Contents of the Import Manual Bills Screen
Use the fields and options to configure the Import Manual Bills 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
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 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.
Options
Use this block to specify the bills that will be imported.
Input File
| Field | Description |
|---|---|
| File Location |
Enter, or click
In the unlabeled field to the right, enter, or click
|
Accounting Period
Enter, or click
to select, the fiscal year, period, and subperiod to use as defaults. These settings do not override values in the input file, but Costpoint uses them if the fiscal year, period, and/or subperiod in the input file are blank. If entered, these must be valid and must be open for editing for the Manual Billing Journal.
Invoice Defaults
Enter, or click
to select, the invoice date and due date to use as defaults. These settings do not override values in the input file, but Costpoint uses them if the invoice date and/or due date in the input file are blank. If entered, these must be valid dates.
Invoice Numbering Method
Select one of the following methods for numbering invoices:
| Field | Description |
|---|---|
| Use Invoice Numbers in Input File |
Select this option to use the invoice numbers provided in the input file when importing manual bills. With this selection, the invoice number is required in the input file and is used to populate the Invoice ID (INVC_ID). |
| Use Last System Invoice Number |
Select this option to assign unique invoice numbers sequentially when importing manual bills. Costpoint uses the Last Company Wide Invoice No from the Configure Billing Settings screen, incremented by +1, to determine the next invoice number. With this selection, the invoice number is not required in the input file. |
| Supply Beginning Invoice Number |
Select this option to enter a beginning invoice number in the data field directly below this option. With this selection, the invoice number is not required in the input file. Unique invoice numbers are assigned sequentially when you import, starting with the beginning invoice number you enter. If the number you enter has already been used, Costpoint will continue to increment the number until it finds an unused invoice number unless you select the Allow duplicate invoice IDs check box. |
Processing Options
| Field | Description |
|---|---|
| Allow duplicate invoice IDs |
Select this check box to allow the upload of an existing invoice ID. You can use the same invoice ID only for the same customer, address code, project ID, currency code, company ID, A/R account, A/R org, and customer PO ID. Note: Duplicate invoice IDs are allowed only if the invoice ID already existing in the system is posted to history. Duplicates of unposted invoice IDs will not be allowed even if you select this check box.
|
| Overwrite the existing records |
Select this check box to allow overwriting of existing records during the import process. If you select this check box, any previously processed records that have not yet been imported will be deleted so that a new record can be processed. The deleted records must be processed again before you can import them. |
| Continue to process with error records |
Keep this check box selected (the default) to instruct Costpoint to continue processing if it encounters error records. Clear this check box to have Costpoint stop processing if it encounters error records. |
Process
| Field | Description |
|---|---|
| Process Manual Bill Input File |
Click the
|
| Import Manual Bills |
Click the
|
drop-down list and select this option to read the input file, perform edits for all Manual Billing records, load data that passed the edits into the worktable, and print the Error Report.