1     INTRODUCTION

  1.1     SAM II Data Structures
      1.1.1     Tables
      1.1.2     Documents
  1.2     Types of Conversions
      1.2.1     Consumable Inventory Conversion
      1.2.2     Fixed Asset Conversion
  1.3     SAM II Interface Transactions
      1.3.1     Accounts Receivable Documents
      1.3.2     Budget Documents
      1.3.3     Accounts Payable Documents
      1.3.4     Fixed Asset Documents
      1.3.5     Job Cost
      1.3.6     Purchasing Documents
      1.3.7     Grants
      1.3.8     Projects
      1.3.9     Other

1    Introduction

The purpose of this document is to explain the interface process that agencies will use to supply information to be loaded to the SAM II Financial system.

All interface data will be received in the form of sequential electronic files. These files will be in the format of a SAM II table or a SAM II document and will use existing functionality to import them into the SAM II system. To ensure the accuracy of the data, the same edit programs that apply to on-line transactions will be applied to the interface files when loaded to SAM II.

New interfaces must be approved by the Office of Administration before test files are submitted. To request approval to submit a new interface, send an email to the OA-ITSD Financial Support help desk (financial@oa.mo.gov ). The help desk will coordinate with the other central approval agencies if their approvals are needed. If you have any question regarding this procedure, call the OA-ITSD Financial Support help desk at (573) 522-1500, option 1.

Your request must include the agency name, agency number, and applicable document type(s). The Office of Administration will review the request and notify the agency when it is approved or denied.

The test data must be delivered via FTP or saved to an OA- State Date Center dataset which has been established by OA-ITSD Financial Support staff. Email dataset (s) to the OA-ITSD mailbox (financial@oa.mo.gov ). Contact the OA-ITSD Financial help desk if you have any questions regarding interface testing. (522-1500, Option 1).

Production ready interfaces should be written to an OA-State Data Center file established by OA-ITSD Financial Support. This can be accomplished through the FTP process or State Data Center customers may write directly to the file. The agency will be granted authority to update the dataset. The SAM II nightly cycle backs up the dataset contents at 6:00 p.m. and loads the data into SAM II. The dataset is then emptied out to ready it for the next day's business. The OA-ITSD Financial help desk can assist with data transmission questions or problems. Production loads cannot be delivered through email or on diskette.

Some interfaces require an accompanying "Detail Transaction Report" and a "Totals and Signature Line Report". Interface file and Transaction report layout information is available under the Document and Table Interface Information section of the SAM II Financial website.

1.1     SAM II Data Structures

Within SAM II, there are two types of interface data structures: tables and documents. Each of these data structures are explained below, along with the conversion or interface layouts.

General guidelines when building a document or table interface include:

1. All alpha-numeric data elements must be uppercase only.
2. Numeric fields with a decimal value should be received without a decimal point inserted unless otherwise stated.
3. Alpha-numeric fields should be left-justified and space filled unless otherwise stated.

1.1.1     Tables

Tables are files that can be viewed on-line. They are used to maintain control settings, maintain reference information, and record information. Each table has a unique file layout and every record within the table has the same layout. Separate files should be created for each table type.

Interface files are loaded into the SAM II system using a database utility. This utility applies the same edits that would be applied if the information were entered on-line. Every record that has a severe error or would result in a duplicate record on the table will be reported by the utility and NOT loaded onto the table. This information will be disseminated back to the agencies.

1.1.2     Documents

Documents are maintained through the Document Suspense File table on-line. They are used to record actions that take place, whether it be an accounting action like a Payment Voucher or a creating action like establishing a Project. Documents may require a header and/or detail line, depending on the type of document. Every document will have a Detail Line (record type L). This records the information that is unique for each line of a document. The majority of documents will have a Document Header (record type D) to group the Detail Lines together. The header records contain information that is shared by all the lines in the document but is unique for the document itself. Document header numbers cannot be duplicated on the submitted interface or on any subsequent information. Interface document number information is subject to the same edits as other SAM II online documents. An interface file should contain only one document type.

