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Print
pdf version of ASCII specifications
This system allows for the import of individuals and debts
into the Setoff Debt Collection software created by the
South Carolina Association of Counties . It is not
necessary to enter information manually into this software
system if you can create a file on external media:
diskette(s), CD, JAZ, or ZIP drive.
If you do
not have a method of creating an external file or you only
have information on paper, then you can start entering your
data into the system. The load is just a convenient and
time-saving way to build your system with debts.
Use the
following format to create an external file to be sent to
the South Carolina Association of Counties. It will be
imported into the master Setoff Debt system and then
returned to you in a format that can be installed into your
external software system.
File Layout:
Field Field
Description Positions Special
Comments
|
1 |
Reserved for SCAC
use |
1 - 9 |
|
|
2 |
Social Security
Number |
10 - 18 |
Must be nine
numbers |
|
3 |
Last Name |
19 - 32 |
|
|
4 |
First Name |
33 - 42 |
|
|
5 |
Entity Code |
43 - 46 |
Code assigned by
SCAC |
|
6 |
Street Address |
47 - 72 |
|
|
7 |
City |
73 - 86 |
|
|
8 |
State |
87 - 88 |
|
|
9 |
Zip Code |
89 - 93 |
|
|
10 |
Zip+4 |
94 - 97 |
|
|
11 |
Date of Default |
98 - 105 |
Century (98-99)
ex. 20
Year (100-101) ex. 02
Month (102-103) ex. 09
Day (104-105) ex. 12 |
|
12 |
Amount of Debt |
106-114 |
Seven integers, two
decimals
Use leading zeros, i.e.
$1,265.48 would be 000126548 |
|
13 |
Add/Reduction/Deletion/Protested |
124 |
'A' (add) for
Initial Load,
'R' (reduction),
'D' (deletion)
‘P’ (protested)
'R' signifies Amount of Debt reduced to not
BY (put new debt in Amount of Debt).
'D' put zeroes in Amount of Debt |
|
14 |
Entity Account
Number |
125 - 136 |
|
|
15 |
Carriage
Return/Line Feed |
137 - 140 |
|
|
GEAR
Participants Only: |
|
15 |
Debt System
Identifier |
137 |
‘S’ (Setoff system)
‘G’ (GEAR system) |
|
16 |
Carriage
Return/Line Feed |
138 - 139
|
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Additional
technical notes:
All records
should have a Carriage Return (CR) and Line Feed (LF) code
at the end.
Note:
Placing the actual characters CR and LF are not sufficient.
The ASCII characters for Carriage Return and Line Feed are
required.
Contact your
computer support, search the web or call the South Carolina
Association of Counties for assistance.
Copy the
data file to one of these external media devices: diskette(s)
,CD, JAZ or ZIP drive. The name of the file doesn’t matter.
Be sure to put your Entity name and the words INITIAL LOAD
or ADJUSTMENT on the label, jewel case or container.
We will send
you an import verification report before we load your data.
Once you reply by email that the file is correct, it will be
loaded. Should we detect any problems with the layout
and/or the actual data, we will contact you and discuss the
necessary revisions. The layout must be exact, with
all fields complete and in the correct positions.
Your Initial Load must include all accounts to be submitted
to DOR. When sending Adjustment files send only
those accounts, which are to be Reduced, Deleted or
Protested. Adds can only be sent in the Initial Load. They
will be omitted if on an Adjustment file.
What is
ASCII ?
ASCII,
pronounced “ask-key” stands for the American Standard
Code for Information Interchange. It
was established to achieve compatibility between various
types of data processing equipment. It is the common code
for microcomputer equipment (personal computers).
UNICODE is a
more modern term for a standard interchange file. It used
in many Windows software applications.
CR (carriage
return) - moves the cursor (or print head) all the way to
the left, but does not advance to the next line.
LF (line
feed) - moves the cursor (or print head) to a new line.
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