## What is an ASCII file?

An ASCII file is an unformatted file. It contains only the text entered
by the user and does not include formatting. There are no fonts, italics
or boldface. An ASCII file is sometimes called a \"text file\" or a
\"DOS file\" or a \"DOS text file.\"

## Why would I want to save a file as an ASCII file?

The easiest way to create a document that is compatible with other word
processors is to create an ASCII file.

## How do I write a flat ASCII file?

Listed below are three possible options to prepare flat ASCII files of
your 2004-2005 ISIR records. These recommendations are not all inclusive
and you can use other products or methods to prepare your flat file.

1.  Notepad to create your Flat ASCII file Page 3

2.  Microsoft Word to create your Flat ASCII file Page 3

3.  EDExpress to create your Flat ASCII file Pages 4-5

**Basic Information needed to prepare your Flat file:**

Record Length is: 15

SSN (9 digits)

First two letter of the last name (2 digits)

Initial Transaction number (2 digits)

Paid on Transaction number (2 digits)

**NOTE:** If you write a flat file with both initial and paid on ISIRs,
your record length will be 15 characters. For example,
(**250010009TI0102**).

**\*** If you are writing two files (one with just initial transactions
and one with Paid on transactions) you need to remember that you will
have to include [two blank spaces]{.underline} for the transaction
number not included to ensure you have 15 characters as your record
length. It is necessary to use the carriage return at the end of each
record.

**NOTE:**

If you have IT support, provide the above information to your computer
IT on campus. They should be very familiar with writing Flat ASCII
files. They just need to know the students in your sample by SSN and
they should be able extract this information from your database and save
it as a FLAT ASCII file.

**FLAT ASCII File:**

Your flat file should resemble one of the formats illustrated below:
NOTE: if the paid on transaction is the same as the first, you would
list the second transaction as 01 as well. The ISIR
Analysis Tool requires an initial and paid on transactions for every
record, even for students when the same transaction is both. 

+---------------------+------------------------+-----------------------+
| **Flat ASCII File   | **Flat ASCII File with | **Flat ASCII File     |
| with BOTH           | Initial ONLY           | with PAID-ON ONLY     |
| Transactions**      | Transactions**         | Transactions**        |
+---------------------+------------------------+-----------------------+
| **250010001JE0101** | **250010001JE01**      | **250010001JE 01**    |
+---------------------+------------------------+-----------------------+
| ### 250010002BU0101 | ### 250010002BU01      | ### 250010002BU 01    |
+---------------------+------------------------+-----------------------+
| **250010003RE0101** | **250010003RE01**      | **250010003RE 01**    |
+---------------------+------------------------+-----------------------+
| **250010004TR0101** | **250010004TR01**      | **250010004TR 01**    |
+---------------------+------------------------+-----------------------+
| **250010009TO0102** | **250010009TO01**      | **250010009TO 02**    |
+---------------------+------------------------+-----------------------+
| **250010018OR0102** | **250010018OR01**      | **250010018OR 02**    |
+---------------------+------------------------+-----------------------+

# WARNING: If you are doing ONE flat file to request BOTH Transactions ,you need to remember to make sure that you have [TWO transactions]{.underline} after each record or the ASCII file will not be recognized by the data mart.

-   **WARNING:\
    If you are doing a Flat file with PAID ON ONLY Transactions,** you
    will need to be sure that you have two blank spaces after the first
    two letters of the last name and then type in the paid on
    transaction number.

If you do not have computer support and either you or someone on your
team needs to write the file, you need to review the following.

Do you have one of the following on your computer?

> 1\. Notepad to create your Flat ASCII file
>
> 2\. Microsoft Word to create your Flat ASCII file
>
> 3\. EDExpress to create your Flat ASCII file

If you have to hand type these records into a Flat ASCII file, you can
do so by using either Notepad or Microsoft Word.