The first Document Header record for the file must be the first record in the file. This header is followed by all the Detail Lines that are associated with that header. The next record is the second Document Header followed by its lines. This pattern continues for the entire file. This is how the file needs to be loaded into the SAM II system. The file can actually be created in an order that makes more sense to the programmer and be sorted to put it into the proper order before submitting it to OA for loading.

1.1.2.1     Creating a Document Interface

The record length for every document file will be 930 bytes with a block size of 27900. Each record in a document file must be prefixed by a group of fields that are used as the key identifier for a document. These are as follows:

These fields are listed in the file layouts. When creating a document detail record (L), the batch and document information in the prefix section must match the document header record this line is grouped under.

As the layout specifies, the document records for document header and document line each start in position one. This results in a file that may look like this:

This method of creating a document is the same for each document type.

1.2     Types of Conversions

Below is a listing of the types of conversions that may be necessary from an Agency. If an agency has this type of legacy data, then the conversion listed below is necessary

1.2.1     Consumable Inventory Conversion

The inventory conversion will be handled by a series of table loads. The tables that need to be loaded are:

ABC Parameter (ABCP)
Warehouse Management (WHS2)
Inventory Inquiry (INV3)
Inventory by Keyword (INKY)

These tables control the parameters and balances for the inventory sub-system.

1.2.2     Fixed Assets Conversion

Fixed Assets are established through the use of the Fixed Asset Acquisition (FA) document. Every asset that is to be tracked through the SAM II system must be set up with a FA document. The Fixed Asset Conversion section on the SAM II Financial website provides additional information regarding conversions.

1.3     SAM II Interface Transactions

This section indicates which transactions will be allowed to be input via an interface file from the agencies. A further distinction is made to indicate if the interfaced transactions will be loaded into SAM II with approvals applied. If not, the documents will need to have a central approval.

1.3.1     Accounts Receivable Documents

The accounts receivable documents are required to be input into SAM II if an Agency has receivables from customers. The transactions listed below are required to operate the Accounts Receivable system. However, at a minimum, the Cash Receipt (CR) will be needed to record revenue into SAM II.

Description of the Accounts Receivable Documents
CR - Cash Receipt
      This document is used to record the cash receipt or revenue collections in the State. This document can reference an accounts receivable document, if appropriate.

CRQ - Quick Cash Receipt
      This document is used to record deposits into local banks.

NF - Non Sufficient Funds
      This document is typically used to reverse bad checks that have been applied to a receivable (RE) document, thereby, re-opening the receivable and charging bad check fees if appropriate.

RE - Receivables
      This document is used to record account receivable information against a customer's account. All accounts receivable are required to be input into SAM II. However, with approval by the Office of Administration, summarized accounts receivable information can be posted on a periodic pre-determined basis. If summarized accounts receivable are used, cash receipts need to reference the receivables to reduce the receivable balance.

RM - Receivable Credit Memo
      This document is used to post a credit memo against an accounts receivable balance.

1.3.2     Budget Documents

The documents below are those that are used to enter or change an appropriation, allotment or an expense budget. These documents can be entered on-line or interfaced and will need to be approved by OA Budget and Planning.

Description of the Budget Documents
AL - Allotment
      This document is used to set up and make changes to an allotment. It is also used to make the governor’s reserve available to spend.

AP - Appropriation
      This document is used to set up and make changes to an appropriation. It is also used to release the Governor’s Reserve or deactivate an appropriation.

AR - Agency Reserve
      This document can be used by an agency to set aside appropriated dollars on their own budgets. Budget and Planning will not be approving these documents.

EB - Expense Budget
      This document is used to set up and make changes to an expense budget. It is also used to deactivate an expense budget.

EB2 - Modified Expense Budget
      This document is used to modify expense budget lines.

