File Type Layout Specifications and Examples
Table of Contents
Record Import File Type Layouts
Activities
The Activity file layout is below. Fields must be listed in this order and each field must be accounted for:
- Activity Code (Character)
- Long Description (Character)
- Short Description (Character)
- Record Status (Character - Example: "Active")
- Type Code (Character)
- Waiver Code (Character)
- Category Code (Character)
Activity Sections
The Activity Section file layout is below. Fields must be listed in this order and each field must be accounted for:
- Activity Code (Character)
- Activity Section (Character)
- Activity Season (Character)
- Activity Year (Integer - Example: "2016")
- Long Description (Character)
- Short Description (Character)
- Record Status (Character - Example: "Active")
- Facility Class (Character)
- Facility Location (Character)
- Facility Code (Character)
- Begin Date (Integer in 99/99/9999 format)
- End Date (Integer in 99/99/9999 format)
- Begin Time (Character in a valid time format, such as 10:00AM)
- End Time (Character in a valid time format, such as 1:00PM)
- Monday (Logical. Responses of Yes/No or True/False are valid)
- Tuesday (Logical. Responses of Yes/No or True/False are valid)
- Wednesday (Logical. Responses of Yes/No or True/False are valid)
- Thursday (Logical. Responses of Yes/No or True/False are valid)
- Friday (Logical. Responses of Yes/No or True/False are valid)
- Saturday (Logical. Responses of Yes/No or True/False are valid)
- Sunday (Logical. Responses of Yes/No or True/False are valid)
- Max Count (Integer)
- Min Count (Integer)
- Max Waitlist Count (Integer)
- Begin Age (Decimal)
- End Age (Decimal)
- Aging Date (Blank means "Today's" Date or Integer in 99/99/9999 format)
- Begin Grade (Decimal)
- End Grade (Decimal)
- Comment Code (Character)
Fees
If you want to include Fees in the Import, you can import up to five (5) Fee Records. Fee fields are after the 30 fields above. Each Fee record has eight (8) fields. Fields must be listed in this order and each field must be accounted for. You may repeat this up to five (5) times.
- Revenue GL Code (integer) *
- Revenue Cost Center (character)
- Fee Amount (decimal with no comma values)
- Fee Required (logical - yes / no, true / false)
- Fee Codes (character with caret (^) delimiter, if multiple codes are used)
- Tax Table Code (character)
- Total Price Option (logical - yes / no, true / false)
- Fee Description (character)
Address Lookup
The Address Lookup file layout is below. Fields must be listed in this order and each field must be accounted for:
- Street Address (Number and/or Character) For Example: 548 Foxboro Square
- Apartment (Number and/or Character)
- City (Character)
- Two-Letter State Abbreviation (Character)
- Zip Code (Number and Character, if applicable) For Example: 05414 or 05414-0019
- Category Code (Number or Character)
Additional information to know when importing Addresses:
- The Street Number is retrieved from the "Street" using the first blank and finding the first number from there, so make sure to have the Street Number included in the value.
- If including a 'Category,' the Category Code has to be valid in RecTrac.
- Valid entries include:
- a-z
- A-Z
- 1-0
- ! @ # $ % ^ ( * - + : ; ,
Click Here to See a Sample Import File in .CSV Format
Gift Certificates
The Gift Certificate file layout is below. Fields must be listed in this order and each field must be accounted for:
- Gift Certificate Number (Integer)
- Expiration Date (Date in a standard RecTrac format, such as MM/DD/YYYY)
- Original Amount (Decimal)
- Amount Used (Decimal)
- Issue Date (Date in a standard RecTrac format, such as MM/DD/YYYY)
- Gift Certificate Voided? (Logical. Responses of Yes/No or True/False are valid)
- RecTrac Service Item (Character and/or Number)
- Daily Name (Character)
- Patron's RecTrac Household Number (Integer)
Additional information to know when importing Gift Certificates:
- The Service Item Code has to be included in the Import File, and it has to be valid in RecTrac.
- The Gift Certificate Number has to be in the Import File. If a duplicate number is found, the Gift Certificate is skipped.
- If Full Use Required is enabled for the Service Item and there is an Amount Used value other than "0.00" or <blank>, then the Gift Certificate will be flagged as redeemed (fully used).
- If the Service Item is set to NOT Pre-numbered, then the last Gift Certificate number issued in the Database will be set to the largest number imported, if it exceeds the current last number in the Database.