**Option 1: Notepad**

> **Purpose: To show the user how to create a Flat ASCII file in Notepad
> for the ISIR Analysis Tool.**

+----+-----------------------------------------------------------------+
| ** | ##### **Action**                                                |
| St |                                                                 |
| ep |                                                                 |
| ** |                                                                 |
+----+-----------------------------------------------------------------+
| *  | Click on **start**.                                             |
| *1 |                                                                 |
| ** |                                                                 |
+----+-----------------------------------------------------------------+
| *  | Click on **Programs,** Select **Accessories,** Select           |
| *2 | **Formats**, and Select **Notepad**.                            |
| ** |                                                                 |
+----+-----------------------------------------------------------------+
| *  | **Type SSN, First two letters of the last name, transaction     |
| *3 | code(s**). If you are writing two files (one with just initial  |
| ** | transactions and one with Paid on transactions) you need to     |
|    | remember that you will have to include [two blank               |
|    | spaces]{.underline} for the transaction number not included to  |
|    | ensure you have 15 characters as your record length. It is      |
|    | necessary to use the carriage return at the end of each record. |
|    | Remember, it is necessary to have a line break at the end of    |
|    | each row/record, including the last row/record (line break      |
|    | means using the "Enter" key; only one record per line).         |
+----+-----------------------------------------------------------------+
| *  | Save the file as a txt file and remember where you saved it in  |
| *4 | your C drive. We recommend that your write down the path so you |
| ** | will know where to locate the file when in the ISIR Analysis    |
|    | Tool.                                                           |
+----+-----------------------------------------------------------------+

**Option 2: Microsoft Word**

> **Purpose: To show the user how to create a Flat ASCII file in
> Microsoft Word for the ISIR Analysis Tool.**

+----+-----------------------------------------------------------------+
| ** | ##### **Action**                                                |
| St |                                                                 |
| ep |                                                                 |
| ** |                                                                 |
+----+-----------------------------------------------------------------+
| *  | Click on **start**.                                             |
| *1 |                                                                 |
| ** |                                                                 |
+----+-----------------------------------------------------------------+
| *  | Click on **Programs,** Select **Microsoft Word**.               |
| *2 |                                                                 |
| ** |                                                                 |
+----+-----------------------------------------------------------------+
| *  | **Type SSN, First two letters of the last name, transaction     |
| *3 | code(s**). If you are writing two files (one with just initial  |
| ** | transactions and one with Paid on transactions) you need to     |
|    | remember that you will have to include [two blank               |
|    | spaces]{.underline} for the transaction number not included to  |
|    | ensure you have 15 characters as your record length. It is      |
|    | necessary to use the carriage return at the end of each record. |
|    | Remember, it is necessary to have a line break at the end of    |
|    | each row/record, including the last row/record (line break      |
|    | means using the "Enter" key; only one record per line).         |
+----+-----------------------------------------------------------------+
| *  | Save the file as a **Plain txt** file and remember where you    |
| *4 | saved it in your C drive. We recommend that your write down the |
| ** | path so you will know where to locate the file when in the ISIR |
|    | Analysis Tool.                                                  |
+----+-----------------------------------------------------------------+

**FOR EDExpress USERS:**

EdExpress will write a Flat ASCII file (DAT file) and create the SSN,
add the first two letters of the last name and bring forward the 01
transaction number. However, you need to be aware of the following:

-   You will have to identify the 01 records in your sample by writing a
    query and selecting the sample records in EDExpress. Instructions on
    how to do this are on the next page.

```{=html}
<!-- -->
```
-   You will need to go back into the file and make sure that the 01
    transaction was the transaction you identified as the initial
    transaction. If not, simply open the file and change it on the
    record. You will also have to type in the transaction number used as
    the paid on ISIR.

-   Please keep in mind, that the 2004-2005 version of EDExpress uses
    the current SSN and our tool uses the original SSN. In most cases
    this should not be a problem. However, if you identified that a SSN
    was wrong for someone in your sample and it has been corrected, you
    will have to revise the SSN used for that student to reflect the
    correct SSN to ensure that you receive the correct record. We have
    been told that the 2005-2006 EDExpress will add a new function.
    Global/File format, which will have the original SSN listed, which
    means you will only have to select a student name and not a specific
    transaction number. You would add the transactions to the file once
    created.

