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Attachment B—SACS Import Module Specifications

The basic purpose of the Import module is to take LEA data in an electronic format and reformat it as required by the SACS system. In this way, fiscal data residing in a local accounting system can be processed through the SACS system, thereby taking advantage of the edit checks and automatic extraction programs for supplemental forms, as well as eliminating dual data entry. An additional advantage is the elimination of LEA developed report writing, since the SACS system can be used to generate hard copy reports.

When exporting files from a local SACS accounting system for import into the SACS 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. Data for multiple LEAs and multiple data types (i.e., budget and actuals) may be included in a single file. No special file name needs to be used; the software will accept any correctly formatted file.

The structure of the file will be:


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. If only the county-district 7-digit code is used by an LEA, the SACS system import routine will automatically append 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

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 a sample of records for the 2021-22 budget process (BS1) with 3,567 budget (BB) transaction records and 5,361 estimated actual (BE) transaction records:

” 1”,”EOD”,”01100170000000”,”BS1”,”BE”,”5361”
” 1”,”EOD”,”01100170000000”,”BS1”,”BB”,”3567”

Other Items To Consider When Programming the Extraction Programs

All normal balances should be reported in positive numbers; only 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 their credit balances be reported as negatives.

The following types of accounts should not be included in the file for import to the SACS 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.