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Division Director

Charles Ghini


Information Systems
200 East Gaines Street
Tallahassee, FL 32399-0318
850-413-3184
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FLAIR File Layout Display

File Layout
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Help Desk Home  >   FLAIR File Layouts  >   Auxiliary Batch Add / Update File Layouts  >  File Layout Display

File Layout Display
I.  Security Header Record:
        Position     Format    Description
        
         1-1           A1      Header Record Identifier - Value 'H'
         2-12          A11     Organization
        13-19          A7      User Name
 
II.  Input Record:
        Position     Format    Description
        
         1-9           N9      Orgl2-L5
        10-17          A8      Item
        18-23          N6      Object Code
        24-42          N19     Current Use Fund
        43-44          A2      Agency Unique
        45-49          A5      Grant
        50-57          A8      Filler
        58-59          A2      Original Fund Source
        60-69          A10     Class
        70-70          N1      Acquisition Method
        71-71          N1      Valuation Method
        72-87          A16     Location
        88-122         A35     Description
        123-123        A1      Idle Code
        124-124        N1      Codition Code
        125-140        N16     State Program
        141-145        A5      Other Cost Accumulator
        146-152        A7      Insurance Code
        153-164        N10.2   Federal Participation Amount
        165-176        N10.2   State Participation Amount
        177-197        A21     Maintenance/Warranty Vendor
        198-198        A1      Maintenance/Warranty Indicator
        199-206        A8      Maintenance/Warranty Expiration Date (yyyymmdd)
        207-207        A1      Maintenance/Warranty Code
        208-215        A8      Chained Item Number
        216-231        A16     Manufacturer/Builder
        232-232        N1      Depreciation Type
        233-233        A1      Monthly Depreciation Indicator
        234-234        N1      Life Units Type
        235-239        A5      Filler
        240-251        N10.2   Estimated Salvage
        252-255        N4      Use Allowance
        256-272        A17     Manufacturer's Serial Number
        273-287        A15     Vehicle Title Number
        288-299        N10.2   Lease-Purchase Total Principal
        300-311        N10.2   Lease-Purchase Total Interest
        312-314        N3      Months In Contract
        315-326        N10.2   Lease-Purchase YTD Principal
        327-338        N10.2   Lease-Purchase YTD Interest
        339-350        N10.2   Lease-Purchase Ltd Principal
        351-362        N10.2   Lease-Purchase Ltd Interest
        363-367        N2.3    Markell Percentage
        368-387        A20     Building Name
        388-389        N2      Number Of Floors
        390-397        N8      Square Footage
        398-405        A8      Depreciation Stop Date If Input (yyyymmdd)
        406-417        N10.2   Depreciation Cost
        418-420        N3      Depreciation - Monthly Percentage
        421-428        A8      Depreciation Date (yyyymmdd)
        429-433        N5      Current Usage
        434-441        A8      Estimated Completion Date (yyyymmdd)
        442-447        N6      Category
        448-449        N2      Year
        450-452        A3      Product Id
        453-453        N1      External Fund
        454-456        A3      External GL
        457-459        A3      External Object
        460-461        N2      External Program
        462-469        A8      Receiving Date (yyyymmdd)
        470-489        A20     Property Unique
        490-531        A42     Building Street Address
        532-542        A11     Statewide Document Number
        543-551        A9      Invoice
        552-559        A8      Inventory Date (yyyymmdd)
        560-564        A5      Contract
        565-570        A6      External Category
        571-581        A11     Project Id
        582-583        N2      Grant Year
        584-585        N2      Contract Year
 
III. Edits
     Field Name                     Requirements
     Security Header Record:
     Security Header Indicator       Required  - Value 'H'
     Organization                    Required  - Value 'Security Level Org
                                                 Followed By (**)'
     User Name                       Required
  Note: The security record must have update capability for the fixed assets
        custodial (FC) function and the CID must be titled on the property
        custodian file. Only one header record is allowed per tape and it must
        be the first record.
     If errors occur in security record except: 'Password will expire in x days'
     processing of batch will stop.
  
