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Contents of the Import Accounts Payable Vouchers Screen

Use the fields and options to configure the Import Accounts Payable Vouchers screen.

Identification

Use the fields in this block to create a new parameter ID or to retrieve a previously saved parameter ID. A parameter ID represents a set of screen selection parameters. After you have saved a parameter ID and its related parameters, you can retrieve them using Query.

You can use the retrieved parameters to produce reports and run processes more efficiently and with greater consistency. The saved parameters are also useful and necessary when you want to run the process as part of a batch job. Many users save a unique set of parameters for each different way they run a report or process. When you select a previously saved parameter ID or parameter description, the associated saved screen selection parameters automatically display as selection defaults. The page setup and print options, if there are any, are also included in the saved parameter ID. You can change any of the associated selection defaults as necessary.

Field Description
Parameter ID

Enter, or click to select, a parameter ID of up to 15 alphanumeric characters. Choose characters for your parameter ID that help identify the type of selections you made on the screen, such as PERIOD or QUARTERLY.

When you save your record, all the selections made on the screen are stored with the parameter ID. Later, you can retrieve the parameter using Query.

You can use the parameter to run the process more efficiently because you can select the parameter ID with its previously defined screen selections. After the default selections display on the screen, you can override the defaults.

Description

Enter, or click to select, a parameter description of up to 30 alphanumeric characters.

Options

Input File

Field Description
File Location

Enter the location of the input file you are importing. There are two ways to do this:

  • In the File Location field, enter, or click to select, the alternate file location where the input file is located. Alternate file locations are set up in the Manage Alternate File Locations screen.
  • From the Global Menu, click Process > File Upload. On the File Upload Manager dialog box, click Browse and use the dialog box to select the file you want to import. If you select the Overwrite? check box, Costpoint will overwrite any file of the same name that already exists in the Costpoint database. Click Upload when you are finished. If you use this method, leave the File Location field blank. For more information about the File Upload Manager, see the File Upload Manager topic in the Getting Started Guide.
Select Input

From the drop-down list, select your input source:

  • ASCII File (fixed length)
  • Tables: The Tables setting uses three database tables for importing vouchers. The tables correspond to the three parts of a voucher: header, expense lines, and labor.  The columns in the Input File layout are also in the tables. There are two additional columns:
  • Record Number (REC_NO): Used as the primary key. You should make sure that it is unique when populating the tables with data. 
  • Status Code (S_STATUS_CD): Used to identify rows that have not been processed, are in error, or have been imported.

    The tables are:

    Table Contains Information to be Imported for the:
    AOPUTLAP_INP_HDR Header-type record
    AOPUTLAP_INP_DETL Detail-type record
    AOPUTLAP_INP_LAB Labor-type record
Warning: For the Tables setting only, the Fiscal Year column cannot be null in the tables. If you do not supply a fiscal year, you must set the Fiscal Year column to a single blank character space in the tables.

In the unlabeled field to the right, enter, or click to select, the name of the file to be processed.  

Note: International users:  The data can contain non-English characters, provided they are in the ASCII character set. Before you create an ASCII text (.TXT) file, be sure that your keyboard language is set to EN (United States English) to prevent Costpoint from generating errors. Deltek recommends that you use .TXT and .CSV file-naming conventions.

Accounting Period

Field Description
Fiscal Year, Period, Subperiod

Select the fiscal year, period, and subperiod to use as defaults. These settings will not override values in the Input File, but will be used if the fiscal year, period, and/or subperiod in the Input File are blank.

Voucher Numbering Method

Select one of the following methods for numbering vouchers:

Field Description
Use Vchr Numbers in Input File

Select this option to use the voucher numbers provided in the Input File when importing vouchers to Costpoint tables. This is the default.

Use Last System Vchr Number

Select this option to assign unique voucher numbers sequentially when importing to the Costpoint tables. Costpoint uses the Last System Voucher Number from the Configure Accounts Payable Voucher Settings screen to determine the next voucher number.

Supply Beginning Vchr Number

Select this option to enter a beginning voucher number in the adjacent field. Unique voucher numbers are assigned sequentially when you import, starting with the beginning voucher number that you specify.

If you select the Use Last System Voucher Number option, the Costpoint system-wide setting for the Voucher Numbering Method option on the Configure Accounts Payable Voucher Settings screen must be set to System, and the Last System Voucher Number field must be greater than or equal to zero.

