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This Import will allow the User to add or update Charges on Services for Billing. In order to add a charge to a Service, the 'Billable' flag of the Service must already be set.
By default this import will always Add new charges, not Update existing charges. Care should be taken, as this can create duplicate charges.
There is an optional UPDATE Flag that can be set to force the import Import to do Updates instead of Adds.
The import cannot delete existing charges, but it can set an existing MRC charge Stop Date to end the charge.
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For adds and updates, the import will usually use the Service ID to find the Service record to apply the charge Charge to. In cases where the Service ID is blank, the Service records RECID can be used.
For updates, the import Import needs to find the charges Charges to update. At a minimum, the Service ID, Charge Catalog and Charge Type must be provided. Optionally the Start Date, Override Amount, and Quantity can be provided. If the values provided match more than one chargeCharge, then all of those that match will be updated.
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Datatype is String.
Charge Catalog NameName
Conditionally Required (unless Charge Catalog Full Name is provided instead)
Datatype is String.
The default value is 'blank'.
The Charge Catalog Name expects just the name, and will only work if the name is unique in the whole catalog.
The SERVICE_CHARGE_TYPE flag can also be used to help define which catalog you are trying to use.
NOTE: Instead of mapping the Catalog Name or the Catalog Full Name, the Catalog can be set value, it can be supplied for all records in the Import Record Format.
If the Import Record Format has supplies a value and it is also mapped, the mapped value takes precedence.
The Charge Catalog
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Conditionally Required (unless Charge Catalog Name is provided instead)
Datatype is Hierarchical String.
The default value is 'blank'Name expects just the name, and will only work if the name is unique in the whole catalog.
Charge Catalog Full Name
Datatype is String.
This is the full hierarchical test path of the Charge Catalog.
This should be used if the Catalog Name is not unique.
The SERVICE_CHARGE_TYPE flag can also be used to help define which catalog you are trying to use.
NOTE: Instead of mapping the Catalog Name or the Catalog Full Name, the Catalog can be set in the Import Record Format.
If the Import Record Format has a value and it is also mapped, the mapped value takes precedence.
This can be used in place of the Charge Catalog Name. This expects the full catalog Path.
Each Catalog Name in the full path should be separated by the HIERARCHYPATH_CONCATENATOR .
Multiple levels of a hierarchy "path" (like Locations, GLAs, and Catalogs) are connected by the HIERARCHYPATH_SEPARATOR string. The default value for this string is right angle-brace (>) with a space on either side: " > "
When importing nested Locations, the separator you use for each level of the hierarchy must match the concatenator string.
For example, Charges > MRC > Monthly Fee
Service Type
Datatype is String.
If a value is provided the Import will limit the Service ID Search to Services of that type.
Permitted values are from the SERVICE_TYPE List Values
All Service Types are valid for Service Charge Imports.
Bill Date
Datatype is DateString.
This can come from a mapping or the Import File selection form. Mapping takes precedence.
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This will override the Charge Catalog Description for Billing.
Prorate
Default Value is False.
Datatype is Boolean.
Permitted Values: 1, Yes, and True sets the Prorate flag to True [1].
All other Values will enter as False [0].
Expense GLA
Datatype is Hierarchical String.
The full GLA Path must be used with Components separated by " > ".
Override Amount
Datatype is Number.
This is only allowed if the Charge Catalog entry allows 'Override Charge Amount '.
Stop Date
Datatype is DateString.
Default value is ' blank'.
Used for MRCs only.
NRCs ignore this field.
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Datatype is Number.
Default value is ' blank'.If you map the New Override Amount and provide a blank value, then any existing Override Amount on the charge will be removed.
This is only allowed if the Charge Catalog entry allows overrides. Used for updates
This field is only used for UPDATES.
New Quantity
Datatype is is Number.
Default value is ' blank'.
Used for UPDATE onlyThis field is only used for UPDATES.
RECID
Datatype is Number.
Default value is ' blank'.
This field is only used only as a lookup key for Charge Updatesfor UPDATES.
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Quantity
Datatype is Boolean Number.
Default Value is False.Permitted Values: 1, Yes, and True sets the Prorate flag to True [1].All other Values will enter as False [0].
Quantity
Datatype is Number.
Service RECID
Datatype is Number.
Default is ' blank'.