We realize this option is not as streamlined as we would all like.
However, using EDExpress can save you the time by creating the Flat
ASCII file along with the SSN and first two letters of the last name.

The instructions on how to create this file in EDExpress is as follows:

## Option 3: EDExpress

Advantage: You do not need to hand type each ISIR record SSN, first two
letters of the last name and transaction number(s). The system has this
information and all you need to do is create the file. You will have to
go back into the file and make sure the initial transaction is correct
and add the second transaction to each record.

> **Purpose: To show the user how to create a Flat ASCII file from
> EDExpress for the ISIR Analysis Tool.**
>
> **Getting Started:**

1.  **If you haven't already done so, you need to download EDExpress
    onto your computer.
    [www.fsadownload.ed.gov](http://www.fsadownload.ed.gov/)**

2.  **You will need to create a folder to ensure the flat ASCII file you
    write is easily identified and accessible. Instructions on how to do
    this are in Step 1 of the instructions below.** If you have an IAM
    file already established you do not need to set up a new folder, you
    can save your flat file to your IAM file.

+----+-----------------------------------------------------------------+
| ** | ##### **Action**                                                |
| St |                                                                 |
| ep |                                                                 |
| ** |                                                                 |
+----+-----------------------------------------------------------------+
| *  | Right click on **start,** select **Explore**, from the menu     |
| *1 | Select **program files**, Select **EDE Suites**, Select         |
| ** | **file**, Select **new**, Select **folder**, type the name **IA |
|    | Tool Uploads**. Close window. You have successfully set up a    |
|    | folder where you will be able to save your Flat ASCII file.     |
+----+-----------------------------------------------------------------+
| *  | Click on **EDExpress**.                                         |
| *2 |                                                                 |
| ** |                                                                 |
+----+-----------------------------------------------------------------+
| *  | Type in **User ID** and **Password**.                           |
| *3 |                                                                 |
| ** |                                                                 |
+----+-----------------------------------------------------------------+
| *  | Select **Tools**.                                               |
| *4 |                                                                 |
| ** |                                                                 |
+----+-----------------------------------------------------------------+
| *  | Select **File Formats**.                                        |
| *5 |                                                                 |
| ** |                                                                 |
+----+-----------------------------------------------------------------+
| *  | Select **Format Code** -- Type in format **Code A**. If you     |
| *6 | already have Format Codes select **ADD and assign a Code.**     |
| ** |                                                                 |
+----+-----------------------------------------------------------------+
| *  | Type for Description: **Transaction ID.**                       |
| *7 |                                                                 |
| ** |                                                                 |
+----+-----------------------------------------------------------------+
| *  | From menu select **Student ID (select number 234)**.            |
| *8 |                                                                 |
| ** |                                                                 |
+----+-----------------------------------------------------------------+
| *  | Select **Save**.                                                |
| *9 |                                                                 |
| ** |                                                                 |
+----+-----------------------------------------------------------------+
| ** | Select **OKAY**.                                                |
| 10 |                                                                 |
| ** |                                                                 |
+----+-----------------------------------------------------------------+
| ** | Go to **tool**, Select **Query**, Select **Add**. **You want to |
| 11 | be in the APPExpress Tab.**                                     |
| ** |                                                                 |
+----+-----------------------------------------------------------------+
| ** | Add **Title** by typing: **01 Transactions.**                   |
| 12 |                                                                 |
| ** |                                                                 |
+----+-----------------------------------------------------------------+
| ** | Click the **ellipse** button for **Field** and select           |
| 13 | **TRANSACTION NUMBER.**                                         |
| ** |                                                                 |
+----+-----------------------------------------------------------------+
| ** | Click the **ellipse** button for **Operator** and select **=**  |
