Payment Batch Import File Format

To upload the batch, input your data into an Excel spreadsheet and create a column for each of the headings below. The maximum number of characters per column is noted in parentheses.

IMPORTANT: The upload file cannot exceed 1000 rows or have additional spaces outside those noted below. When uploading the file, do not include the column headings shown below or a row with totals.

Dept ID

Customer

Code (5)

Item

Code

(12)

GL

Location

(1)

GL

Account

(6)

GL

CC

(5)

GL

Fund

(5)

GL

Project

(6)

GL

Sub

(2)

GL

Object

(4)

GL

Source

(6)

GL

Description

(20)

GL

Reference

(10)

Payment

Code

(12)

Payment

Reference

(40)

Payment

Amount

(11)

  • Department ID Customer Code: Your campus location and department code that matches the deposit slip. For UCLA, it's 4xxxx.
  • Item Code: 43580BATCH (This item code must be used for all items, DO NOT USE YOUR DEPARTMENT ITEM CODE.)
  • GL information: The general ledger account to which the credit is applied. This data will be validated against the financial system to ensure the GL used is valid and active.
  • Payment Code: The paycode you normally use for the deposit when posting in CASHNet. Must be a currently active paycode available on your CASHNet station.
  • Payment Reference: If uploading checks, indicate check #. Additional description information is at your discretion.
  • Payment Amount: Do not include commas or dollar signs AND use two digits after the decimal, e.g., 98765431.00.

Note: Please enter every check received on a separate line to make returned checks easier to identify.