5-Appendix C Record layout.pdf
PDF 664 KB Posted
- Solicitation number
- 2000004256
- Issued by
- Fairfax County, Virginia
About this file
This is a Record Layout Appendix document for the Fairfax County, Virginia Procurement Card (P-Card) and Payable Solutions contract opportunity. The document provides technical specifications and data structure requirements for electronic data submissions and system integration between the county and selected vendors. The record layout defines required data fields, formats, field lengths, data types, and validation rules that vendors must comply with when transmitting transaction records, account information, and payment data to Fairfax County. This appendix serves as a technical reference guide to ensure standardized data exchange and system compatibility between the county's financial systems and the vendor's P-Card and payable solutions platforms. The document outlines the specific field naming conventions, field ordering sequences, and data element definitions necessary for the county to properly receive, process, and reconcile payment card transactions and associated payables across multiple county departments and potentially other participating public agencies.
The record layout appendix establishes the technical infrastructure requirements that prospective vendors must meet to participate in this contract opportunity. Vendors submitting proposals must demonstrate capability to export transaction data and payment information in the exact format and structure specified in this appendix, ensuring seamless integration with Fairfax County's existing financial and accounting systems. Compliance with these technical specifications is a mandatory requirement for contract award and ongoing performance, as any deviations could result in data processing failures and payment reconciliation issues across the county's procurement operations.
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Appendix C – Credit Card EDI File Layout
RFP2000004256
Attachment C – Credit Card EDI File Layout The electronic data interchange (EDI) file layout applies to all the interfaces/mappers. This attachment includes the following sections:
• General Use P-Card interface/mapper & Marketplace P-Card interface/mapper o Marketplace contains Level III detail
• Virtual Card interface/mapper o An outbound interface detailing payment due to the vendors that are participating in the Virtual Card Program o Inbound interface to the County for the following:
▪ Acknowledgment/Response file
▪ Reconciliation file
▪ Mapper file
General Use P-Card & Marketplace P-Card interfaces/mappers
Description: Bank file is presented to Fairfax with Record type 30 and 34, EDI layout.
Record Type 30 is Credit Card Transaction used for both General Use and Market Place cards.
Record Type 34 is Detail of the Credit Card Transaction used for the Market Place cards only.
Each record type contains specific data elements which are mandatory to Fairfax interface and reconciliation process. The below file contains an example of Fairfax’s tab delimited file.
Example: Input of record type 30 ( Note “#” represents tab delimited)
30#1890421054001#5888884444244474#No#09/24/2015#09/25/2015#30.60#USD#0.00#30.60#USD#3001#NU#MC-I SALES DRAFT#Purchase#
073807#09/24/2015#3#0.00#Reference1338001#55432865267000742680511#0#0#29.74#1#0#5888884444244475#5888884444244475#New#
#######0#default#1#30.60#30.60#0.00#0#245367106001#ABC*ABC VENDOR# ##ABC*ABC VENDOR####3286# 168664000740654###888-388-
3224#WI#USA#549420000#########0#5969#Direct Marketing-Not Elsewhere Classified#DIRECT MARKETING-OTHER DIRECT MARKETERS-NOT
ELSEW.#Purchase#Other#0#1#SAP Focus#515014#SSE2520101##################################################################
#######################################390971239
Details of above example:
(Note: Optional fields not used by Fairfax County are reserved for future use)
Tab
Data element value from sample Required or
Optional
1 30 Required
2 1890421054001 Required
3 5888884444244474 Required
4 No Optional
5 9/24/2015 Required
6 9/25/2015 Required
7 30.6 Required
8 USD Optional
9 0.00 Optional
10 30.60 Optional
11 USD Optional
12 3001 Optional
13 NU Optional
14 MC-I SALES DRAFT Optional
15 Purchase Optional
16 073807 Optional
17 9/24/2015 Optional
18 3 Optional
19 0.00 Optional
20 Reference1338001 Optional for
General
Use/Required for Market
Place
21 55432865267000700000000 Optional
22 0 Optional
23 0 Optional
24 29.74 Optional
25 1 Optional
26 0 Optional
27 5888884444244470 Optional
28 5888884444244470 Optional
29 New Optional
.. Optional
37 0 Optional
38 default Optional
39 1 Optional
40 30.60 Optional
41 30.60 Optional
42 0.00 Optional
43 0 Optional
44 245367106001 Optional
45 ABC*ABC VENDOR Required
.. Optional
48 ABC*ABC VENDOR Optional
.. Optional
51 3286 Optional
52 168664000740654 Optional
.. Optional
55 888-388-3224 Optional
56 WI Optional
57 USA Optional
58 549420000 Optional
.. Optional
67 0 Optional
68 5969 Optional
Direct Marketing-Not Elsewhere
Classified Optional
DIRECT MARKETING-OTHER DIRECT
MARKETERS-NOT ELSEW.