- A PIN is assigned to the Gift Certificates upon import, just like when a Gift Certificate is sold in RecTrac.
- The Daily Name is updated only if the Household Number imported is 0 or 999999999.
Click Here to See a Sample Import File in .TXT Format
GL Codes
This option allows you to import GL Codes into GL Code Management. Fields must be listed in this order and each field must be accounted for:
- GL Code
- Description
- Account Number
- Fund Number
- Department
- Bank Code
- Project Code
- Misc Interface Information
Click Here to See a Sample Import File in .XLSX Format
Inventory Items
The Inventory Items file layout is below. Fields must be listed in this order and each field must be accounted for:
- Inventory Item Code (character) *
- Item Long Description (character)
- Item Short Description (character)
- Inventory Item Type Code (character)
- Inventory Sub Type Code (character)
- Inventory Item Category Code (character)
- Quantity on Hand (decimal)
- Last Cost (currency)
- Minimum Alert Quantity (decimal)
- Average Cost (currency)
- Sell Unit of Measure (character)
- Sell Units per Inventory Unit (decimal)
- Inventory Unit of Measure (character)
- Inventory Unit per Purchase Unit (decimal)
- Purchase Unit of Measure (character)
- Primary Vendor (character)
- Last Vendor (character)
- Shipping Code (character)
- Bin Location (character)
- Display on Web? (logical - yes / no, true / false)
- Comment Code (character)
- Brochure Code (character)
- UPC Code (character)
Inventory_Sample_Import_File.csv
Fees
If you want to include Fees in the Import, you can import up to five (5) Fee Records. Fee fields are after the 23 fields above. Each Fee record has eight (8) fields. Fields must be listed in this order and each field must be accounted for. You may repeat this up to five (5) times.
- Revenue GL Code (integer) *
- Revenue Cost Center (character)
- Fee Amount (decimal with no comma values)
- Fee Required (logical - yes / no, true / false)
- Fee Codes (character with caret (^) delimiter, if multiple codes are used)
- Tax Table Code (character)
- Total Price Option (logical - yes / no, true / false)
- Fee Description (character)
Additional information to know when importing Inventory Items:
- If Sell Units per Inventory Unit and Inventory Unit per Purchase Unit are provided in the file, then Sell Units per Purchase Unit will be calculated and populated (Sell Units per Inventory Unit * Inventory Unit per Purchase Unit)
- Fields with an asterisk are required and a value must be provided in the import file.
- Fields without an asterisk must be accounted for in the file, but a value is not required in their position.
Users
This option allows you to import RecTrac User IDs into User Management. Fields must be listed in this order and each field must be accounted for:
- UserName (Character)
- Name (Character)
- UserGroups (Character)
- EmailAddress (Character)
- Password (Character)
- PasswordChangedDate (Date)
- RecordStatus (Character)
- NetworkLogon (Character)
- DomainUserSID (Character)
- LoginBeginTime (Character)
- LoginEndTime (Character)
- ViewCreditCardInformation (Character)
- Permissions (Character)
- PasswordNeverExpires (Logical)
- LockedOut (Logical)
- HideFamilyMemberXrefs (Logical)
- AllowProcessOnDefaultDrawers (Logical)
- WorkstationList (Character)
- GroupGlobalSalesPermissions (Character)
- CYSUser (Logical)
- XrefValue (Character)
Click Here to See a Sample Import File in .TXT Format
Parkland Facility Reservation
This is custom coding for Parkland, FL, which imports Facility Reservations for Households based on values from the import file.
- Facility Class (Character)
- Reservation Date (Integer in 99/99/9999 format)
- Begin Time (Character in a valid time format, such as 10:00AM)
- End Time (Character in a valid time format, such as 10:00AM)
- Facility Location (Character)
- Facility Code (Character)
- Part of Facility Purpose (Character)
- Part of Facility Purpose (Character)
- Part of Facility Purpose (Character)
7, 8, and 9 all get combined into the answer of the "VSI Function - Reservation Purpose" question, separated by a hyphen. You do not need to fill in all 3.
Reston Household Status Update
This is custom coding for Reston, VA, which imports households and changes the status to Active or Inactive based on values from the import file.
VT State Parks Inventory
This is custom coding for Vermont State Parks, which imports rental items created outside of RecTrac.
Westerville Household Update
This is custom coding for Westerville, OH, which updates households based on values from an import file.