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Office of State Comptroller (OSC) Audit Data Exports
Updated 2/2009
Three data export routines are provided to assist client sites in complying with requests from OSC, for
payroll, A/P disbursement data and Cash Receipt data for selected fiscal years. There is one export routine
for A/P disbursements and related vendor data, one export for payroll disbursements and related employee
data, and a final export for cash receipt and related customer data.
These routines can be accessed by selecting File/Administration/Export Files/OSC Audit Files.
Specific security variables apply for each of these exports, so the site System Manager will need to give the
appropriate individual(s) rights to generate these exports. The security options are located on the
Payroll/Information tab and on the Accts Payable/ Processing/Recon tab of the User security profile.
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Each export generates three separate files—a disbursement detail file (transaction level), a check level file,
and an entity level file (employee or vendor). When the files are requested, the user has the option to output
the files as tab-delimited text files or as Excel files. OSC prefers that audit sites submit the files in the
tab-delimited format. The Excel format is provided so that users can view the data that is being submitted.
Since MS-Excel has a file limitation of 65,000 rows, if transaction level files exceed this maximum, there
could be more that one check detail file output, and these will be numbered sequentially.
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As the transaction level files, and even the check-level files, may be quite large for many client sites, we
generally recommend that the files initially be saved to a drive that has a large amount of free disk space.
OSC provides specific software and procedures for encrypting and transmitting these files, so please refer to
their instructions.
A/P Disbursement Export
The export routine selects all Accounts Payable Transaction Groups for the selected fiscal year. A/P
transaction groups are the means by which users enter and process payments against purchase orders and for
non-PO disbursements. Non-PO payments can include expense claims (i.e., conference reimbursements
without a PO) or disbursements charged against a non-expense General Ledger Account (i.e., refunds of
revenue or A/R credit balances, payments for accrued liabilities, etc.)
The disbursement exports do not include transactions for expenditures that are recorded in the specified fiscal
as accrued expenses, as there is no actual disbursement transaction in the specified fiscal year for these.
However, the export for the specified fiscal does include disbursements made in that fiscal year for items that
were accrued in a prior fiscal year. These transactions are recorded against G/L Account 600 Accounts
Payable.
For all of the selected A/P Transaction Groups, the routine creates the following files:
OSC_CHKyyD.txt
This file contains the detail transaction level data. There is a separate record for every
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unique combination of Invoice+PO+Account associated with each A/P Transaction
group. The yy represents the applicable fiscal year (i.e., OSC_CHK05D.txt would be for
the 2004-05 fiscal year).
OSC_CHKyyS.txt
This file contains a single record for each specific check or direct deposit disbursement
generated for the transactions processed for payment in the fiscal year. The yy represents
the applicable fiscal year (i.e.,OSC_CHK05S.txt would be for the 2004-05 fiscal year).
OSC_VNDyy.txt
This file contains a record for any vendors to whom disbursements were processed in the
specified fiscal year, as per the check level file. The yy represents the applicable fiscal
year (i.e.,OSC_VND05. txt would be for the 2004-05 fiscal year).
Payroll Disbursement Export - updated 4/18/08
The export routine selects all Payroll Transaction Groups for the selected fiscal year. P/R transaction groups
are created based on the processing of scheduled salary payments for a specific pay period or when users
enter non-salary payroll transactions.
The disbursement exports do not include transactions for expenditures that are posted in the specified fiscal
as accrued expenses, as there is no actual disbursement transaction in the specified fiscal year for these.
However, the export for the specified fiscal does include disbursements made in that fiscal year for items that
were accrued in a prior fiscal year. These transactions are recorded against G/L Account 601 Accrued
Liabilities.
For all of the selected A/P Transaction Groups, the routine creates the following files:
(clicking on the file name will link to the corresponding field-level specifications)
OSC_PCKyyD.txt
This file contains the detail transaction level data. A separate transaction group record
is created for every unique combination of Position+Transaction Type+Budget
Account (for salary payment groups there will be separate transactions within the
group for each budgetary account to which the salary is charged). Records are also
included for cash replacement checks and for checks issued for rejected/voided direct
deposits. The yy represents the applicable fiscal year (i.e., OSC_PCK05D.txt would be
for the 2004-05 fiscal year).