| 14 | (equal to sign) and in the **Value Box** type **01**.           |
| ** |                                                                 |
+----+-----------------------------------------------------------------+
| ** | Select **Append**, Select **Save** and Select **OK**. You have  |
| 15 | written a query to identify all 01 transactions.                |
| ** |                                                                 |
+----+-----------------------------------------------------------------+
| ** | Select **File**.                                                |
| 16 |                                                                 |
| ** |                                                                 |
+----+-----------------------------------------------------------------+
| ** | Select **Export**. Under **Transaction Preference** -- select   |
| 17 | **Active** transaction. You will use your query you just wrote  |
| ** | to select all 01 transactions in Step 19 below. Caution: If you |
|    | select ALL transactions, it will create a record for each       |
|    | transaction on file and you would have to go into the file and  |
|    | remove the duplicate SSN. This will make the process tedious.   |
|    | We recommend that you create one file and go back into the file |
|    | and enter the transaction codes you identified as the initial   |
|    | and paid on. **You want to be in the APPExpress Tab.**          |
+----+-----------------------------------------------------------------+
| ** | Click the **ellipse** button for **Select Delimiter**, select   |
| 18 | **fixed length**. Format Code -- **Type** **A.**                |
| ** |                                                                 |
+----+-----------------------------------------------------------------+
| ** | Click the ellipse button for Selection Criteria.                |
| 19 |                                                                 |
| ** |                                                                 |
+----+-----------------------------------------------------------------+
| ** | Click **ellipse** button Query Title. Select 01 Transaction.    |
| 20 |                                                                 |
| ** |                                                                 |
+----+-----------------------------------------------------------------+
| ** | Click **ellipse** button **Selection Records.**                 |
| 21 |                                                                 |
| ** |                                                                 |
+----+-----------------------------------------------------------------+
| ** | **Right click** on student's Last Name, select **Quick Sort     |
| 22 | Ascending**, this will alphabetize the listing for you          |
| ** |                                                                 |
|    | A-Z.                                                            |
+----+-----------------------------------------------------------------+
| ** | Under the selected column, select the Students in your sample   |
| 23 | by clicking next to their name. Once records are selected,      |
| ** | select OK.                                                      |
+----+-----------------------------------------------------------------+
| ** | Select -- **OKAY again**. This will run the report and select   |
| 24 | all the 01 transactions for the student's you identified as     |
| ** | being in your sample. This report will be saved as a file in    |
|    | your **C:\\ ProgramFile\\EDESuites\\ IA Tool Uploads** folder   |
|    | or to your IAM folder. You do not need to save the file as a    |
|    | txt or DAT file, the system will do this for you.               |
+----+-----------------------------------------------------------------+
| ** | **Minimize** EDExpress and Select **My computer**.              |
| 25 |                                                                 |
| ** |                                                                 |
+----+-----------------------------------------------------------------+
| ** | Select **C: Drive** and Select **IA Tool Uploads** folder**.**  |
| 26 |                                                                 |
| ** |                                                                 |
+----+-----------------------------------------------------------------+
| ** | Open the file you just created by double clicking on the file.  |
| 27 | \***Remember, make sure you have identified the correct         |
| ** | transaction for your initial record and add your paid on        |
|    | transaction to the file you created. This will provide the      |
|    | correct 15 character length that is necessary. If the 01        |
|    | transaction were the same. For both the initial and paid on     |
|    | transaction, you would use 0101.** Remember, a student must     |
|    | have an official EFC, if not, they will not have been included  |
|    | in the report you just wrote. You will have to go into the file |
|    | you just created and add the student SSN, first two letters of  |
|    | the last name and the appropriate transaction number(s).        |
+----+-----------------------------------------------------------------+
| ** | When Phase I of the tool is available it will ask you where to  |
| 28 | find the flat ASCII file and you will direct it to the          |
| ** | **C:\\IAM\\Data file** or to **the file you saved the flat      |
|    | ASCII file.**                                                   |
+----+-----------------------------------------------------------------+