Warning: Assigning voucher numbers when importing can take significantly longer than using the voucher numbers provided in the Input File. The length of time required for the import also depends upon the number of vouchers being uploaded.

Process Table Options

For this group box to be active, you must select Tables as the setting for the Select Input option.

Field Description
Load Unprocessed Records

Select this option to process rows having a status (S_STATUS_CD) of U from the input tables. The rows are selected from the Header, Detail, and Labor tables.

Records that pass validation and records that fail validation are loaded into separate temporary tables; this is the same procedure for processing Input Files. The status code (S_STATUS_CD) column is then updated to E (Error) in all the input tables for the corresponding records that contain errors.

When you import vouchers, all the records that passed validation are inserted into the base tables (VCHR_HDR, VCHR_LN, VCHR_LN_ACCT, and VCHR_LAB_VEND). The Status Code column is then updated with an I (Imported) to show that these rows have been successfully imported.

Reprocess Error Records

Select this option to re-process rows from the input tables having a status (S_STATUS_CD) of E (Error).

Delete Imported Records

Select this option to delete rows from the input tables having a status (S_STATUS_CD) of I (Imported). Costpoint deletes records from the Header (AOPUTLAP_INP_HDR), Detail (AOPUTLAP_INP_DETL), and Labor (AOPUTLAP_INP_LAB) input tables.

Print Edit Report during validate

Select this check box to print the edit report when you run the Validate Input File process.

Expand Segmented IDs

Select this check box to expand the Account, Org, Project, Reference Number 1, and Reference Number 2 fields in the Input File when processing. If you select this check box, Costpoint pads any segment of fields that is shorter than the specified length for that segment:

  • If the value is numeric, Costpoint pads the segment with zeros on the left.
  • If the value is alphanumeric, Costpoint pads the segment with spaces on the right.
Warning: If you select the Expand Segmented IDs option, processing may take significantly longer.
Overwrite the existing records

Keep this check box selected (the default) to allow overwriting of existing records during the import process. Clear this check box to prevent overwriting of existing records.

Continue to process with error records

Keep this check box selected (the default) to instruct Costpoint to continue processing if it encounters error records or warnings. Clear this check box to have Costpoint stop processing if it encounters error records or warnings.

Include records not assigned to a user

Select this check box to import vouchers that are not assigned to the logged on user.

Note: This check box is only enabled when the Tables format is selected.

Preview and Print Menu

Field Description
Validate Input File

Click or drop-down and select this option to read the input file, create the temporary tables, validate the records, write invalid records to an error output file, and print the Error Reports. This step can be performed simultaneously by more than one user.

When you select the Print Edit Report during validate check box, the edit report prints after validation.

Note: The validation of an input file may require you to do it more than once until all errors in the file are corrected. To prevent bottlenecks in this step, multiple users can simultaneously run it with their own set of input files. Once an input file is validated, it can be submitted to the job server where the rest of the import process do not require user interaction. You can get an e-mail notification when the process is complete.

This step also deletes records in the temporary tables that were previously imported using the Tables option.

Action Menu

Field Description
Validate Input File and Import Vouchers

Click drop-down and select this option to validate and import vouchers. This action will print both the error and edit reports.

Only one user at a time can perform this step in this application and you cannot run it simultaneously with the Validate Input File option.

You can set this step on the Manage Jobs screen so that the validate and import process can be done at the job server.