The file is a tab-delimited file; text fields are enclosed in quotations (“).
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The following data elements provided in the order listed here:
Employee#
Text; C5
This is the unique WinCap-assigned Employee #
Employee Name
Text; Max 40
Formatted as LastName, FirstName MI.
G/L Acct
Text; Max 8
District General Ledger Account to which the transaction amount was posted (i.e.
A522-00). This will be blank for cash replacement checks and checks issued for voided
direct deposits.
Budget Account
Text; Max 23
The budgetary account to which the transaction amount was posted; Fund+Budget
Account with delimiters (i.e. A2110-152-02-0001); if the G/L account is 522, then the
amount is posted to this budget account in the reporting fiscal year. If the G/L account
is 601, then this transaction is recording an expense accrued to the specified budget
account in the prior fiscal year. This will be blank for cash replacement checks and
checks issued for voided direct deposits.
Transaction Type
Text; Maximum 1
S=Scheduled payment for salaried or term contract positions; scheduled stipend
payment
T=Transaction pay for regular or overtime work for non-salaried position
A=Additional pay that is processed through the entry of transactions in a payroll period
rather than as scheduled salary payments. This is also used for term contract payments
and stipends that are paid through transactions rather than as scheduled payments, as
well as for budgetary recode transactions.
R=Cash replacement checks, Voids of checks where a cash replacement check has
been issued, Checks issued for rejected/voided direct deposits.
Rate Type
Text; Maximum 1
For Transaction Type “S” (Salary payment), Rate Type is blank
For Transaction Type “T” (Transaction payment), codes are:
H=Hourly Rate
D=Daily Rate
O=Overtime Pay (Hourly)
S=Session
For Transaction Type “A” (Additional Pay, Adjustment),
Blank for additional pay paid as transaction
T=Term contract payment paid through user-entered transactions
R=Lump sum recode transaction—these transactions will not have an
associated check record; they are transactions reflecting a lump-sum transfer of
expenses already posted to one budgetary account being transferred to another
account.
For Transaction Type “R” (Cash replacement checks)
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Blank for Cash replacement of a voided net check
V=Void of Net Check amount for issuance of cash replacement check
D=Check issued for a rejected direct deposit on a previously issued check or
direct deposit record
Amount
Numeric; 12.2
Gross pay amount for the transaction
Position Code
Text; Max 4
The district-defined WinCap position code for which the payment was made
Position Title
Text; Max 40
The title of the employee’s position for which the payment was made
For Transaction Type=”R”(Cash replacements), this will show the information related
to the check that was voided/replaced for the replacement check or information related
to the replacement check for the check that was voided/replaced
Additional Pay Code
Text; Maximum 4
The district-defined WinCap additional pay code associated with the payment
transaction
Additional Pay
Text; Maximum 40
The district assigned description for the additional pay code associated with the
payment transaction
Quantity
Numeric; 8.3
The # of hours for hourly rate and overtime transactions, # of days for daily rate
transactions, # sessions for session rate transactions. For additional pay transactions, it
represents the applicable quantity--# workshops, # credits, # hours curriculum
development work, etc.
Rate
Numeric; 10.2
The rate of pay for the particular transaction (blank for Transaction type=”S”).
Bank Account ID
Check Number
Text; Max 12
Text; Max 10
For 100% Direct Deposits, if the district has not chosen to have the system number
direct deposit notices this is a derived ID (DD& FY&WinCap Payroll Transaction
Group ID); otherwise it is the WinCap-assigned check #; transactions with Rate
Type=”R” will not have an assigned check number.
