Document Layouts
The Suspense File document files contain information regarding documents on the Suspense File at the beginning of the business day. The information on this file is refreshed after nightly cycle processing completes. Documents that contain 'TEM' in the first three characters of the document number are considered template documents and are not included in the extract. The file contents can be imported into Access or Excel using the | (pipe) character as the field delimiter. This character can be found directly under the backspace button on the keyboard.
The files may contain a large number of records at various times throughout the year. We recommend that agency IT staff sort off records based on your selection criteria (i.e. document agency, accounting line agency, fund, appropriation, etc.) before you attempt to import it into Access or Excel. If you need any assistance with this, please call the SAM II Financial Technical Help desk at 573-522-1500 and choose option 1.
Header files are provided as a convenience to those who want to import the SUSF data into Excel or Access. It contains the column headers using the same delimiter as the data file. If the browser opens the file instead of providing a 'Save As' prompt, perform a 'Save As' action after the contents have been displayed to store it as a text file on the hard drive before importing it into Excel or Access.
| Excel/Access Header File | Document Type | File Name and Layout |
|---|---|---|
| Cash Receipt | CR, CRP, CRQ | SUSF-File-CR-Layout.txt |
| Federal Aid Charge | FX | SUSF-File-FX-Layout.txt |
| Fixed Asset Acquisition | FA | SUSF-File-FA-Layout.txt |
| Fixed Asset Disposition | FD | SUSF-File-FD-Layout.txt |
| Fixed Asset Modification | FC | SUSF-File-FC-Layout.txt |
| Fixed Asset Transfer | FT | SUSF-File-FT-Layout.txt |
| Journal Voucher | JV, JVR | SUSF-File-JV-Layout.txt |
| Over the Counter | OC | SUSF-File-OC-Layout.txt |
| Payment Voucher | P1, PV, PVA, PVQ, PVS, PVV | SUSF-File-PV-Layout.txt |
| Price Agreement | PG, PGQ | SUSF-File-PG-Layout.txt |
| Purchase Order - Centralized | PC, PCQ | SUSF-File-PC-Layout.txt |
| Purchase Order - Decentralized | PD, PDQ | SUSF-File-PD-Layout.txt |
| Receiver | RC | SUSF-File-RC-Layout.txt |
| SC, SCS | CI | SUSF-File-CI-Layout.txt |
| Service Contract | SC, SCS | SUSF-File-SC-Layout.txt |
| Stock Transfer Issue | TI | SUSF-File-TI-Layout.txt |
| Stock Transfer Receipt | TR | SUSF-File-TR-Layout.txt |
| Vendor Invoice | VIQ | SUSF-File-VIQ-Layout.txt |