RB - Revenue Budget
      This document is used to set up and make changes to a revenue budget. It is also used to deactivate a revenue budget.

TA - Transfer Appropriation
      This document is used to transfer an appropriation amount to another appropriation. A good example might be the set up of an administrative appropriation after the Legislative Budget has been approved.

TB - Transfer Budget
      This document is used to transfer an expense budget amount to another expense budget. The most logical usage of this document is when an agency wants to set up spending control at the detail expense budget level and then make adjustments.

1.3.3     Accounts Payable

These documents are the available accounts payable documents in SAM II that can be interfaced by the agencies.

Description of the Accounting Documents
MP - Multiple Vendor Payment Voucher
      This document will be used for generating multiple payment vouchers for vendors that are being paid out of the same accounting distribution for various amounts. When a MP is accepted in SAMII, the system automatically creates a PVV document that must be taken to an accept status prior to the issuance of a check.

PVE - Expense Payment Voucher
      This document will be used to make payments to employees for reimbursements submitted on an expense account form.

PVQ - Quick Payment Voucher
      This document will be used for unencumbered payments below $3,000 and for payments using an exempt object code regardless of dollar amounts.

PVS - Special Payment Voucher
      This document will be used to make payments for ERS/PGA payments. This document does not require a purchase order to be referenced. However, a purchase order can be referenced if appropriate.

P1 - Vendor Payment Voucher
      This document is used to request payment against encumbrances. This document will need to reference the purchase order and the vendor invoice in order to process appropriately.

VIQ - Quick Vendor Invoice
      This document is used to record a vendor’s invoice against a purchase order. It requires a valid reference to an existing purchase order.

REPV - Recurring Payment Voucher
      The Recurring Payment Voucher (REPV) contains information used by the system to automatically create Payment Voucher (PV) documents on a approximately the 23rd of each month. For example, you can enter data in this table representing monthly utility payments and the system creates payment voucher documents using this data each month. The table is set up with header and line information. You cannot change the header information after a table is added. The system uses the header and line information each month to generate the associated PV documents. The REPV does not roll forward to the next fiscal year. The REPV must be set up each fiscal year. Recurring payments may be encumbered. The associated purchase order must be established with linking off to keep a Automatic Payment Voucher (PVA) from being generated.

1.3.4     Fixed Assets

      The documents listed below are used for adding or changing fixed asset information. All fixed asset information is required to be recorded in SAM II.

Description of the Fixed Asset Documents
FA - Fixed Asset Acquisition
      This document is used to record fixed assets when they are acquired.

FD - Fixed Asset Disposition
      This document is used to record the disposal of fixed assets.

FT - Fixed Asset Transfer
     This document is used to transfer an asset from one agency and/or organization to another.

1.3.5     Job Cost
      The documents below are used to set up a job for both accounting and billing purposes.

Description of the Job Cost Documents
JB - Job Control
      The JB document is used to set up a job for future use on accounting transactions.

JC - Job Charge
      A JC document is used to record costs against a job, that have no accounting impact.

1.3.6     Purchasing Documents/Tables

These documents/tables are used to record purchasing activities. Refer to the SAM II Policy and Procedures manual for proper coding instructions.

Description of Purchasing Documents/Tables
AM - Price Agreement Master
      Price Agreement Master (AM) Document is used in the SAM II system to establish Price Agreements and to facilitate contract administration. One of two types of purchase orders can be issued off a particular Price Agreement that has been established via an AM document, the Quick Price Agreement (PGQ) document or Service Contract (SC) document. Price Agreements provide system edits to enforce contract terms, including a specified contract period, relating to either unit price verification (PGQ documents) or maximum dollar amount (SC documents).

NR - Non Pre-Encumbering Requisition
      Agencies request the establishment of a new price agreement that exceeds their authority by submitting a Non-Pre-Encumbering Requisition (NR) Document to OA/Division of Purchasing and Materials Management (DPMM). Agencies may also use the NR to submit their request for a future year purchase or renewal of a price agreement.