Check Date/Void Date Date, as MM/DD/YYYY
When Checktype is C, V, CR, CD then = Actual Check
When Checktype is V, VR then = Void Date
Check Gross
Date
Numeric; 10.2
Total gross pay amount for the check with which this transaction is associated
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For Transaction Type=”R” (Cash replacements), the amount will be empty or zero, as
there is no gross pay amount associated with these transactions
Check Net
Numeric; 10.2
Net pay amount for the check with which this transaction is associated
For Transaction Type=”R” (Cash replacements), this is the check amount
Check Type
Text; C2
C =WinCap Issued Payroll Check
D =WinCap Issued Direct Deposit Notice (100% Direct Deposit)
V =Full Void of a Check or 100% Direct Deposit
VR=Void of Net Check Amount for Issuance of Cash Replacement Check
($0 Gross, -Net, $0 DirDep, Check/Void Amount=Net Pay)
CR=Cash Replacement of Voided Net Check Amount
($0 Gross, +Net, $0 DirDep, Check Amt=Net Pay)
CD=Check Issued for Direct Deposit on previously issued C or D Record ($0 Gross,
$0 Net, -DirDep, Check Amt=$0-DirDep)
Note: WinCap does not provide a provision to record a manual payroll check
OSC_PCKyyS.txt
This file contains a single record for each specific check or direct deposit notice
(100% direct deposits) generated for the transactions processed for payment in the
fiscal year. The yy represents the applicable fiscal year (i.e., OSC_PCK05S.txt would
be for the 2004-05 fiscal year).
OSC_EEyy.txt
This file contains a record for any employees to whom payroll disbursements were
processed in the specified fiscal year, as per the check level file. The yy represents the
applicable fiscal year (i.e.,OSC_EE05.txt would be for the 2004-05 fiscal year).
OSC_ChkyyD.txt-- This file contains the detail transaction-level data that comprises the checks generated
or EFT disbursements recorded through the WinCap A/P system in the fiscal year.
There is a separate record for every unique combination of Invoice+ PO+ Account
associated with each A/P Transaction group. The yy represents the applicable fiscal
year (i.e., OSC_CHK05D.txt would be for the 2004-05 fiscal year).
The file is a tab-delimited file; text fields are enclosed in quotations (“).
The following data elements are provided in the order listed here:
A/P Transaction Group Id Text; Max 6
This is the WinCap-assigned transaction group id associated with the entry of an A/P
payment. This id would be associated with all of the budget account lines that are
charged for a specific PO or non-PO payment
Bank Account ID
Text; Max 12
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Check Number
Text; Max 10
Invoice Number
Text; Max 15
Vendor’s invoice number or district-assigned reference
Amount
Number; 15.2
The payment amount charged against that specific PO and account. The amount for
void transactions is negative
G/L Account
Text; Max 16
This is the District General Ledger Account.
For Funds where the district maintains their G/L by project/SubFund, the G/L Account
includes the SubFund.
(Examples: “A522.00”, “TA020.01”,
“TE980.00-HANES”where HANES is the Hanes Scholarship SubFund
Subsidiary Account
Text; Max 21
If the G/L Account is for Expenditures, this will be the district’s Budgetary Account
code; If the G/L Account is for Revenue, then this will be the district’s Revenue
Account code; For all other G/L Accounts this will be blank
Transaction Type
Text; Maximum 5
Values are “ISSUE” for check/EFT initially posted, or “VOID” if the transaction
represents a void
PO Number
Text; Maximum 10
The Purchase Order number associated with the payment
Check Date
Date, as MM/DD/YYYY
For void transactions, this will still be the date that the check was originally issued. If
the void occurs in the export fiscal year, but the check had been issued in a prior fiscal
year, this date could precede the start of the export fiscal year
Check Type
Text; Maximum 2
C=WinCap Issued Check
E=EFT recorded as A/P Disbursement
M=Manually Issued Check
V=Full Void of a previously posted disbursement
VR=Cash Void for issuance of cash replacement check
CR=Cash replacement check
Check Amount
Numeric; 12.2
The total check amount for the check to which this payment item was assigned. The
amount for void transactions is negative.
Vendor Code
Text; Max 6
Vendor Remit Address Id Text; Max 6
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If the Vendor’s main address was used for the remittance, this will be blank; otherwise
this will be the specific Address Id for that vendor that was used for the remittance
Remit Name
Text; Max 40
This is the sort vendor remit name as literally maintained for the remit vendor record in
the WinCap Vendor address file at the time the Check or EFT was issued. For
individuals, this would generally be maintained as LastName\FirstName (i.e.
