Travel Agency Data Upload Format
In addition to the standard formatting rules that apply to all batch upload file formats, keep the following points in mind about the XML format:
The file must begin with the standard XML version line such as:
<?xml version="1.0" encoding="UTF-8"?>
The root (first) tag for collector files must be the <agencyData> tag, and the file must contain only one <agencyData></ agencyData > tag. This tag also contains attributes that identify the schema the document adheres to, such as:
<agencyData xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance"
xmlns="http://www.kuali.org/kfs/tem/AgencyData"
xsi:noNamespaceSchemaLocation="../build/project/xsd/tem/AgencyData.xsd">
Following the batch tag must be the <importBy> tag. This section indicates how the imported transactions will be handled. By TRV prepares the record for manual reconciliation to a TEM document and By TRP prepares the record for automatic reconciliation. Like the agencyData tag, the file must contain only one <importBy></importBy> tag.
Next comes a <record> tag. This tag contains other tags that represent the fields of the credit card transaction. There can be many <record></record> tags back to back. The <record> tag includes the following information:
Trip Info
Traveler Info
Accounting Info, this is another tag <accountinginfo> and there can be up to three sets of <accountinginfo> </accountinginfo> tags.
Airline Record, Lodging Record or Car Rental Record (there will only be one of these per <record></record>
Conference Registration
Processing Info
Travel Agency Data Upload Format
|
Name |
Type |
Max Size |
Required? |
Special Formatting |
|
Agency Information | ||||
|
Agency Data ID |
Integer |
10 |
|
|
|
Credit Card or Agency Code |
Character |
4 |
Yes |
Validated against the Credit Card or Agency table. |
|
Agency |
Character |
20 |
|
|
|
Other Company Name |
Character |
30 |
|
|
|
Agency File Name |
Character |
50 |
|
|
|
Merchant Name |
Character |
40 |
|
|
|
Billing Cycle Date |
Date |
10 |
|
YYYY-MM-DD |
|
Trip Information | ||||
|
Trip ID |
Character |
12 |
|
Required for By TRP method must match TEM Doc Number. |
|
Trip Invoice Number |
Character |
20 |
Yes |
|
|
Trip Traveler Type ID |
Character |
1 |
|
|
|
Other Amount |
Number |
8,2 |
|
Money format (two decimal places) |
|
Traveler Information | ||||
|
Traveler Name |
Character |
50 |
Yes |
|
|
Traveler ID |
Character |
9 |
|
|
|
Traveler Network ID |
Character |
9 |
|
Required for by TRV method, employee ID. |
|
Trip Expense Amount |
Number |
8,2 |
|
Money format (two decimal places) |
|
Alternate Trip ID |
Character |
20 |
|
|
|
Trip Arranger Name |
Character |
50 |
|
|
|
Accounting Information (up to three accounts can be identified) | ||||
|
|
Character |
2 |
|
|
|
Account Number |
Character |
7 |
|
|
|
Sub-Account Number |
Character |
5 |
|
|
|
Character |
4 |
|
| |
|
Character |
3 |
|
| |
|
Character |
10 |
|
| |
|
Organization Reference |
Character |
8 |
|
|
|
Group Object Code |
Character |
20 |
|
|
|
Distribution Code |
Character |
4 |
|
Validated against the Agency Service Fee table. |
|
Airline Record | ||||
|
Trip Departure Date |
Date |
10 |
|
YYYY-MM-DD |
|
Trip Return Date |
Date |
10 |
|
YYYY-MM-DD |
|
Fare Saver Code |
Char |
1 |
|
|
|
Air Book Date |
Date |
10 |
|
YYYY-MM-DD |
|
Air Carrier Code |
Character |
3 |
|
|
|
Air Ticket Number |
Character |
20 |
|
|
|
PNR Number |
Character |
20 |
|
|
|
Air Ticket Class |
Character |
20 |
|
|
|
Air Transaction Amount |
Number |
8,2 |
|
Money format (two decimal places) |
|
Air Base Fare Amount |
Number |
8,2 |
|
Money format (two decimal places) |
|
Air Tax Amount |
Number |
8,2 |
|
Money format (two decimal places) |
|
Air Low Fare Amount |
Number |
8,2 |
|
Money format (two decimal places) |
|
Air Reason Code |
Character |
1 |
|
|
|
Air Segment ID |
Character |
100 |
|
|
|
Air Destination Code |
Character |
3 |
|
|
|
Air Service Fee Number |
Character |
20 |
|
|
|
Air Service Fee Amount |
Number |
8,2 |
|
Money format (two decimal places) |
|
Transaction Unique ID |
Character |
40 |
|
|
|
Lodging Record | ||||
|
Itinerary Number |
Character |
20 |
|
|
|
Lodging Prepay Date |
Date |
10 |
|
YYYY-MM-DD |
|
Lodging Amount |
Number |
8,2 |
|
Money format (two decimal places) |
|
Lodging Prepay Days Number |
Character |
3 |
|
|
|
Lodging Property Name |
Character |
30 |
|
|
|
Lodging Arrival Date |
Date |
10 |
|
YYYY-MM-DD |
|
Lodging Departure Date |
Date |
10 |
|
YYYY-MM-DD |
|
Lodging Booking Date |
Date |
10 |
|
YYYY-MM-DD |
|
Lodging Property City Name |
Character |
40 |
|
|
|
Lodging Property State Code |
Character |
2 |
|
|
|
Lodging Country Name |
Character |
40 |
|
|
|
Rental Car Record | ||||
|
Itinerary Number |
Character |
20 |
|
|
|
Rental Car Amount |
Number |
8,2 |
|
Money format (two decimal places) |
|
Rental Car Number of Days |
Character |
3 |
|
|
|
Rental Car Company Name |
Character |
30 |
|
|
|
Rental Car Open Date |
Date |
10 |
|
YYYY-MM-DD |
|
Rental Car Close Date |
Date |
10 |
|
YYYY-MM-DD |
|
Rental Car Fuel Amount |
Number |
8,2 |
|
Money format (two decimal places) |
|
Rental Car Additional Amount |
Number |
8,2 |
|
Money format (two decimal places) |
|
Rental Car Tax Amount |
Number |
8,2 |
|
Money format (two decimal places) |
|
Rental Car Surcharge Amount |
Number |
8,2 |
|
Money format (two decimal places) |
|
Rental Car Government Surcharge Amount |
Number |
8,2 |
|
Money format (two decimal places) |
|
Rental Car Bill Amount |
Number |
8,2 |
|
Money format (two decimal places) |
|
Rental Car Detail Text |
Character |
100 |
|
|
|
Conference Registration | ||||
|
Registration Company Name |
Character |
50 |
|
|
|
Registration Amount |
Number |
8,2 |
|
Money format (two decimal places) |
|
Processing Information | ||||
|
Transaction Posting Date |
Date |
10 |
|
YYYY-MM-DD |
|
Creation Timestamp |
Timestamp |
8 |
|
HH:MM:SS |
|
Processing Timestamp |
Timestamp |
8 |
|
|
|
Move to History Indicator |
Character |
1 |
|
|
Glossary of Terms