUSTODIAN_DEPTID               CHARACTER            Optional Field
                                                                                            Organization code of asset custodian
Location Code                    10     LOCATION                       CHARACTER            Optional Field, but recommended
                                                                                            Code used to identify where asset is physically located
                                                                                            Maximum length is 10 characters including spaces and
                                                                                            punctuation




        e862d32c-c548-4100-b5a2-067e2fb13a26.xls                               05/22/2006                                                              Page 2 of 2

								
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