Jones\Sally)
Remit Name2
Text; Max 40
This is the sort vendor remit name, line 2, as literally maintained for the remit vendor
record in the WinCap Vendor address file at the time the Check or EFT was issued.
Please note: This information was not saved as a separate field in the WinCap check
file (other than as part of the full Pay To Name & Address field described below) until
March 20, 2006. This field would be empty for all disbursement records prior to that
date and the Pay To Name & Address field would need to be used to reference the full
vendor remit name.
Pay To Name & Address Text; Max 255
At the time a check is issued, WinCap captures the name and address information from
the Remit Vendor record as it exists at that moment, which is what appears for the “Pay
To” on the check. For payments which do not utilize a vendor record, this Pay To
information is entered on the payment entry form by the A/P clerk as it should appear
on the check. Check records which do not have a vendor record in the vendor file are
those where the vendor code is a single character. In either case, all of the Pay To
information is permanently maintained in a memo field in the check record, and it can
never be updated by a user once the check has been issued. Changes made to the
names and addresses in the Vendor file are never applied to disbursement records that
were already issued.
This export field includes the following information generated from the Pay To memo
field, and could contain as many lines of info as listed here. In the output, the line
feeds have been replaced with a semi-colon to facilitate reading the data
Vendor Remit Name Line1
Vendor Remit Name Line2
Vendor Remit Address Line1
Vendor Remit Address Line2
Vendor City, State Zip Country (if not USA)
Void Date
Date, as MM/DD/YYYY
For Check Type C, if this date is not blank, it indicates both that the check was
subsequently voided and the actual date that the void was effective, which could be a
date in a subsequent fiscal year
For CheckType V, the Void Date will always be in the fiscal year specified for the
export, as it represents the effective date of the void.
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OSC_ChkyyS.txt--This file contains a single record for each specific check generated, or EFT disbursement
recorded, through the transactions that are processed through the WinCap A/P system in the fiscal year. The
yy represents the applicable fiscal year (i.e.,OSC_CHK05S. txt would be for the 2004-05 fiscal year).
The file is a tab-delimited file; text fields are enclosed in quotations (“).
The following data elements are provided in the order listed here:
Bank Account ID
Text; Max 12
Check Number
Text; Max 10
Check Date
Date, as MM/DD/YYYY
For void transactions, this will still be the date that the check was originally
issued. If the void occurs in the export fiscal year, but the check had been
issued in a prior fiscal year, this date could precede the start of the export fiscal
year
Check Type
Text; C1
C=WinCap Issued Check
E=EFT recorded as A/P Disbursement
M=Manually Issued Check
V=Full Void of a previously posted disbursement
VR=Cash Void for issuance of cash replacement check
CR=Cash replacement check
Check Amount
Numeric; Max 12.2
Amount for void transactions is negative
Vendor Code
Vendor Remit Address Id
Text; Max 6
Text; Max 6
If the Vendor’s main address was used for the remittance, this will be blank;
otherwise this will be the specific Address Id for that vendor that was used for
the remittance
Remit Name
Text; Max 40
This is the sort vendor remit name as literally maintained for the remit vendor
record in the WinCap Vendor address file at the time the Check or EFT was
issued. For individuals, this would generally be maintained as
LastName\FirstName (i.e. Jones\Sally)
Remit Name2
Text; Max 40
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This is the sort vendor remit name, line 2, as literally maintained for the remit
vendor record in the WinCap Vendor address file at the time the Check or EFT
was issued.
Please note: This information was not saved as a separate field in the WinCap
check file (other than as part of the full Pay To Name & Address field
described below) until March 20, 2006. This field would be empty for all
disbursement records prior to that date and the Pay To Name & Address field
would need to be used to reference the full vendor remit name.
Invoice Number
Text; Max 15
If the check amount is for payment of a single vendor invoice, that Invoice # is
provided; otherwise, “Various” will appear to indicate that the check amount
represents payment of more than one invoice for that vendor
G/L Account
Text; Max 16
This is the District General Ledger Account
If the check amount is allocated to a single G/L Account, that account is
provided; otherwise, “Various” will appear to indicate that the check amount
has been allocated to more than one G/L Account. For Funds where the district
maintains their G/L by project/SubFund, the G/L Account includes the
SubFund.
