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Comment: Published by Scroll Versions from this space and version 2023.1

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This Import will allow the User to add or update Charges on GLAs for Billing. In order to add a Charge to a GLA, the 'Bill' flag of the GLA Catalog 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.

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GLA Full Codes

Required

Datatype is Hierarchical String.

Charge Catalog Name

Conditionally Required (unless Charge Catalog Full Name is provided instead)

Datatype is Hierarchical String.Instead of mapping this, the value can be supplied for all records 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 GLA_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

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has a value and it is also mapped, the mapped value takes precedence

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Charge Catalog Full Name

Conditionally Required (unless Charge Catalog Name is provided instead)

Datatype is Hierarchical String.

The default value is 'blank'.

This is the full hierarchical path of the Charge Catalog.

This should be used if the Catalog Name is not unique.

The GLA_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.

Owner Contact Customer Number

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Owner Dept. Hierarchy

Datatype is Hierarchical String.

Import matched the Department Hierarchy Code, not the Name.

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Mapping takes precedence.

This becomes the Transaction date for NRCs and the Start Date for MRCs. For ARCs (Alternate Recurring Charges), the Bill Date will get copied to both the Start Date and Recurring Date.

The Bill Date import field is the transaction date for NRCs or Start Date for MRCs.now Deprecated. It will still work, but the following new three date fields should be used instead.

Transaction Date

Datatype is String.

The default is Today's Date.

This is the Transaction Date for NRCs. Filling this field for MRCs or ARCs will cause an error.

This field is currently ignored by Update attempts. If Charges are desired to be Updated in Bulk via an Import, the User must delete the original files from PCR-360 that created the Imported Charges then re-upload the corrected File back into PCR-360.

Start Date

Datatype is String.

The default is Today's Date.

This is the Start Date for MRCs and ARCs. Filling this field for NRCs will cause an error.

This field is currently ignored by Update attempts. If Charges are desired to be Updated in Bulk via an Import, the User must delete the original files from PCR-360 that created the Imported Charges then re-upload the corrected File back into PCR-360.

Recurring Date

Datatype is String.

The default is Today's Date.

This is the Recurring Date for ARCs. Filling this field for NRCs or MRCs will cause an error.

This field is currently ignored by Update attempts. If Charges are desired to be Updated in Bulk via an Import, the User must delete the original files from PCR-360 that created the Imported Charges then re-upload the corrected File back into PCR-360.

Billing Group

Datatype is String.

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This is only allowed if the Charge Catalog entry allows overrides.

Prorate

Datatype is Boolean.

Default Value is False.

Permitted Values are 1, Yes, and True.

These set the Prorate flag to True [1].

All other values enter as False [0].

Quantity

Datatype is Number.

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Data type is Date.

Default value is 'blank'.

Used for MRCs only and is ignored for NRCs.

Charge Catalog Full Name

Datatype is Hierarchical String.

This can be used in place of the Charge Catalog Name and expects the full catalog Path.

New Override Amount

Data type is Number.

This is only allowed if the Charge Catalog entry allows overrides.

If you map the New Override Amount and provide a blank value, then any existing Override Amount on the charge will be removed.

Used for UPDATE only.

New Quantity

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Data type is String.

Default value is 'blank'.

The value must match an existing Billing Group.

This is an override. It should only be provided if an override of the Billing Group is desired from the Department Hierarchy or Contact Owner.

Child Records

GLA

GLA Charges are a Child record of GLA Imports. As such, they can only be added to an existing GLA.

Flags / Conditional Logic

GLA_CHARGE_TYPE:

Default Value value is NONRECURRING'blank'.

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 List Values grid.

The only allowed values are the System Use values areValues: MONTHLY_RECURRING, NONRECURRING, QUARTERLY, SEMI_ANNUAL, and ANNUAL_RECURRING.

UPDATE:

Datatype is Boolean.

Default Value value is UPDATE"false."

If set, this import will UPDATE existing records. If the import cannot find an existing record to updateUPDATE, it will error. If the UPDATE flag is set, the import only updates existing charges.

This can be used to set Stop Dates on MRCs, change Override Amounts, Quantity, Description, GLA, or Prorate flag.

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EFFECTIVE_DATE:

Data type is String.

Default Value is TODAY.

Allowed values are BACKDATE and TODAY.

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Alternate Recurring Charges (Quarterly, Semi-Annual, and Annual), when updated, will always use BACKDATE as the Effective Date.

This flag is only used when updating existing charges. If the import is adding a new charge, then this flag is ignored.

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:

  1. The value provided from another table was not found , or had multiple matches within the Database

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    • Error : Could not find provided Billing Group <BILLING_GROUP>
    • Error : Could not find provided Contact name <fname> <lname>
    • Error : Could not find provided Contact number <customerNumber>
    • Error : Could not find the Dept Hierarchy for <deptHierarchy>
    • Error : "No Matching Charge Catalog entries for '<chargeCatalogName>'
    • Error : "Multiple Matching Charge Catalog entries for '<chargeCatalogName>'
    • Error : Invalid GLA '<gla>'
    • Error : Full Charge Catalog Path <CHRG_CATALOG_FULL_NAME> is Invalid
    • Error : Charge Type <CC_CHARGE_TYPE_CODE> is Invalid
    • Error : Invalid Charge Catalog '<chargeCatalogName>'

  2. The value provided from another table is Inactive
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    • Error : Trying to use Inactive Charge Catalog <chargeCatalogName>

  3. A blank value was provided, for a field with a required value
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    • Error : Blank or Missing GLA
    • Error : No owner provided
    • Error : Missing required Owner or Billing Group
    • Error : Missing Charge Catalog"
    • Error : Missing Billing Group"

  4. The value provided is not acceptable for the record type being created
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    • 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 Billing Group Override because new Stop Date is before today
    • Warning: Not updating Contact Owner because new Stop Date is before today
    • Warning: Not updating Dept Hierarchy Owner because new Stop Date is before today
    • Error : GLA '<gla>' is not Billable
    • Error : Dept Hierarchy <deptHierarchy has no Billing Group
    • Error : Contact <fname> <lname> has no Billing Group
    • Error : Trying to assign amount for Non-Overidable Charge
    • Error : Unable to convert '<BILL_DATE>' into a valid date
    • Error : Unable to convert '<STOP_DATE>' into a valid date

  5. The System was unable to save the record
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    • Error : Failed to save GLA_Charges 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.

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  • Any GLA Charge MUST have a valid Owner, either a Contact or a Department Hierarchy.
  • 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 For an existing Monthly Recurring Charge has been billed, then Updating , if you update the GLA, Amount, or Quantity, or Prorate Flag, it will stop the existing Charge and create a new Charge with the appropriate changes. The date of this stop and start is determined by the Effective Date flag. If this is set to 'TODAY', then it will stop the existing charge with yesterday's date, and start the new charge with today's date. If it is set to 'BACKDATE', then it will use the date that the existing charge has been billed through.
  • If you update existing Alternate Recurring Charges (Quarterly, Semi-Annual and Annual), they will stop and start like MRCs, but they will always behave as if the Effective Data is set to 'BACKDATE'.
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