Commission Regulation (EC) No 941/2008 (repealed)Show full title

ANNEX II U.K. Technical specifications for the transfer of computer files to the EAGF and EAFRD from 16 October 2008

INTRODUCTION U.K.

These technical specifications apply in respect of the financial year 2008, which commenced on 16 October 2007.

1. Transfer medium U.K.

The coordinating body of the Member State must transfer the computer files and the relating documentation to the Commission through STATEL/eDAMIS. The Commission will only support one installation of STATEL/eDAMIS per Member State. The latest eDAMIS client and more information on the use of STATEL/eDAMIS shall be downloaded from the CIRCA web-site of the agricultural funds.

2. Computer file structure U.K.

2.1. The Member State must create a computer record for each individual component of the EAGF/EAFRD payments and receipts. These components are the individual items of which the payment (receipt) to (from) the beneficiary consists. U.K.

2.2. The records must have a flat file structure. If fields have more than one value, separate records containing all data fields are required. Make sure that no double counting occurs(1). U.K.

2.3. All information for the same category of payments or receipts must be contained in the same computer file. Separate files relating to the same payments (e.g. for traders or inspections, or for basic and measure data) are not allowed. U.K.

2.4. The computer files must have the following characteristics: U.K.

(1)

The first record in the file (header row) contains the file description. The field names comprise an ‘F’ followed by the field number used in Annex I (the X-table). Only field names existing in this Annex are allowed.

(2)

The following records in the file are data (data rows), in the order indicated by the first record describing the file structure.

(3)

The fields are separated by a semicolon (;). The header row and data rows shall all contain the same number of semicolons. In the data rows, empty fields appear as a double semicolon (;;) within the record, or as a single semicolon (;) at the end of the record.

(4)

Records vary in length. Each record ends with a code ‘CR LF’ or ‘Carriage Return — Line Feed’ (in hexadecimal: 0D 0A). The header row never ends on a ‘;’. Data rows only end on a ‘;’ if the last field is empty.

(5)

The file is in ASCII coding according to following table. Other codes (such as EBCDIC, TAR, ZIP, etc.) are not accepted:

Code	Member State
ISO 8859-1	BE, DK, DE, ES, FR, IE, IT, LU, NL, AT, PT, FI, SE and GB
ISO 8859-2	CZ, HU, PL, RO, SI and SK
ISO 8859-3	MT
ISO 8859-5	BG
ISO 8859-7	GR and CY
ISO 8859-13	EE, LV and LT

(6)

Numeric fields:

(a)

Decimal separator: ‘.’

(b)

The symbol (+ or –) appears on the far left, followed immediately by the figures. For positive numbers, the + sign is optional.

(c)

Fixed number of decimals (the details are set out in the Annex III hereto).

(d)

No spaces between digits. No spaces or other signs between thousands.

(7)

Date field: ‘YYYYMMDD’ (year in four digits, month in two digits, day in two digits).

(8)

Budget code (field F109) required format without spaces: ‘999999999999999’ (where ‘9’ stands for any figure between 0 and 9).

(9)

Quotation marks (‘’) are not allowed at the beginning or at the end of the records. The semicolon field separator ‘;’ must not be used in data in text format.

(10)

All fields: no spaces at the beginning or end of a field.

(11)

Files satisfying these rules will look like the following (example for financial year 2004):

• F100;F101;F106;F107;F108;F109

• BE01;154678;+152,50;EUR;20030715;050201011000001

• BE01;024578;-1000,00;EUR;20030905;050208031502002

• BE01;154985;9999,20;EUR;20030101;050205011100001

• BE01;100078;+152,75;EUR;20030331;050208091515002

• BE01;215452;+0,50;EUR;20030615;050201011000002 (Please note +0.50 and not +.50)

• BE01;123456;21550,15;EUR;20030101;050805013810001

• etc.

  (other data rows with the fields in the same order).

2.5. Data files with the characteristics as described under 2.4 shall be sent with consignment type ‘X-TABLE-DATA’ (see ‘eDAMIS client’). U.K.

2.6. The computer program for checking the format of computer files before sending them to the Commission (Win-CheckCsv) is included in the data transfer program (eDAMIS client). The paying agencies are invited to download the check program from CIRCA separately for offline validation purposes. U.K.

3. Annual declaration U.K.

3.1. The coordinating body of the Member State must send either one annual declaration file for all paying agencies or separate annual declaration files for each paying agency. An annual declaration file should contain the total amounts by paying agency together with the budget and currency codes, for both EAGF and EAFRD measures(2). U.K.

3.2. The files should have the characteristics as described under 2.4. Each line should contain the following fields (in this order): U.K.

(a)

F100 paying agency code

(b)

F109 budget code

(c)

F106 amount expressed in the currency code F107

(d)

F107 currency code

3.3. Files satisfying the rules will look like the following (example for financial year 2007): U.K.

• F100;F109;F106;F107

• BE01;050205011100014;218483644,90;EUR

• BE01;050212012003012;29721588,82;EUR

• BE01;050212012000022;26099931,75;EUR

• BE01;050208031502013;20778423,44;EUR

• BE01;050212052040001;16403776,45;EUR

• BE01;050405011132001;8123456,45;EUR

• etc.

3.4. Annual declaration files shall be sent through STATEL/eDAMIS with consignment type ‘ANNUAL_DECLARATION’. U.K.

4. Documentation U.K.

In the following cases only, the coordinating body of the Member State must transfer an explanatory note for each paying agency through STATEL/eDAMIS:

(1)

In the case where there are differences between the annual declaration and the sum of the records in the computer files (Σ F106), in order to explain them by budget sub-item. The eDAMIS client includes a specific consignment type for this transfer i.e. ‘EXPLANATORY-NOTE’.

(2)

In the case where there are codes used for fields, for which Annex III does not enforce standard codes, in order to explain all these used codes. The eDAMIS client includes a specific consignment type for this kind of tabular transfer i.e. ‘CODE-LIST’.

The explanatory note shall have the look and feel of an ordinary letter. In particular the identity of the sender or the identity of the paying agency and the name or administrative unit of the addressee shall be clearly marked.

5. Data transfer U.K.

The coordinating body must send the computer files completely and only once.

If the coordinating body notices that false data were transmitted or a problem occurred with the data transfer, the Commission has to be informed immediately. All files, which contain incorrect information, are to be indicated. Therefore, the Commission is to be asked to delete these files. Thereafter, in order to avoid an overlapping of computer records or data files, the coordinating body must send the corrected computer files to replace entirely the previous incorrect information.

(1)

Note: You should first read the preliminary remark concerning ‘quantities’ in Chapter 5 of Annex III.

(2)

See Article 6(b) and (c) of Regulation (EC) No 885/2006.