1

Record Type

Req

I 1

Record Type 1 identifies the record as a Header Record.

2

Identifier

Req

C! 3

Request Type code assigned to the J (Journal Entry) Interface Type.

3

Record Count

Req

I 10

Each batch includes a count of the records (header and detail) within the file. If the number in the Header Record differs from the number read by PENTA, no update occurs and PENTA rejects the entire file. You must manually correct and resubmit the file.

4

Distribution Date

Req

D

Identifies the date on which the batch is distributed.

5

Journal Number

Req

C! 8

This is a file integrity check. The Batch Number must be unique within PENTA.

6

Balance Sheet OU Id

Opt

X

If this field contains a value, all Detail Records must be set up in the Organization Unit table to share this balance sheet OU.

7

Description

Opt

C 30

From sub-system—for reference only. PENTA does not use this field.

1

Record Type

Req

I 1

Record Type 2 identifies the record as a Detail Record.

2

Balance Sheet OU Id

Opt

X

If this field contains a value, it must be an OU that is shared with the one identified in the Header Record.

3

Description

Opt

C 30

Description of charge.

4

OU Id

Opt

X

Required if an Account Number exists; otherwise, do not enter a value.

5

Account Number

Opt

X

General ledger account number associated to the charge.

Required if Job Id and Fixed Asset Id are null; otherwise, do not enter a value.

6

Job Id

Opt

X

The job associated with the general ledger transaction.

Required if Account Number and Fixed Asset Id are null; otherwise, do not enter a value.

7

Cost Type Code

Opt

C! 4

The Cost Type associated with the general ledger transaction. Enter a valid value for the Job Id.

Required if Job Id is not null; otherwise, do not enter a value.

8

Costcode

Opt

X

The Costcode associated with the general ledger transaction. Enter a valid value for the Job/Cost Type.

Required if Job Id is not null; otherwise, do not enter a value.

9

Amount

Req

F 12.2

The charge associated with the general ledger transaction. The amount may be positive or negative but not zero. For a negative amount, you must place the minus sign immediately in front of the value (-43.21).

10

Cash Account #

Opt

I 3

Can be included if the account is not null and the edit rule for the account is CASH. Must be a valid cash account number previously linked to the general ledger account.

11

Fixed Asset Id

Opt

X

Required if Job ID and OU ID are null; otherwise, do not enter a value.

Enter a valid Fixed Asset Id.

12

Expense Category #

Opt

I 3

Required if there is a Fixed Asset ID; otherwise, do not enter a value.

Enter a valid expense category for the Fixed Asset Id’s Asset Class.

13

Hours

Opt

F 12.3

The hours associated with the journal entry

Optional Detail Fields (place after Field 13)

Field

Format

Description

LINE_ITEM_NUM

C! 1

Determines whether this Journal entry batch posts against the Contract Information Line Item contract value.

CO_ID

X

Determines whether this Journal entry batch posts against the Contract Change Order contract value.

WO_ID

C! 25

The work order associated with the general journal transaction.

You must enter a value if Account Number, Job Id, and Fixed Asset Id are null.

WO_TASK_ID

C! 10

Id of the Task associated with the general journal transaction.

MAINT_CONTRACT_

ID

C! 15

Id of the Maintenance Contract associated with this general journal transaction.

TRANX_REF_ID

C 15

PENTA marks job cost and billing transactions within the interface files with this Transaction Reference Id. This enables your external application to perform functions (e.g., billing and profit analysis) by whatever grouping this Id represents.