Comptroller's Office
 Policies and Procedures Manual

Effective: 01/01/2000
Revised: 02/21/2012 

CMP 102-03: Interface Document Identifiers


Purpose

To list the various document codes interfaced from Advantage subsidiary systems


Source

Comptroller's Office


Discussion

University departments and units utilize several different subsidiary financial systems that upload into the Advantage Financial System. This information below will hopefully assist the users of Advantage reports in identification of the various transactions in reading those reports.


 Document Identifiers  

Systems That Upload Directly To Advantage:

The following subsidiary systems interface to Advantage on a periodic or daily basis.  Most interfaces are run into Advantage as part of the nightly batch process, however, some transactions are entered manually.  Each interface uses at least one and in some cases more than one document code to record transactions from the subsidiary system.  

Subsidiary System Document Identifier

Library:

GAX documents are uploaded from the subsidiary system called Innovative. In the Document Id the first number is the fiscal year, followed by ‘LIBI’ and then a sequential number provided by the Library. The Department code is ‘LIB’. Example on the Document Catalog is GAX LIB 7LIBI000730. 

Bookstore:

Bookstore GAX documents are uploaded from the Missouri Book System. The Department code is ‘BKS’.
The Document ID has the first six digits for the Year, Month, Day. The remaining digits of the GAX are a sequential number provide by the Bookstore. An example on the Document Catalog is GAX BKS 060725000321. 

Purchasing Card:

JVA documents are uploaded from the Purchasing Card System. The Department Code is ‘PCD’. The Document ID has the first six digits for the Year, Month, Day followed by ‘I’. The remaining digits are sequential starting at 1. An example on the Document Catalog is JVA PCD 06072500001. 

Mountain Campus Express:

Manual JV document are prepared directly in the Advantage System. The Department Code is ‘DHC’. The Document Id has the first digit for the fiscal year, followed by ‘J1MCE’. The next four digits are the month and day followed by a 1 digit version number. An example on the Document Catalog is JV DHC 7J1MCE07141.

Payroll:

JVA document are uploaded from the Peoplesoft Payroll System. The Department Code is ‘INF’. The Document ID on encumbrance transactions start with the last two digits of the fiscal year, and then ‘PE’, then 4 digits representing the month day, then version ‘A’, then a sequential five digit number starting with 1. The Document ID on expense transactions start with the last two digits of the fiscal year, and then ‘PR’, then 4 digits representing the month day, then version ‘A’, then a sequential five digit number starting with 1. An example on the Document Catalog of a encumbrance transaction is JV INF 06PE0719A00001. An example on the Document Catalog of an expense transaction is JV INF 06PR0722A00001.

Capital Assets and Services:

IET documents for work orders (Expense to Expense Transfer) from the TMA System. The Department Code is ‘PHR’. The Document ID has the first six digits for the Year, Month, Day followed by ‘I’. The remaining digits are sequential starting at 1. An example on the Document Catalog is IET PHR 060727I00150.

JVA documents for Campus Supply purchases from the TMA System also have a Document Code of ‘PHR’. The Document ID has the first six digits for the Year, Month, Day followed by ‘I’. The remaining digits are sequential starting at 1. An example on the Document Catalog is JVA PHR 06072500150. 

Post Office:

IET documents are used for postal expenses. The Department Code is ‘UNS’. The Document ID has the first six digits for the Year, Month, Day followed by ‘I’. The remaining digits are sequential starting at 1. An example on the Document Catalog is IET UNS 060727I00150.

Telecommunications:

IET documents are used for Telecom expenses. The Department Code is ‘TEL’. The Document ID has the first six digits for the Year, Month, Day followed by ‘I’. The remaining digits are sequential starting at 1. An example on the Document Catalog is IET TEL 060727I00150.

E-Business

CR documents are uploaded from the E-Business System for departments that receive payments through the E-Business process (see E-Bus Web Site). The Department Code for the CR documents is ‘INT’. The Document ID starts with the letter "C", followed by four digits representing the Month (MM) and Day (DD), followed by a six character sequential number (e.g., CR - INT- C0323032470).

 

Peoplesoft Student Financial Document Identifiers:  See CMP 102-04


Cross-Reference

Budget Activity and Expenditure Reports CMP 102-02.


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