Funds Reservation Conversion Guide
September 2009
Funds Reservation Overview
In SCEIS, you can create a funds reservation to set aside funds for a future expense. By reserving funds, you can reduce the uncommitted funds available for other expense transactions entered in SCEIS. Once you are billed for the actual expense, you must reduce or liquidate the funds reservation. This eliminates the commitment and no longer reduces the uncommitted funds.
Funds Reservations should be used to record commitment items (encumbrances) other than purchase orders if your agency should decide to upload non purchase order related commitment items.
Data Cleansing
Data cleansing will be required in order to eliminate duplicates and inactive obsolete data. Therefore data cleansing and data analysis by the agencies will be required prior to loading the Funds Reservation data.
Legacy Data Extraction and Mapping
The field definitions below are to be used in identifying what legacy data corresponds to the SCEIS data and should aid with the mapping process. This list includes the attributes of the SCEIS fields (length and type) and whether the data is mandatory or optional. Please be sure to see which fields are required or optional. If a field is required, it must be populated. If a field is optional, it should be populated if the data is available.
Field Definitions
No. / Field Name / Description / Req/ / Type / Size / Format /Opt
1 / Reference Document Number (Required) / Use the same document number to reference multiple lines on the same document. All Document Numbers will start off FR_00001, FR_00002, FR_00003, etc. / R / CHAR / 12 / FR_00000
2 / Line Item / For each Document Number you will have sequential Line Item Numbers. For Example, if you have 3 different line items for "FR_00003" then you would have 3 Line Items 1,2,3 / R / CHAR / 4
3 / Document Date in Document / Date Funds Reservation was entered into Legacy System / R / DATE / 8 / DDMMYYYY
4 / Posting Date in the Document / Represents financial posting date the data is entered into SCEIS. Controls posting period and fiscal year. (effective date) / R / CHAR / 8 / DDMMYYYY
5 / Doc. header text / Short text further identifying the document. / R / CHAR / 40 / text
6 / Total reserved amount in transaction currency / Specifies to what amount the budget is tied and what amount the document line item can be reduced by other documents (such as invoices). Suggested substitution is: The amount entered should be the open amount from the legacy system at cutover. / R / CHAR / 12/2 decimals / #####.##
7 / Item Text / Contains an explanatory text on the line item. / R / CHAR / 40 / text
8 / Fund / Fund Number / R / CHAR / 10
9 / Functional Area / Functional Area / R / CHAR / 16
10 / Grant / Grant Number / R / CHAR / 20
11 / G/L Account Number / G/L account in a chart of accounts. / R / CHAR / 10
12 / Cost Center / An organizational unit within a controlling area that represents a defined location of cost incurrence. / R / CHAR / 10
13 / Account Number of Vendor or Creditor / SCEIS Vendor Number / Opt / CHAR / 8
14 / Internal Order / Number which identifies an order within a client. / Opt / CHAR / 10
15 / WBS Element / A structural element in a work breakdown structure representing the hierarchical organization of a project.
A WBS element describes a task or a partial task that can be divided. / Opt / CHAR / 25
Funds Reservation Data Templates
This spreadsheet is to be used for staging the Legacy data.
September 29, 2009 Page 2 of 3