(Examples: “A522.00”, “TA020.01”, “TE980.00-HANES”
where HANES is the Hanes Scholarship SubFund)
Subsidiary Account
Text; Max 21
If the G/L Account is for Expenditures, this will be the district’s Budgetary
Account code; If the G/L Account is for Revenue, then this will be the district’s
Revenue Account code; For all other G/L Accounts this will be blank
If the check amount is allocated to a single G/L Account, that account is
provided; otherwise, “Various” will appear to indicate that the check amount
has been allocated to more than one G/L Account
Pay To Name & Address
Text; Max 255
At the time a check is issued, WinCap captures the name and address
information from the Remit Vendor record as it exists at that moment, which is
what appears for the “Pay To” on the check. For payments which do not utilize
a vendor record, this Pay To information is entered on the payment entry form
by the A/P clerk as it should appear on the check. Check records which do not
have a vendor record in the vendor file are those where the vendor code is a
single character. In either case, all of the Pay To information is permanently
maintained in a memo field in the check record, and it can never be updated by
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a user once the check has been issued. Changes made to the names and
addresses in the Vendor file are never applied to disbursement records that were
already issued.
This export field includes the following information generated from the Pay To
memo field, and could contain as many lines of info as listed here. In the
output, the line feeds have been replaced with a semi-colon to facilitate reading
the data
Vendor Remit Name Line1
Vendor Remit Name Line2
Vendor Remit Address Line1
Vendor Remit Address Line2
Vendor City, State Zip Country (if not USA)
Void Date
Date, as MM/DD/YYYY
For Check Type C, if this date is not blank, it indicates both that the check was
subsequently voided and the actual date that the void was effective, which
could be a date in a subsequent fiscal year
For CheckType V, the Void Date will always be in the fiscal year specified for
the export, as it represents the effective date of the void.
OSC_VNDyy.txt--This file contains a record for any vendors to whom A/P disbursements were processed in
the specified fiscal year, as per the check level file. The yy represents the applicable fiscal year
(i.e.,OSC_VND05. txt would be for the 2004-05 fiscal year). WinCap maintains a multi-address Vendor file
structure, whereby a single vendor may have many address records. Therefore, more than one record may
appear in the file for a single Vendor Code, each with the specific Remit Address ID used for disbursements
made during the fiscal year.
The file is a tab-delimited file; text fields are enclosed in quotations (“).
The following data elements are provided in the order listed here:
Vendor Code
Text; Max 6
Vendor Name
Text; Max 40
This is the vendor name as literally maintained for the “main” vendor record in
the WinCap Vendor address file at the time of the export. For individuals, this
would generally be maintained as LastName\FirstName (i.e. Jones\Sally)
Vendor Type
Text; C1
A=Attorney
M=Medical
E=District Employee
V=All other vendors
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Logical, as T or F
T if the Vendor is eligible to receive a 1099 if payment threshold is exceeded;
does not include Attorneys or Medical service providers; otherwise F
Tax ID
Text; Max 11
EIN or SS# , with delimiters
Remit Address ID
Text; Max 6
If the Vendor’s main address this will be blank; otherwise this will be a specific
Address Id for that vendor that was used for remittance
-----------------------------------------------------------------------------------------------------------For the Remit Address ID at the time of the export:
Remit Name
Text; Max 40
This is the sort vendor remit name (line 1) as literally maintained in the
WinCap Vendor address file at the time of the export. For individuals, this
would generally be maintained as LastName\FirstName (i.e. Jones\Sally)
Remit Name2
Text; Max 40
This is the sort vendor remit name, line 2, as literally maintained for the remit
vendor record in the WinCap Vendor address file at the time of the export.
