Transfer Security Refunds (REFUND.APS) File Layout

This file layout is used for the Refund.APS file, which is required to manually transfer funds made to your accounting or general ledger system (refer to the Refunds & Forfeits Tab).

eSite creates the REFUND.APS file when security refund transactions are processed if the Transfer Security Refunds property policy is set to Transfer to AP. This creates accounts payable transactions in the eSite Output directory (C:\amsiweb\esiteweb\output) suitable for transferring to your accounts payable system.

The Refund.APS Format global policy must be set on the AME, Interface Tab. Options include Table Format and Version 1 or 2, standard or enhanced.

The file name for the Refund.APS (Table Format) is a hard coded value to identify it as the refund file from eSite.

Note

If you wish to change where the Refund.APS file is sent, manually edit the root web.config file to specify the new location and eFinancials will read the file at this new location when accessed via the Deposit Refund Import function. Under appSettings, add the following key:

<?xml version="1.0"?>

This entry is added within the <appsettings></appsettings> tags. "Refundpath" can be any folder you want to specify to which the Refund.APS files are copied, and "DatabaseSet" is the Dataset name that you are currently logged into.

Example

where 'esiteweb\output' is the RefundPath and 'Amsi 7.1.0 Testing is the DatabaseSet.

Field	Field Name	Type	Length	Description
1	PropertyID	Character	10	Property ID
2	Building	Character	5	Building ID
3	Unit	Character	8	Unit ID
4	ResID	Numeric	2	Resident ID
5	VendorID	Character	10	Vendor ID
6	Voucher	Character	8	Voucher
7	Date	Numeric	8	SODA date (yyyymmdd)
8	Amount	Numeric	10	Amount
9	Period	Numeric	6	Period
10	ShortName	Character	10	Short Name
11	Resi/Vendor Name	Character	50	Resident/Vendor Name
12	Attention	Character	40	Attention
13	Address	Character	52	Street address for the Resident/Vendor
14	City	Character	25	City
15	State	Character	2	State
16	Zip	Character	10	Zip Code
17	GLAccount	Character	20	GL Account Number
18	Description	Character	40	BuildingUnitResidentShortNameMoveOutDate
19	DefaultInvoiceID	Character	20	Default Invoice ID

To avoid overwriting an existing file, the new REFUND.APS file is given a unique file name that includes the user ID, date, time stamp, and file type as follows:

File naming convention: UserIDYYYYMMDD-HHMMSS-REFUND.APS

Sample file name: Supervisor20030101-162344-REFUND.APS

Field	Field Name	Type	Length	Description
1	Company	Character	2	The first two characters of eSite property ID appear in this field.
2	Project	Character	3	The next three characters of eSite property ID appear in this field.
3	Building	Character	2	The first two characters of eSite building ID appear in this field.
4	Unit	Character	6	The first six characters of eSite unit ID appear in this field.
5	ResID	Character	2	The last two digits of eSite resident ID appear in this field.
6	Vendor	Character	6	The user assigned vendor ID appears in this field. The ID can be new or it can already exist.
7	Voucher	Character	8	The user assigned voucher number. The field can be blank.
8	Date	Numeric	6	This field shows the transaction date using the format YYMMDD.
9	Amount	Numeric	10	This field shows the amount of refund.
10	Period	Numeric	4	This field shows the period, which is based on eSite calendar using the format YYMM.
11	Shortname	Character	10	The vendor short name.
12	Name	Character	40	The vendor long name, which is the name of the occupant.
13	Attention	Character	40
14	Address	Character	30
15	City	Character	15
16	State	Character	2
17	Zip	Character	9
18	Account	Character	10	The general ledger account number with no formatting included.
19	Resident Name	Character	20	The resident name.
20	Description	Character	15	Depending on the selected format, this field is Refunds or bldg+unit+last name combination.
21	SSN	Numeric	9	This field is optional.

To avoid overwriting an existing file, the new REFUND.APS file is given a unique file name that includes the user ID, date, time stamp, and file type as follows:

File naming convention: UserIDYYYYMMDD-HHMMSS-REFUND.APS

Sample file name: Supervisor20030101-162344-REFUND.APS

Field	Field Name	Type	Length	Description
1	Property ID	Character	10	The eSite property ID appears in this field.
2	Building	Character	2	The first two characters of eSite building ID appear in this field.
3	Unit	Character	6	The first six characters of eSite unit ID appear in this field.
4	ResID	Character	2	The last two digits of eSite resident ID appear in this field.
5	Vendor	Character	6	The user assigned vendor ID appears in this field. The ID can be new or it can already exist.
6	Voucher	Character	8	The user assigned voucher number. The field can be blank.
7	Date	Numeric	6	This field shows the transaction date using the format YYMMDD.
8	Amount	Numeric	10	This field shows the amount of refund.
9	Period	Numeric	4	This field shows the period, which is based on eSite calendar using the format YYMM.
10	Shortname	Character	10	The vendor short name.
11	Name	Character	40	The vendor long name, which is the name of the occupant.
12	Attention	Character	40
13	Address	Character	30
14	City	Character	15
15	State	Character	2
16	Zip	Character	9
17	Account	Character	10	The general ledger account number with no formatting included.
18	Resident Name	Character	20	The resident name.
19	Description	Character	15	Depending on the selected format, this field is Refunds or bldg+unit+last name combination.
20	SSN	Numeric	9	This field is optional.