To upload Statements of Account data to the FDSR system, you need to format the data so that the FDSR system can accept it.
You may have to do this manually, or your IT staff may provide you with a utility to extract the data from your records and format it for the FDSR system. In either case, you need to know the following information about how the FDSR system needs the data formatted.
The information you need to provide to the FDSR system is shown in the FDSR system fields table.
You may upload as many data files as required. If the data file contains records that have already been uploaded or added to the FDSR system (duplicate records), or if even one of the data files is formatted incorrectly, the system will display an error message indicating that the upload was unsuccessful and identifying the incorrect or duplicate file. In this case, you will need to view and correct errors in your data file, and upload it again.
Format your data file so that each line of data in the data file contains all the information for one Statement of Account record. These examples of formatted files ready for uploading will help you understand how your files will need to be formatted.
Separate the fields in each line of data by commas so the FDSR system will be able to identify and place the data in the appropriate fields.
For fields that have a number value, do not use commas as part of the value. Instead, enter the number without commas. For example, enter the value of 2,375,148 as 2375148.
For any nil values (fields for which the SoA has no data), enter a zero (0) between the two commas.
You can create your formatted data files in either Excel or Notepad, and you must save them in specific file types for proper uploading.
The FDSR system does not require that the data file include a header record or header file.
The FDSR system does not require quotation marks (” ”) around individual field content, or empty quotation marks to indicate a field with no content. If you have an automated script that creates and formats your data file and that includes these quotation marks, you need not change it. The FDSR system will still accept these quotation marks, but it no longer requires them.
The unique grant number that the FDSR system creates for each grant Statement of Account is made up of the contents of up to three of the fields in your formatted data. In order for FDSR to create the grant number, you need to enter the data in those fields exactly as required. This explanation of how the grant number is created will help you format your data correctly.