Pay To Name Line1
Text; Max 40
Pay To Name Line2
Text; Max 40
Pay To Address Line1
Text; Max 40
Pay To Address Line1
Text; Max 40
City
Text; Max 25
State
Text; Max 25
Zip
Text; Max 10
Country
Text; Max 25
-----------------------------------------------------------------------------------------------------------Phone #
Text; Max 20
If there is a contact associated with the specific Remit Address ID, then that
Phone # is provided; otherwise, the Phone # is that associated with the default
contact for the main vendor address
Pay To Name & Address
Text; Max 255
This is the full “Pay To” name and address that would be derived for a WinCap
issued check based on the name and address information for the particular
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Vendor Remit Address ID at the time of the export
-----------------------------------------------------------------------------------------------------------OSC_PCkyyD.txt --This file contains the detail transaction level data. A separate transaction group record is
created for every unique combination of Position+Transaction Type+Budget Account (for salary payment
groups there will be separate transactions within the group for each budgetary account to which the salary is
charged). Records are also included for cash replacement checks and for checks issued for rejected/voided
direct deposits. The yy represents the applicable fiscal year (i.e., OSC_PCK05D.txt would be for the 2004-05
fiscal year).
The file is a tab-delimited file; text fields are enclosed in quotations (“).
The following data elements provided in the order listed here:
Employee#
Text; C5
This is the unique WinCap-assigned Employee #
Employee Name
Text; Max 40
Formatted as LastName, FirstName MI.
G/L Acct
Text; Max 8
District General Ledger Account to which the transaction amount was posted
(i.e. A522-00). This will be blank for cash replacement checks and checks
issued for voided direct deposits.
Budget Account
Text; Max 23
The budgetary account to which the transaction amount was posted;
Fund+Budget Account with delimiters (i.e. A2110-152-02-0001); if the G/L
account is 522, then the amount is posted to this budget account in the reporting
fiscal year. If the G/L account is 601, then this transaction is recording an
expense accrued to the specified budget account in the prior fiscal year. This
will be blank for cash replacement checks and checks issued for voided direct
deposits.
Transaction Type
Text; Maximum 1
S=Scheduled payment for salaried or term contract positions; scheduled stipend
payment
T=Transaction pay for regular or overtime work for non-salaried position
A=Additional pay that is processed through the entry of transactions in a
payroll period rather than as scheduled salary payments. This is also used for
term contract payments and stipends that are paid through transactions rather
than as scheduled payments, as well as for budgetary recode transactions.
R=Cash replacement checks, Voids of checks where a cash replacement check
has been issued, Checks issued for rejected/voided direct deposits.
Rate Type
Text; Maximum 1
For Transaction Type “S” (Salary payment), Rate Type is blank
For Transaction Type “T” (Transaction payment), codes are:
H=Hourly Rate
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D=Daily Rate
O=Overtime Pay (Hourly)
S=Session
For Transaction Type “A” (Additional Pay, Adjustment),
Blank for additional pay paid as transaction
T=Term contract payment paid through user-entered transactions
R=Lump sum recode transaction—these transactions will not have an
associated check record; they are transactions reflecting a lump-sum
transfer of expenses already posted to one budgetary account being
transferred to another account.
For Transaction Type “R” (Cash replacement checks)
Blank for Cash replacement of a voided net check
V=Void of Net Check amount for issuance of cash replacement check
D=Check issued for a rejected direct deposit on a previously issued
check or direct deposit record
Amount
Numeric; 12.2
Gross pay amount for the transaction
Position Code
Text; Max 4
The district-defined WinCap position code for which the payment was made
Position Title
Text; Max 40
The title of the employee’s position for which the payment was made
For Transaction Type=”R”(Cash replacements), this will show the information
related to the check that was voided/replaced for the replacement check or
information related to the replacement check for the check that was
voided/replaced
Additional Pay Code
Text; Maximum 4
The district-defined WinCap additional pay code associated with the payment
transaction
Additional Pay
Text; Maximum 40
The district assigned description for the additional pay code associated with the
payment transaction
Quantity
Numeric; 8.3
The # of hours for hourly rate and overtime transactions, # of days for daily rate
transactions, # sessions for session rate transactions. For additional pay
transactions, it represents the applicable quantity--# workshops, # credits, #
hours curriculum development work, etc.
Rate
Numeric; 10.2
The rate of pay for the particular transaction (blank for Transaction type=”S”).
