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.