     Field Name                      Requirements
     Input Record:
     Org L2-L5                       Required - Must be on the FLAIR Title File
                                                and be within Security Org Range
     Item Number                     Required - Must be an active record on the
                                                Property Master File within
                                                Security Org/AU/CID Range
     Object Code                     Optional - Must be on the FLAIR Title File
     Current Use Fund                Optional - Must be correlated to an Owner-
                                                Ship Fund on the Correlation
                                                File and match the ownership FD
                                                on the Property Master Record
     Agency Unique                   Optional - Must be on the FLAIR Title File
     Grant                           Optional - Must be on the Grant Information
                                                File
     Original Fund Source            Optional - Must be on the FLAIR Title File
     Class                           Optional - Edit against the Title File.
                                     If first four bytes = X001, PR1GL must =
                                       271xx and Record Type must = 1
                                     If first byte = B, PR1GL must = 272xx and
                                       Record Type must = 2
                                     If first byte = F, PR1GL must = 276xx and
                                       Record Type must = 3
                                     If first four bytes = X002, PR1GL must =
                                       263xx and Record Type must = 4 and OLO
                                       must = 550000
                                     If first byte = I, PR1GL must = 274xx and
                                       Record Type must = 4
                                     If first four bytes = X004, PR1GL must =
                                       278xx and Record Type must = 5
                                     If first four bytes = X003, PR1GL must =
                                       266xx and Record Type must = 6
                                     If first byte = R, PR1GL must = 267xx and
                                       Record Type must = 6
                                     If first byte = A, PR1GL must = 264xx and
                                       Record Type must = 6
                                     If first byte = L, PR1GL must = 282xx and
                                       Record Type must = 6
                                     If first byte = C, PR1GL must = 284xx and
                                       Record Type must = 6
                                     If first byte = O, PR1GL must = 288xx and
                                       Record Type must = 6
     Acquisition Method              Optional - Must = 1 thru 7
     Valuation Method                Optional - Must = 1 thru 5 or 9
     Location                        Optional - Must be on the FLAIR Title File
     Field Name                      Requirements
     Description                     Optional - No edits
     Idle Code                       Optional - Must = Y or N
     Condition Code                  Optional - Must = 1 thru 4 if Record Type =
                                                1, 2 , 3 or 4.  Not valid if
                                                Record Type is 1 or 5.
     State Program                   Optional - Must be on the FLAIR Title File
     Other Cost Accumulator          Optional - Must be on the FLAIR Title File
     Insurance Code                  Optional - Must be on the FLAIR Title File
     Federal Participation Amount    Optional - Cannot be less than zero
     State Participation Amount      Optional - Cannot be less than zero
     Maintenance/Warranty Vendor     Optional - Must be on the Vendor File
                                                and MWI must = W or M
     Maintenance/Warranty Indicator  Optional - Must = M or W
     Maintenance/Warranty Exp. Date  Optional - Must be a valid yyyymmdd date
                                                and MWI must = W or M
     Maintenance/Warranty Code       Optional - Must = S, A, O, Q, or M
                                                and MWI must = W or M
     Chained Item Number             Optional - CID must = Security CID and must
                                     be an active record on the Prop. Master
     Manufacturer/Builder            Optional - No edits
     Depreciation Type               Optional - If input, must equal 0, 1, 2, 3,
                                     or 4. Must equal '1' If MDC equals 'Y'. If
                                     not input default to '1' If MDC = 'Y'
     Monthly Depreciation Indicator  Optional- If input, must equal Y or N.
                                     Must equal 'Y' if first three digits of
                                     the current General Ledger Code = 264. Must
                                     equal 'N' if the first three digits of the
                                     current General Ledger Code =L 263 or 266
     Life Units Type                 Optional - If input must = 1, 2, 3 or 4.
                                     Must = 1 If MDC = Y.  If not input, default
                                     to 1 if MDC = 'Y'.
     Estimated Salvage               Optional - Must be > zero and < Acq. Cost
     Use Allowance                   Optional - Must be > zero
     Manufacturer's Serial Number    Optional - No edits
     Vehicle Title Number            Optional - No edits
     Lease-Purchase Total Principal  Optional - Valid only if Aqm = 4, 6, or 7
                                                and must be > than zero
     Lease-Purchase Total Interest   Optional - Valid only if Aqm = 4, 6, or 7
                                                and must be > zero
     Months In Contract              Optional - Valid only if Aqm = 4, 6, or 7
                                                and must be > zero
     Lease-Purchase Ytd Principal    Optional - Valid only if Aqm = 4, 6, or 7
                                                and must be > zero
     Lease-Purchase Ytd Interest     Optional - Valid only if Aqm = 4, 6, or 7
                                                and must be > zero
     Lease-Purchase Ltd Principal    Optional - Valid only if Aqm = 4, 6, or 7
                                                and must be > zero
     Lease-Purchase Ltd Interest     Optional - Valid Only If Aqm = 4, 6, Or 7
                                                And Must Be > Zero
 