PDQ - Quick Decentralized Purchase Order
      These local Purchase orders may be utilized by any state agency to purchase supplies In accordance with their local purchase authority. The establishment of this purchase order will automatically encumber the funds necessary to pay for the supplies. The PDQ includes quantities, units of measure, and unit prices.

PGQ - Quick Price Agreement
      These price agreement orders may be utilized by any state agency to process an order for supplies which are included in an established price agreement (contract). PGQ documents are utilized to issue orders against price agreements that involve fixed unit prices, units of measure, and quantities.

RC - Receiver
      Receiver (RC) documents are used to record the receipt of supplies referenced against a specific purchase order document which has been accepted into the SAM II System.

RXQ - Quick Requisition
      Agencies request the procurement of a one-time purchase that exceeds their authority by submitting a Quick Requisition (RXQ) to OA/Division of Purchasing and Materials Management (DPMM). The RXQ, unlike the NR, includes accounting distribution information and will pre-encumber funds.

SC - Service Contract
      These price agreement orders may be utilized by any state agency to process an order for supplies that are included in an established price agreement (contract). SC documents are utilized to issue orders against price agreements that involve pricing stated as a total price or a guaranteed not-to-exceed price.

SCS - Simplified Service Contract
      These local purchase orders may be utilized by any state agency to purchase supplies in accordance with their local purchase authority. The establishment of this purchase order will automatically encumber the funds necessary to pay for the supplies. The SCS should be used for service type purchases. The SCS does not include quantities, units of measure, nor unit prices. The pricing on the SCS is a total price or a guaranteed-not-to-exceed price.

PATX - Price Agreement Text
      The Price Agreement Text (PATX) table is used to enter and store general comments about the price agreement.

PCTX - Price Agreement Commodity Text
      The Price Agreement Commodity Text (PCTX) table is used to enter and store text associated with price agreement (commodity) lines.

PTEX - Purchasing Text
      The Purchasing Text (PTEX) table is used to enter and store text associated with purchase order document commodity lines.

RCTX - Receiver Text
      The Receiver Text (RCTX) table is used to enter and store text associated with receiver document commodity lines.

RXTX - Requisition Text
      The Requisition Text (RXTX) table is used to enter and store text associated with requisition document commodity lines.

1.3.7     Grants

      The documents below are used to set up a grant for both accounting and billing purposes.

Description of Grant Documents
FM - Federal Aid Master
      The FM document is used to set up a grant for future use on accounting transactions.

FX - Federal Aid Charge
      A FX document is used to record costs against a grant and has no accounting impact.

FAIT - Federal Aid Inference
      The Federal Aid Inference (FAIT) Table establishes the different accounting distributions that can be posted against a grant and infers the established grant (federal aid number) to the transaction. The table must be set up before a grant transaction can be processed, if the Federal Aid Management Subsystem is being used. The Federal Aid Inference (FAIT) Table allows agencies to set restrictions on what accounting distributions can be used to post transactions to grants. The controls on the Federal Aid Inference (FAIT) Table are determined on the Fund/Agency (FGY2) Table at the beginning of each fiscal year. Only documents entered with a Reporting Category (RPTG) are referenced against this table.

1.3.8     Projects

      The documents below are used to set up a project for both accounting and billing purposes.

Description of Project Documents
PJ - Project Management Master
      This document establishes the project number and associated budget for use in future accounting transactions.

PX - Project Charge
      A PX document is used to record costs against a project and has no accounting impact.

PZ - Project Participation
      This document is used to associate valid program/providers and their contribution amount associated to a project for billing and obtaining reimbursement from the funding sources.

1.3.9     Other

This last entry is a table interface used to populate the vendor income table for 1099 reporting purposes.

      Vendor Income Maintenance (Lottery Commission only)