Optional
71 Purchase Optional
72 Other Optional
73 0 Optional
74 1 Optional
75 SAP Focus Optional
76 515014 Required
77 SSE2520101 Required
78 2G40-041-000 Optional
79 WW-000017-007 Optional
.. Optional
81 100-999997 Optional
82 1380021-2015 Optional
83 1000 Optional
.. Optional
182 390971239 Optional
Example: Input of record type 34 ( Note “#” represents tab delimited)
34#1732676238001#8500194003####0.00#0.00#0#0#0.00#0.00#0.00##0##0.00#0#0.00#0.00#0.00#0.00##0.00#0#####0#SO-
000525577#08/31/2015 01:27:49 AM##22003## COS065476# PAD,REPLACEMENT P60,RD#0.00#01#0.00#0.00#12.30##0.00#0###EA
Details of above example:
(Note: Optional fields not used by Fairfax County are reserved for future use)
Tab # Data element description Required or Optional
1 34 Required
2 1732676238001 Required
3 8500194003 Required
7 0.00 Optional
8 0.00 Optional
9 0 Optional
10 0 Optional
11 0.00 Optional
12 0.00 Optional
13 0.00 Optional
.. Optional
15 0 Optional
.. Optional
17 0.00 Optional
18 0 Optional
19 0.00 Optional
20 0.00 Optional
21 0.00 Optional
22 0.00 Optional
.. Optional
24 0.00 Optional
25 0 Optional
.. Optional
30 0 Optional
31 SO-000525577 Optional
32 8/31/2015 1:27:49 AM Optional
33 .. Optional
34 22003 Optional
.. Optional
36 COS065476 Required
37 PAD,REPLACEMENT P60,RD Required
38 0.00 Optional
39 01 Required
40 0.00 Optional
41 0.00 Optional
42 0 Optional
43 12.30 Required
.. Optional
45 0.00 Optional
46 0 Optional
.. Optional
48 0.00 Optional
49 0 Optional
52 EA Required
Virtual Card:
Outbound from Fairfax
Format of the outbound interface:
Header Record (1000 record)
Sl. No Field Name Req?
Max Field Length Type
Header Record Identifier REQ 4 Alphanumeric
2 File Version Number REQ 3 Alphanumeric
3 Organization ID REQ 7 Alphanumeric
4 File Creation Date REQ 14 Date/Time
5 Response File Date BLK 14 Date/Time
Payable Record (2100 record)
Sl. No Field Name Req?
