IMPORT ACCOUNTS PAYABLE VOUCHERS

Use this screen to import Accounts Payable vouchers from an ASCII file or from tables. You can import both open payables and paid vouchers in this screen.

There are two ways to work with input files in Costpoint:

If you decide to use the first option, click

in the File Location field to select an alternate file location. If you choose the second option, leave the File Location field blank and use the File Upload Manager to upload the input file to the Costpoint database.

The following fields are validated by company:

Vendor
Vendor Employee
1099 Flag
Pay Vendor
Pay Vendor Address Code
Project
Project Abbrev Code
Project Account Abbrev Code
Organization
Organization Abbrev Code
Voucher/Fiscal Year
Account Entry Group
Subperiod Journal Status
AP Account
Cash Account
Sales/Use Tax Code
Reference ID
General Labor Category
Project Labor Category

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

Select Input

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.

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

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

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.

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.

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.

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 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. Clear this check box to have Costpoint stop processing if it encounters error records.

Process

Process AP Input File

Click

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.

Import Vouchers