This is used to specify the Service Record for Services that have a blank Service ID. If this is provided, the provided value must be a valid existing service RECID. If it is not, it will cause an error. The only Service Type permitted to have blank Service IDs is Other Services.
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Flags / Conditional Logic
SERVICE_CHARGE_TYPE
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Default
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Value is '
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NONRECURRING'.
This flag is only needed if there are multiple Charges with the same Names that have the different types.
If this is set, it must be set to the code of one of the CHARGE_TYPE List Values from the
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grid.
The only allowed values are the System Use Values: MONTHLY_RECURRING, NONRECURRING, QUARTERLY, SEMI_ANNUAL, and ANNUAL_RECURRING.
UPDATE
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Default value is False.
Data type is Boolean.
Default value is False.
Permitted Values: 1, Yes,
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or True will turn on this flag. All other values are false.
If set, this
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Import will UPDATE existing records. If the
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Import cannot find an existing record to UPDATE, it will error
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If set, the Import will only update existing Charges. This can be used to set Stop Dates on MRCs, or change Override Amounts, Quantity, Description, GLA, or Prorate flag.
Effective Date
Data type is String.
Default
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value is TODAY.
This is not a date field. Allowed values are: BACKDATE
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or TODAY
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This flag is used to determine the date that an updated charge will stop and restart.
Alternate Recurring Charges (Quarterly, Semi-Annual and Annual), when updated, will always use BACKDATE as the Effective Date.
See the Notes for more details.
Errors
When an Import Line fails, it is usually because the Line falls into one of the following categories:
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Warnings and Errors
The following warnings display if the Service Charge UPDATE fails:
- Warning: Not updating Prorate flag because new Stop Date is before today
- Warning: Not updating Amount because new Stop Date is before today
- Warning: Not updating Override Amount because new Stop Date is before today
- Warning: Not updating Quantity because new Stop Date is before today
- Warning: Not updating GLA because new Stop Date is before today
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The following errors display if the Service Charge INSERT or UPDATE fails:
- Error : Import Format references obsolete 'Amount' field. Replace it with 'Override_Amt'.
- Error : Service ID not set
- Error : Service ID is blank
- Error : No service record for service ID <serviceId>
- Error : Multiple service records for service ID <serviceId>
- Error : Service <serviceId> is Available
- Error : Service <serviceId> is not Billable
- Error : Full Charge Catalog Path <CHRG_CATALOG_FULL_NAME> is Invalid
- Error : Charge Type <CHARGE_TYPE_CODE> is Invalid
- Error : Service's Dept Hierarchy owner has no Billing Group
- Error : Service's Contact owner has no Billing Group
- Error : Service <serviceId> has no Owner
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- Error : Trying to use Inactive Charge Catalog <chargeCatalogName>, on service <serviceId>
- Error : Trying to assign amount for Non-Overridable Charge <chargeCatalogName>, on service <serviceId>
- Error : Invalid Charge Catalog '<chargeCatalogName>'
- Error : No Matching Charge Catalog entries for '<chargeCatalogName>'
- Error : Multiple Matching Charge Catalog entries for '<chargeCatalogName>'
- Error : Missing Charge Catalog"
- Error : Invalid Expense GLA '<EXPENSE_GLA>'
- Error : Unable to convert '<BILL_DATE>' into a valid date
- Error : Unable to convert '<STOP_DATE>' into a valid date
- Error : Failed to save Services_Charges record; <errorMessage>
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Notes
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By default, the GLA Charges import always adds new charges. It never updates or removes charges. This can create duplicates.
If the UPDATE flag is set, the import will only update existing charges. This can be used to set Stop Dates on MRCs, or change Override Amounts, Quantity, Description, GLA, or Prorate flag.If an NRC has been billed, it cannot be updated in any way.
If an existing Monthly Recurring Charge has been billed, then Updating it can be updated. Changing the GLA, Amount, Quantity, or Prorate Flag, will stop the existing the new Charge stops the previous Charge and create a new Charge record begins with the appropriate changes. The date of this stop and start is determined by the Effective Date flagvalue. If this is set to 'TODAY', then it will stop the existing charge with yesterday's date, and start the new charge with use today's date. If it is set to 'BACKDATE', then it will use the date that the existing current charge has been billed through.