Max Field Length Type
SUA Payable Record Identifier
REQ 4 Alphanumeric
Record Version Number REQ 3 Alphanumeric
Unique Payable Identifier
REQ 36 Alphanumeric
4 Payment Group REQ 25 Alphanumeric
5 Total Payable Amount REQ 9,2 Decimal
Settlement Currency Code
REQ 3 Alphanumeric
7 Payable Begin Date OPT 8 Date
8 Payable End Date REQ 8 Date
Merchant Category Code Group
REQ 25 Alphanumeric
Exact-Auth/Single Transaction Indicator
REQ 3 Alphanumeric
Vendor Identifier 1 (Vendor ID) OPT 50 Alphanumeric
Vendor Identifier 2 (Set
ID)
OPT 50 Alphanumeric
13 Payee Name OPT 100 Alphanumeric
14 Payee Email Address 1 OPT 50 Alphanumeric
Transaction Custom Field Names OPT 20 Alphanumeric
Transaction Custom Field Values
OPT 99 Alphanumeric
Payable Custom Field Names
OPT 20 Alphanumeric
Payable Custom Field Values
OPT 99 Alphanumeric
Remittance Record (3000 record)
Remittance Record Identifier
REQ 4 Alphanumeric
Record Version Number
REQ 3 Alphanumeric
Unique Payable Identifier
REQ 36 Alphanumeric
Remittance Line Number
REQ 4 Numeric
5 Invoice Number OPT 50 Alphanumeric
6 Invoice Date OPT 8 Date
7 PO Number OPT 50 Alphanumeric
8 Invoice Total Amount OPT 9,2 Decimal
9 Discount Amount OPT 9,2 Decimal
10 Total Amount Paid OPT 9,2 Decimal
11 Remittance Comments OPT 4000 Alphanumeric
Footer Record (5000 record)
Footer Record Identifier
REQ 4 Alphanumeric
Count Submitted Payable Requests
REQ 6 Decimal
Count Successfully Processed
BLK 6 Integer
4 Count Failed BLK 6 Integer
Inbound to Fairfax The following inbound files are received by the County:
1. Acknowledgement/Response file
2. Reconciliation file
3. Mapper file
Acknowledgement/Response file:
A response/acknowledgement file will be generated for each processed payable instruction file. The response file will provide information about the status of processed payable requests, and either processing and account information for successfully processed requests, or error information for failed requests.
The response file’s record-relationships/structure is as follows:
• One header record per file
• 0 or more confirmation records per file
• One footer record per file
The values in the “Req?” column indicate the following:
• REQ = Required
• OPT = Optional
• BLK = Blank
Header Record (1000 record)
Field Name
Req?
Max Field Length
Type
Header Record Identifier
REQ
Alphanumeric
2 File Version Number REQ 3 Alphanumeric
Organization ID
File Creation Date
Date/Time
Response File Date
Confirmation Record (4000 record)
Req?
SUA Confirmation Record Identifier
Record Version Number
Unique Payable Identifier
Success/Failure Indicator
Vendor Processing ID
Error Code and Error Description
OPT
ASCII
characters
7 Future Use BLK 0 Alphanumeric
Entry Date-Time
Total Payable Amount
9,2
Decimal
Settlement Currency Code
SUA Virtual Account Number
12 Card Security Code OPT 3 Numeric
Card Security Code
Numeric
Account Expiration date
Date
14 Future Use 1 BLK 0 Alphanumeric
15 Future Use 2 BLK 0 Alphanumeric
Footer Record (5000 record)
Req.?
Footer Record Identifier
Count Submitted Payable Requests
Integer
Count Successfully Processed
Count Failed
Reconciliation file:
Once payments are processed by merchants, executed transactions are reported in the Reconciliation file.
Field Name Length Format Definition
Transaction Amount decimal (two positions)
Dollar amount of transaction as settled by merchant and reported back from the transaction.
Post Date 22 datetime
(MMDDYYYY)
Date that the virtual card transaction was posted
Total Order Amount decimal (two positions)
Total dollar amount as calculated in the Payment;
Merchant Name
100 Varchar Name of the merchant selling goods or providing the service, as provided in the order file. [Source = Payment File]
Vendor ID 10 Numeric Number maintained in FOCUS [Source = Payment File]
ALT PAYEE 10 Numeric
CHECK NO 10 Numeric
PAYT DOC 10 Numeric
Mapper file:
The Virtual Card program comprises of a process of transferring details of payments due to Vendors that have signed up with current contractors for this program. Once the Vendor picks up the payment, current contractor needs to be reimbursed for those payments. The P Card
Administrator will download the mapper file from current contractor’s web-based reporting tool. This will be based on the selected billing period.
Field Name Length Format Definition
Transaction Amount decimal (two positions)
Dollar amount of transaction as settled by merchant and reported back from the transaction.
Post Date 22 datetime
(MMDDYYYY)
Date that the virtual card transaction was posted
Total Order Amount decimal (two positions)
Total dollar amount as calculated in the Payment;
Vendor ID 10 Numeric Number maintained in FOCUS [Source = Payment File]
Merchant Name
100 Varchar Name of the merchant selling goods or providing the service, as provided in the order file. [Source = Payment File]
ALT PAYEE 10 Numeric
CHECK NO 10 Numeric
PAYT DOC 10 Numeric
File details come from the government source that posted it. Updated .