IMPORT MANUAL BILLS

Use this screen to import manual bills from comma-separated values (CSV) files into Costpoint's Billing module. Since the application is not multicurrency-enabled, manual bills to be uploaded must be in the company's functional currency only. Upload files must contain records from only one company: the company of the logged-in user who is uploading the files. Upload can only be done within a company for that company. The company ID is not included in the input file. The system will assign the company ID of the logged-in user during the import process and will also assign the functional currency of that company as the invoice currency.

This application works in a two-step process:

  1. During upload, it reads the data from the input CSV file(s), stages the data into a worktable, performs the necessary edits, and prints an error report.

  2. During import, it processes the data that has passed the edits and loads it into the production table.

You have the option not to execute the second step.

After the manual bills have been successfully loaded, you can edit them on the Manage Manual Bills screen or post them using the Post Manual Bills screen.

Only one user at a time can run this application.

Location

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 are also included in the saved parameter ID if there are any. You can change any of the associated selection defaults as necessary.

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 in the screen, such as PERIOD or QUARTERLY.

When you save your record, all the selections made in 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 in 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

File Location

Enter, or click to select, the file location where the input file resides. Import will be done only from a CSV file.

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

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:

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

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.

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

Process Manual Bill Input File

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.

Import Manual Bills

Click the drop-down list and select this option to load the validated records from the worktable to the production table. If a previous Load has not been run, the system will display a message stating that no input record is found.

Related Topics

PROCESSING DETAILS

ERROR MESSAGES