Attachment B—SACS Import Module Specifications
The purpose of the Import module is to take user data in an electronic format and reformat it so that it may be processed through the SACS Web System which allows LEAs to meet financial reporting obligations using a modernized and efficient manner.
When exporting files from a local LEA Financial System for import into the SACS Web System, the file format is as follows: an ASCII DOS, comma delimited text file (file cannot be binary) with three types of records—a header record, transaction (detail) records, and an end of dataset record. No special file name needs to be used; the SACS Web System will accept any correctly formatted file.
The structure of the file will be:
Header1
Detail1
.
.
EOD1
Header2
Detail2
.
.
EOD2
Headern
Detailn
.
.
EODn
Header Record Format
The header record will have this format:
“fiscal year”,”14 digit CDS code”, “reporting period identifier”, “column code identifier” Example: “2020-21”,”01100170000000”,”BS1”,”BE”
NOTE: The 14-digit CDS code is a unique code assigned to each LEA by the CDE. When the county-district 7-digit code is used by an LEA, the SACS Web System import routine automatically appends the CDS code with 7 zeros to complete the 14-digit code.
The reporting period identifier corresponds to the following financial reporting periods:
BS1 => Budget, July 1
A => Unaudited actuals
I1 => First interim
I2 => Second interim
I3 => End of year projection
The column code identifies which type of data the file contains. The column code identifier corresponds to the following types of financial data contained in the file:
BB => Budget
BE => Estimated actuals
BA => Unaudited actuals
IO => Original budget
IB => Board approved operating budget
IA => Actuals to date
IP => Projected totals
This table shows the allowable combinations for reporting period and column code identifiers.
| Reporting Period Identifiers | Column Code Identifiers |
|---|---|
| BS1 | BB; BE |
| A | BB; BA |
| I1 | IO; IB; IA; IP |
| I2 | IO; IB; IA; IP |
| I3 | IO; IB; IA; IP |
| — |
Detail Record Format
The detail records will have this format:
“19-digit SACS code”, “amount”
Example: “0133261500184003801”,”12345”
The 19 digit SACS account code comprises these elements:
| Fund | 2 characters |
| Resource | 4 characters |
| Project Year | 1 character |
| Program Goal | 4 characters |
| Function | 4 characters |
| Object | 4 characters |
| Amount | up to 15 characters |
(Allowable range: 99,999,999,999.99 to +99,999,999,999.99. Plus and minus signs count as one character; periods count as one character; commas are only shown here for ease of reading.)
End of Dataset Record Format
The end of dataset record will have this format: ” 1”,”EOD”,”14 digit CDS code”, “reporting period identifier”, “column code identifier”, “count of detail records”
Example: ” 1”,”EOD”,”01100170000000”,”BS1”,”BE”,”5361”
Sample Records
The following shows sample records for the 2021-22 budget process (BS1) with 3,567 budget (BB) transaction records and 5,361 estimated actual (BE) transaction records:
“2020-21”,”01100170000000”,”BS1”,”BE” “0133261500184003101”,”9563266” “0133261500184003801”,”998” “0133261500184003802”,”12345” “0133261500184004200”,”47863” ” 1”,”EOD”,”01100170000000”,”BS1”,”BE”,”5361” “2021-22”,”01100170000000”,”BS1”,”BB” “0133261500184003101”,”1039586” “0133261500184003801”,”10039” “0133261500184003802”,”257689” “0133261500184004200”,”56987” ” 1”,”EOD”,”01100170000000”,”BS1”,”BB”,”3567”
Other Items To Consider When Programming the Extraction Programs
Normal balances must be reported in positive numbers; abnormal balances are reported as negative numbers. EXCEPTION: The accumulated depreciation contra asset accounts (objects 9425, 9435, and 9445) are debit accounts and require that credit balances be reported as negatives.
The following types of accounts must not be included in the file for import to the SACS Web System:
Budgetary Accounts Objects 9800–9839 Control Accounts Objects 9840–9899 Nonoperating Accounts Objects 9910–9979 Records with zero amounts
For the budget and interim reporting periods, budget data for assets, deferred outflows of resources, liabilities, and deferred inflows of resources (objects 9100–9699) is ignored during import and cannot be input. Although not required, estimated actual data for assets, deferred outflows of resources, liabilities, and deferred inflows out resources is allowed.
For further information please refer to the CSAM. It describes the use of optional and locally defined codes and the requirements for “rolling up” the general ledger data to the level specified by CDE for the purpose of transmitting data.