in the Location field to select an alternate file location. If you choose the second option, leave the Location field blank and use the File Upload Manager to upload the input file to the Costpoint database.You must complete the Configure TE Suspense Settings screen before using this preprocessor. If you have multiple companies in the same database, you must have a separate upload file for each company.
Use this screen to import expense reports and advances from an ASCII file and create vouchers. You can import both open payables and paid vouchers on this screen. You can view and edit the transactions loaded by this preprocessor on the Manage Accounts Payable Vouchers screen. Use the Print Voucher Edit report screen to review the transactions.
When Costpoint processes the import file, it sorts the incoming Time & Expense records primarily by expense report or advance record, then by expense report or advance line. Costpoint formats all numbers and dates in the file in the U.S. format, regardless of the currency used. Costpoint then creates vouchers by grouping the expense report or advance information. After Costpoint groups and validates the vouchers, the upload process adds permanent voucher numbers in accordance with the setting selected.
Each time that you use this screen, Costpoint automatically creates and prints edit reports, error reports, and files. As a result, you have printed copies of both the vouchers created and the error records.
Only one user at a time can run this application. This preprocessor accepts pay currencies, pay amounts, and/or pay exchange rate dates.
in the Location field to select an alternate file location. If you choose the second option, leave the Location field blank and use the File Upload Manager to upload the input file to the Costpoint database.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.
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.
Enter, or click to select, a parameter
description of up to 30 alphanumeric characters.
Use this group box to choose the path and file names of your import file as well as the file delimiter.
Enter the location of the input file you are importing. There are two ways to do this:
In the 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.
or
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 Location field blank. For more information about the File Upload Manager, see the File Upload Manager topic in the Getting Started Guide.
Enter, or click to select, the file to be used in the import process.
Select a file delimiter from the drop-down list:
Comma (default)
Semicolon
Tab
Tilde
Use this group box to choose the fiscal year, period, and subperiod to use as the default posting period for all uploaded vouchers. These settings do not override values in the input file, but are used if the fiscal year, period, and/or subperiod in the input file are blank.
Enter, or click to select, the fiscal year.
Enter, or click to select, the period.
Enter, or click to select, the subperiod.
Use this group box to select a method for numbering vouchers:
Select this option to assign sequential, unique voucher numbers when you import to the Costpoint tables.
The application uses the Last System Voucher Number from the Configure Accounts Payable Voucher Settings screen to determine the next voucher number. This selection is the default.
If you select this option:
The system-wide setting for the Voucher Numbering Method must be set to System (on the Configure Accounts Payable Voucher Settings screen).
The Last System Voucher Number field must be greater than or equal to zero (on the Configure Accounts Payable Voucher Settings screen).
Select this option to enter a beginning voucher number in the adjacent, unlabeled field.
Unique voucher numbers are assigned sequentially when you import, starting with the beginning voucher number you entered. A validation occurs before the vouchers are imported into Costpoint, to ensure that the voucher number/fiscal year combination does not already exist.
Use this group box to specify the criteria for creating separate vouchers.
Select this option to create a voucher for each vendor and expense/advance report header using the associated detail. Depending on the transaction or pay currencies selected, you can create more than one voucher. This selection is the default.
Select this option to create a voucher for each vendor, expense/advance header, and line detail. For example, if you select this option, an expense report with five detail lines creates five separate vouchers (one per line).
Use this group box to specify the rate group, freeze rates, or to mark vouchers as approved.
Enter, or click to select, the rate group used to retrieve groups of exchange rates. These groups of exchange rates use rate information from only one source. The application uses these rates to compute functional amounts using the transactional amounts in the input file.
You create rate groups on the Manage Exchange Rate Groups screen.
Select this check box to freeze the rate on the voucher. If you freeze the rate, the transactional and pay rates cannot be changed.
Select this check box to approve all vouchers that are created.
Keep this check box selected (the default) to instruct Costpoint to continue processing even when it encounters error records. Clear this check box to have Costpoint stop processing if it encounters error 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.
Keep this check box selected (the default) to instruct Costpoint to renumber vouchers if the number that you specify in the Supply Beginning Vchr Number field already exists.
Click the arrow on 
and select one of the following options:
Process Input File — Select this option to read the input file, create temporary tables, validate records, and print the Error Report.
Import Vouchers — Select this option to import vouchers.
After all records from the import file have been read and copied, defaults (as selected on the Configure TE Suspense Settings screen) are applied to any blank fields.
Validations for TE Preprocessor Input File
Column Mappings for AP Voucher Tables
|
Table |
Screen |
|
Account (ACCT) |
|
|
Account Entry Rules (ACCT_ENTRY_RULES) |
|
|
Account Group Setup (ACCT_GRP_SETUP) |
|
|
Accounting Period (ACCTING_PD) |
|
|
TE Suspense Setup (X_TE_SUSP_SETUP) |
Import TE Expenses/Advances |
|
Default A/P Accounts (DFLT_AP_ACCTS) |
|
|
Default Cash Accounts (DFLT_CASH_ACCTS) |
|
|
Fiscal Year (FY) |
|
|
General Ledger Configuration File (GL_CONFIG) |
|
|
Organization (ORG) |
|
|
Organization Account (ORG_ACCT) |
|
|
Project (PROJ) |
|
|
Project Control (PROJ_CNTL) |
|
|
Project Edit (PROJ_EDIT) |
|
|
Project Organization Account (PROJ_ORG_ACCT) |
|
|
Reference Structure (REF_STRUC) |
|
|
Sales Tax (SALES TAX) |
|
|
Subperiod (SUB_PD) |
|
|
Subperiod Journal Status (SUB_PD_JNL_STATUS) |
Manage Subperiods |
|
Vendor (VEND) |
|
|
Vendor Address (VEND_ADDR) |
Manage Vendors, Addresses subtask |
|
Vendor Settings (VEND_SETTINGS) |
|
|
Vendor Terms (VEND_TERMS) |
|
|
Voucher Header History (VCHR_HDR_HS) |