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Capability

This Import allows the User to INSERT new records or UPDATE existing GLAs into the GLA Catalog grid.

Matches ON

The GLA Import uses the full GLA Account string to match against any existing GLAs. If no match is found, the record from the Import File will INSERT. If a match is found, the other fields of the Import can UPDATE.

Fields

Format

Datatype is String

Formats can not be more than 14 characters in length

The default GLA will be what any picker or grid should default to if a GLA is not explicitly selected

Format Defaults to the value of the Configuration Option: GLA_FORMAT_DEFAULT.

Must be a valid GLA Format from the Configuration Option: GLA_FORMATS.

GLA Account

Required

Datatype is Hierarchical String.

CANNOT be Updated.

A combination of all the GLA Components in a single string with individual Components separated by the value stored in GLA_CONCATENATOR.

GLA Description

Datatype is Hierarchical String.

A combination of all the GLA Component Descriptions in a single string with individual Descriptions separated the value stored in GLA_CONCATENATOR.

Speed Code

Datatype is String.

Speed Codes cannot be duplicated.

Any attempt to duplicate a Speed Code will result in an error.

Description

Datatype is String.

Revenue

Datatype is Boolean.

Defaults to True [1].

Permitted Values are 1, True, or Yes set the Flag to True.

All other values enter as False [0].

A GLA must be Revenue, Expense, or Both. If you set both flags to False, you will get an error.

If you don't set the Revenue or Expense flag when creating a new GLA, then the Expense flag will get set.

After a GLA is created, you can update the Revenue and Expense flags to True, but you cannot update them to False. If you try to update either of these flags to False, you will get an error.

Expense

Datatype is Boolean.

Defaults to True [1].

Permitted Values are 1, True, or Yes set the Flag to True.

All other values enter as False [0].

A GLA must be Revenue, Expense, or Both. If you set both flags to False, you will get an error.

If you don't set the Revenue or Expense flag when creating a new GLA, then the Expense flag will get set.

After a GLA is created, you can update the Revenue and Expense flags to True, but you cannot update them to False. If you try to update either of these flags to False, you will get an error.

Bill

Datatype is Boolean.

Defaults to False [0].

Permitted Values are 1, True, or Yes set the Flag to True.

All other values enter as False [0].

Ledger

Datatype is Boolean.

Defaults to False [0].

Permitted Values are 1, True, or Yes set the Flag to True.

All other values enter as False [0].

Taxable

Datatype is Boolean.

Defaults to False [0].

Permitted Values are 1, True, or Yes set the Flag to True.

All other values enter as False [0].

Customer Number

Datatype is String.

This field will let you add a Contact to the GLA. This import will always append Contacts to the GLA. It will never remove or replace a Contact.

If a Customer Number is provided, it must exist already for it to be added to the GLA.

If it does not exist, it causes a warning.

Contact Primary

Datatype is Boolean.

Defaults to True [1].

Only used if Customer Number is provided.

Permitted Values are 1, True, or Yes set the Flag to True.

All other values enters as False [0].

Status

Datatype is Boolean.

Defaults to Active [1].

Permitted Values are 1, True, Yes, or Active set the Status to Active.

All other values enter as Inactive [0].

Street Address

Datatype is String.

If any of the Address fields are filled, they all become Required except for the Address2 field.

Address2

Datatype is String.

City

Datatype is String.

State

Datatype is String.

States/Provinces use standard 2 Letter Abbreviations for US/Canada and 3 Letter Abbreviations for Mexico.

Zip Code

Datatype is String.

Country

Default value: "United States"

Datatype is String.

By default, the allowed values are United States, Canada, Mexico, or Other International.

You can add additional values in the List Values table using Type ADDRESS_COUNTRIES.

Address Type

Datatype is String.

Blank values are NOT allowed.

Permitted values are from the ADDRESS_TYPE List Values: Billing, Warehouse, or Office.

Any values added by a User to the ADDRESS_TYPE List can also be used.

Values not in the List are not added.

Do not use Column Mapping if there are possible blank values for Address Type use Conditional assignment instead.

if ([12])[GLA_ADDRESSES.ADDRESS_TYPE] = [12];

AR Type

Datatype is String

Must be one of the AR_TYPE List Type Values. Common values are Employee, International Student, County Extension as well as others.

Requires the 'Accounts Receivable' license, otherwise that line in the import file will fail. For more information see the AR Wiki page.

AR Status

Datatype is String

Must be one of the AR_STATUS List Type Values. Common values are Pre-paid, Payment Plan, Hold on Account as well as others.

Requires the 'Accounts Receivable' license, otherwise that line in the import file will fail. For more information see the AR Wiki page.

Service Fee Percent

Datatype is String

Requires the 'Accounts Receivable' license, otherwise that line in the import file will fail. For more information see the AR Wiki page.

Child Records

GLA Charges are a Child record of GLA Charges. They are handled on a separate Import File.

Flags / Conditional Logic

APPEND_ADDRESS:
Default Value = True. If the APPEND_ADDRESS flag is False AND if there are any other Addresses on this GLA that have the same Address type, remove them. If this Address is not already on this GLA with the same Address type, add it. APPEND_ADDRESS, as described above, allows an Address of the same type to be appended to the Address list.

GLA_ALLOW_UPDATE:
Defaults Value = True. If this is set to false, the Import ignores any GLA records in the input that already exist.

Errors

When an Import Line fails, it is usually because the Line falls into one of the following categories:

1. The value provided from another table was not found within the Database

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   Warning : Could not find the Contact for <CUSTOMER_NUMBER>

   
   

2. The value provided is not acceptable for the record type being created

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   Warning : Invalid blank Street Address Warning : Invalid blank City Warning : Invalid blank State Warning : Invalid blank Zip Code Warning : Invalid state <state> in address Error : Service Fee Percent must be numeric Error : Service Fee Percent must be greater than zero Error : Not Accounts Receivable Error : GLA Format '<format>' is not valid Error : Value not present in LISTS table for AR_TYPE, value("<AR_TYPE>") Error : Value not present in LISTS table for AR_STATUS, value("<AR_STATUS>")

   
   

3. The System was unable to save the record

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   Warning : Failed to save Address record <errorMessage> Warning : Failed to Add GLA Address record; <errorMessage> Error : Failed to save GLA record; <errorMessage> If you experience any of these Errors, without another accompanying Message about what might have caused the Save Failure, please submit a Ticket to PCR.

   
   

Notes

Once a GLA is created, the Expense Flag and Revenue Flag become read-only. If an import tries to update one of these flags on an existing GLA record, those fields are not updated and no warning occurs.

UDF Associations

User Defined Fields on any given Import are all handled the same way with Conditional Logic. For more information about adding a UDF to the Import see the section of the Imports main page.