Technical Details

Field Description
Tables Read
Table Menu
Account (ACCT) Accounting > General Ledger > Accounts > Manage Accounts
Account Entry Rules (ACCT_ENTRY_RULES) Accounting > General Ledger > Accounts > Configure Account Entry Groups
Account Group Setup (ACCT_GRP_SETUP) Projects > Project Setup > Project Setup Controls > Manage Project Account Groups 
Accounting Period (ACCTING_PD) Accounting > General Ledger > Company Calendar > Manage Accounting Periods
AP Suspense Setup (X_AP_SUSP_SETUP) Accounting > Accounts Payable > Accounts Payable Interfaces > Manage Accounts Payable Vouchers
Billing Labor Category (BILL_LAB_CAT) Projects > Project Setup > Project Labor > Manage Project Labor Categories (PLC)
Check History (VEND_CHK) Accounting > Accounts Payable > Accounts Payable Utilities > Manage Check History
Default A/P Accounts (DFLT_AP_ACCTS) Accounting > Accounts Payable > Accounts Payable Controls > Manage Accounts Payable Accounts
Default Cash Accounts (DFLT_CASH_ACCTS) Accounting > Accounts Payable > Accounts Payable Controls > Manage Cash Accounts
Fiscal Year (FY) Accounting > General Ledger > Company Calendar > Manage Fiscal Years
General Labor Category (GENL_LAB_CAT) People > Labor > Labor Controls > Manage General Labor Categories
General Ledger Configuration File (GL_CONFIG) Accounting > General Ledger > General Ledger Controls > Configure General Ledger Settings
Organization (ORG) Accounting > General Ledger > Organizations > Manage Organization Elements
Organization Account (ORG_ACCT) Accounting > General Ledger > Accounts > Link Accounts/Organizations
Project (PROJ) Projects > Project Setup > Project Master > Manage Project User Flow
Project Control (PROJ_CNTL) Projects > Project Setup > Project Setup Controls > Configure Project Settings
Project Edit (PROJ_EDIT) Projects > Project Setup > Project Master > Manage Modifications
Project Labor Category (PROJ_LAB_CAT) Projects > Project Setup > Project Labor > Link Project Labor Categories to Projects
Project Labor Category Map (PROJ_LAB_CAT_MAP)    Projects > Project Setup > Project Labor > Link Project Labor Categories to Projects > Link GLC to Project PLC
Project Organization Account (PROJ_ORG_ACCT) Projects > Project Setup > Charging Information > Link Projects/Accounts/Organizations
Project Vendor (PROJ_VEND) Projects > Project Setup > Project Labor > Manage Vendor Work Force
Project Vendor Labor Category (PROJ_VEND_LAB_CAT) Projects > Project Setup > Project Labor > Link Project Labor Categories to Vendor Employee Work Force
Reference Structure (REF_STRUC) Accounting > General Ledger > Reference Numbers > Manage Reference Structures
Sales Tax (SALES TAX) System Controls > System Administration > System Administration Controls > System Codes > Manage Sales or Value Added Taxes
Subperiod (SUB_PD) Accounting > General Ledger > Company Calendar > Manage Subperiods
Subperiod Journal Status (SUB_PD_JNL_STATUS) Accounting > General Ledger > Company Calendar > Manage Subperiods > Entry Edit Status (subtask)
Vendor (VEND) Accounting > Accounts Payable > Vendors > Manage Vendors
Vendor Address (VEND_ADDR) Accounting > Accounts Payable > Vendors > Manage Vendors > Addresses block
Vendor Employee (VEND_EMPL) Accounting > Accounts Payable > Vendors > Manage Vendors > Vendor Employees (flow)
Vendor Settings (VEND_SETTINGS) Accounting > Accounts Payable > Vendor and Subcontractor Controls > Configure Vendor Settings
Vendor Terms (VEND_TERMS) Accounting > Accounts Payable > Vendor and Subcontractor Controls > Manage Vendor Terms
Voucher Header History (VCHR_HDR_HS) Accounting > Accounts Payable > Accounts Payable Reports/Inquiries > Print Voucher Register Report
Input File (User - named)
Tables Read and Written
Table Menu
A/P Voucher Prep Parameters  (PARMS_AOPUTLAP) Accounting > Accounts Payable > Accounts Payable Interfaces > Import Accounts Payable Vouchers
Function Parameter Catalog  (W_FUNC_PARM_CATLG)
Posting Semaphore (POST_SEMAPHORE)
Sequence Generator (SEQ_GENERATOR)
Voucher Header (VCHR_HDR) Accounting > Accounts Payable > Voucher Processing > Manage Accounts Payable Vouchers
Voucher Settings (VCHR_SETTINGS) Accounting > Accounts Payable > Accounts Payable Controls > Configure Accounts Payable Voucher Settings
Tables Written
Table Menu
Voucher Labor Vendor (VCHR_LAB_VEND) Accounting > Accounts Payable > Voucher Processing > Manage Accounts Payable Vouchers
Voucher Line (VCHR_LN) Accounting > Accounts Payable > Voucher Processing > Manage Accounts Payable Vouchers
Voucher Line Account (VCHR_LN_ACCT) Accounting > Accounts Payable > Voucher Processing > Manage Accounts Payable Vouchers
Output Files

The following output files are generated by this preprocessor:

  • Error File (Input File name + .ERR)
  • Edit Report
  • Error Report