Bank Account ID
Text; Max 12
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Check Number
Text; Max 10
For 100% Direct Deposits, if the district has not chosen to have the system
number direct deposit notices this is a derived ID (DD& FY&WinCap Payroll
Transaction Group ID); otherwise it is the WinCap-assigned check #;
transactions with Rate Type=”R” will not have an assigned check number.
Check Date
Date, as MM/DD/YYYY
Check Gross
Numeric; 10.2
Total gross pay amount for the check with which this transaction is associated
For Transaction Type=”R” (Cash replacements), the amount will be empty or
zero, as there is no gross pay amount associated with these transactions
Check Net
Numeric; 10.2
Net pay amount for the check with which this transaction is associated
For Transaction Type=”R” (Cash replacements), this is the check amount
OSC_PCkyyS.txt--This file contains a single record for each specific check or direct deposit notice (100%
direct deposits) generated for the transactions processed for payment in the fiscal year through the WinCap
payroll system. The yy represents the applicable fiscal year (i.e., OSC_PCK05S. txt would be for the
2004-05 fiscal year).
The file is a tab-delimited file; text fields are enclosed in quotations (“).
The following data elements provided in the order listed here:
Employee#
Text; C5
This is the unique WinCap-assigned Employee #
Employee Name
Text; Max 40
Formatted as LastName, FirstName MI.
Bank Account ID
Text; Max 12
Check Number
Text; Max 10
For 100% Direct Deposits, if the district has not chosen to have the system number
direct deposit notices this is a derived ID (DD& FY&WinCap Payroll Transaction
Group ID); otherwise it is the WinCap-assigned check #
Check Date
Date, as MM/DD/YYYY
Check Type
Text; C2
C =WinCap Issued Payroll Check
D =WinCap Issued Direct Deposit Notice (100% Direct Deposit)
V =Full Void of a Check or 100% Direct Deposit
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VR=Void of Net Check Amount for Issuance of Cash Replacement Check ($0 Gross,
-Net, $0 DirDep, Check/Void Amount=Net Pay)
CR=Cash Replacement of Voided Net Check Amount
($0 Gross, +Net, $0 DirDep, Check Amt=Net Pay)
CD=Check Issued for Direct Deposit on previously issued C or D Record ($0 Gross,
$0 Net, -DirDep, Check Amt=$0-DirDep)
Note: WinCap does not provide a provision to record a manual payroll check
Gross Pay Amount
Numeric; 9.2
Net Pay Amount
Numeric; 9.2
Gross Pay less deductions other than direct deposits
Direct Deposit Amt
Numeric; 9.2
Check Amount
Numeric; 9.2
Net Pay Amount less the Direct Deposit Amount
Void Date
Date, as MM/DD/YYYY
If check was subsequently voided, this is the date it was voided
Position Code
Text; Max 4
If all pay transactions for the specific check were for a specific position, that position
code is provided; otherwise “VAR” to indicate payments for more than one position
Position Title
Text; Max 40
If all pay transactions for the specific check were for a specific position, that position
title is provided; otherwise “Various” to indicate payments for more than one position
Account
Text; Max 22
If all pay transactions for the specific check were for a specific budgetary account, that
account is provided (Fund+Budget Account with delimiters); otherwise “Various” to
indicate payments for more than one budget account
OSC_EEyy.txt--This file contains a record for any employees to whom payroll disbursements were
processed in the specified fiscal year, as per the check level file. The yy represents the applicable fiscal year
(i.e.,OSC_EE05. txt would be for the 2004-05 fiscal year).
The file is a tab-delimited file; text fields are enclosed in quotations (“).
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The following data elements provided in the order listed here:
Employee#
Employee Name
Text; C5
This is the unique WinCap-assigned Employee
Text; Max 40
Formatted as LastName, FirstName MI.