    Note: Lease purchase ytd amounts cannot exceed the ltd amounts
     Field Name                      Requirements
    
     Markell Percentage              Optional - Cannot be less than zero
     Building Name                   Optional - No edits
     Number Of Floors                Optional - Cannot be less than zero
     Square Footage                  Optional - Cannot be less than zero
     Depreciation Stop Date          Optional - Must be a valid yyyymmdd date
     Depreciation Cost               Optional - Cannot be less than zero
     Depreciation Monthly Pct        Optional - If input must be numeric.
                                     Cannot be < 0.
     Depreciation Date               Optional - Must be a valid yyyymmdd date
     Current Usage                   Optional - Cannot be less than zero
     Estimated Completion Date       Optional - Must be a valid yyyymmdd date
     Category                        Optional - Must be on the FLAIR Title File
     Year                            Optional - Must be numeric
     Product Id                      Optional - Must be on the FLAIR Title File
     External Fund                   Optional - Must be on the FLAIR Title File
     External GL                     Optional - Must be on the FLAIR Title File
     External Object                 Optional - Must be on the FLAIR Title File
     External Program                Optional - Must be on the FLAIR Title File
     Receiving Date                  Optional - Must be a valid yyyymmdd date
     Property Unique                 Optional - No edits
     Building Street Address         Optional - No edits
     Statewide Document Number       Optional - No edits
     Invoice                         Optional - No edits
     Inventory Date                  Optional - Must be a valid yyyymmdd date
                                              - Cannot be > than current date
     Contract                        Optional - Must be on Contract Information
                                                File
     External Category               Optional - Must be on FLAIR Title File
     Project Id                      Optional - Must be on Project Information
                                                File
     Grant Year                      Optional
     Contract Year                   Optional
 IV  Correlation Edits:
     Grant to Fund Correlation:
            If the agency is a C&G user and a grant is included on the input
            record and that grant has been correlated to any funds, it must be
            correlated to the fund on the input record (either input or from
            expansion).
     Grant to Contract Correlation:
            If the agency is a C&G user and a grant and a contract are included
            on the input record and that grant has been correlated to any
            contracts, it must be correlated to the contract on the input
            record.
     Project Id to Account Code Correlation:
            If the agency has opted to always require this correlation
            and a project id is included on the input record, the project id
            must be correlated to the account code on the input record
            (either input or from expansion).
            If the agency has opted to sometimes require this correlation
            and a project id is included on the input record, if the project id
            has been correlated to any account codes, it must be correlated
            to the account code on the input record (either input or from
            expansion).
     Project Id to Contract Correlation:
            If the agency has opted to always require this correlation
            and a project id and contract are included on the input record, the
            project id must be correlated to the contract on the input record.
            If the agency has opted to sometimes require this correlation
            and a project id and contract are included on the input record, if
            the project id has been correlated to any contracts, it must be
            correlated to the contract on the input record.
     Contract to Account Code Correlation:
            If the agency has opted to always require this correlation
            and a contract is included on the input record, the contract
            must be correlated to the account code on the input record
            (either input or from expansion).
            If the agency has opted to sometimes require this correlation
            and a contract is included on the input record, if the contract
            has been correlated to any account codes, it must be correlated
            to the account code on the input record (either input or from
            expansion).
Note: Records found to have errors will be excluded from the update and will
      appear on an error listing with the reason(s) for rejection.
      Update to property master and generation of property history will occur
      if input fields are NE to property master values.
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