Employee Phone #
Text; Max 20
The employee’s phone number at the time of the export
-----------------------------------------------------------------------------------------------------------For the employee’s legal address at the time of the export
Address Line1
Text; Max 40
Address Line 2
Text; Max 40
City
Text; Max 25
State
Text; Max 25
Zip
Text; Max 10
-----------------------------------------------------------------------------------------------------------For the position with the greatest fiscal year earnings, the following information is provided for the latest
occurrence of that position in the fiscal year
Position Code
Text; Max 4
Position Title
Text; Max 40
FT_PT
Text; C1
F If the ratetype is S(alaried) and FTE=1.0
P If the ratetype is S(alaried) and FTE<1.0,
or if ratetype is not Salaried and position code table setting for
substitute is true
U If none of the above conditions are met (Undetermined)
RateType
S=Salaried
H=Hourly
D=Daily
FTE Adjusted Salary
Numeric; 9.2
Represents the total annual salary for the selected employee position (base salary plus
all stipends), adjusted for the position FTE
Prorated Salary
Numeric; 9.2
Represents the FTE Adjusted Salary prorated for the period of time the employee
worked in the selected position (as defined by the Position Effective Date and Position
End Date)
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Position Effective Date Date, as MM/DD/YYYY
Represents the first work day for which the employee was paid for the selected
position
Position End Date
Date, as MM/DD/YYYY
Represents the last work day for which the employee was paid for the selected
position; a blank for this field should be considered as indicating the employee was
paid through the last day of that fiscal year
-----------------------------------------------------------------------------------------------------------Primary Location
Code
Text; Max 4
Primary Location
Description
Text; Max 20
Hire Date
Date, as MM/DD/YYYY
The employee’s hire date as per the employee record; it does not necessarily relate to
the specific position reported below, and will usually represent the first time the person
ever worked in the district, even if it was in a P/T or substitute capacity
Cash Receipt Export - updated 2/2009
The export routine selects all Cash Receipts for the selected fiscal year. CR Transaction Groups are created
based on the entry of the cash receipts. If a cash receipt has multiple line items, each CRJ Item will be
displayed with the CRJ Tran Group number repeating. Voids will display on one line.
OSC_09CRD.txt
This file contains the detail transaction level data.
The file is a tab-delimited file; text fields are enclosed in quotations (“).
The following data elements are provided in the order listed here:
Cash Receipt Transaction Group
CRTranGrp
Text; 6
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This is the unique WinCap assigned Cash Receipt number.
Description
RecvdFrom
Effective
Voided
Text; Max 254
Text; Max 254
At the time the receipt is issued, WinCap captures the name and address information
from the Customer record.
Date; MM/DD/YYYY
Date; MM/DD/YYYY
Cash Receipt Journal Entry
Fund
Text; Max 2
CRJNum
Text; 4
Customer
Text; 6
Customer Code
Custname
Text; Max 40
Db_Cr
Text; 2
CR=Credit
DB=Debit
Amount
Numeric; 12.2
Cash Receipt Total
Cash Receipt Journal Items
Tran Type-CRType
Text; Max 2
B=Bank Charge/Deposit Reversal
F=Refund
I=Invoice Payment
O=Other
P=Prepay
R=Revenue
T=Bank Transfer
Db_Cr
Text; 2
CR=Credit
DB=Debit
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GLAccount
https://support.wincapweb.com/Robofiles2/WebHelp/OSC_Audit_Data...
Text; Max 16
General Ledger Account posted to. If using SubFunds, show sub-fund as an extension.
If G/L maintained by Sub-fund
<Fund>+<GLCode>+”.”+<GLSub>+”-“<SubFund or Service>
Else
<Fund>+<GLCode>+”.”+<GLSub>
Subsidiary
Text; Max 21
Subsidiary account charged in the above G/L code
If the GL code is 52X, then <BudgetAcct>
If the GLCode is 98X, then <RVAccount>
Else, leave blank
Customer
Text; 6
AR_PO Ref
Text; Max 10
If entry from Accounts Receivable shows Invoice Number, if entry referenced to PO,
shows PO number, else blank.
Amount
Numeric; 12.2
Amount of line item on the cash receipt
BankAcct
Text; Max 12
Name of Bank Account
CashGL
Text; Max 16
G/L account of cash account. If using SubFund, shows sub-fund as extension
Bank From
Text; Max 16
When Tran Type=”T”, shows the name of the bank the transfer was from
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