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This Import will allow the User to add Charges to a Service or update Charges on Services for Billing.

Matches On

This Import will look up Services based on the Service ID.

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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 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.

Matches On

For adds and updates, the import will usually use the Service ID to find the Service record to apply the Charge to. In cases where the Service ID is blank, the Service records RECID can be used.

For updates, the Import needs to find the 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 Charge, then all of those that match will be updated.

Alternatively, the Service Charge RECID can be provided, and this will override all other key values to find the exact Service Charge to update.

Fields

Service ID 

Required

Datatype is String.

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If the Import Record Format supplies a value and it is mapped, the mapped value takes precedence.

The Charge Catalog Name expects just the name, and will only work if the name is unique in the whole catalog.


Charge Catalog Full Name

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When importing nested Locations, the separator you use for each level of the hierarchy must match the concatenator string.

For example, Site A > Building B > Room C. Charges > MRC > Monthly Fee

Service Type

Datatype is String.

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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 String.

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Override Amount

Datatype is StringNumber.

This is only allowed if the Charge Catalog entry allows 'Override Charge Amount '.

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New Override Amount

Datatype is Stringis Number.

Default value is blank.

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 String

Used for UPDATE only.

RECID

Datatype is StringNumber.

Default value is blank.

This field is only used only as a lookup key for Charge Updatesfor UPDATES.

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RECID

Data type Datatype is String Number.

Default value is blank.

This is not a date field . Allowed values are: BACKDATE or TODAY

Prorate Flag

Datatype is Boolean.

Default Value = False.

Permitted Values: 1, Yes, and True sets the Prorate flag to True [1].

All other Values will enter as False [0].

is only used for UPDATES.

Quantity

Datatype is String Number.

UPDATE flag

Data type is Boolean.

Default value is False.

Permitted Values: 1, Yes, and True will set the Prorate flag to True [1].

If set, this import will UPDATE existing records. If the import cannot find an existing record to UPDATE, it will errorDefault Value is 1.

Service RECID

Datatype is Number.

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Flags / Conditional Logic

SERVICE_CHARGE_TYPE

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Default Value

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is '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 List Values grid.

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

UPDATE

Default value is False.

Data type is Boolean.

Permitted Values: 1, Yes, or True will turn on this flag.  All other values are false. 

If set, this Import will UPDATE existing records. If the Import cannot find an existing record to UPDATE, it will error.

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 value is TODAY.

This is not a date field. Allowed values are: BACKDATE or TODAY

Warnings and Errors

The following warnings display if the Service Charge UPDATE fails:

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  • 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
  • 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>

Notes
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Notes
Notes

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.To find an existing charge for update, the following fields are required: Service ID, Charge Catalog and Charge Type. The following additional fields are used if provided: Start Date, Override Amount, and Quantity. Alternatively, the Service Charge RECID can be provided which overrides all other provided key values.If an NRC has been billed, it cannot be updated in any way.

If an existing Monthly Recurring Charge has been billed, it can be updated. Changing the GLA, Amount, Quantity, or Prorate Flag, the new Charge stops the previous Charge and a new Charge record begins with the appropriate changes. The Stop Date becomes the day before the import was run. The Start Date becomes the day the import was rundate of this stop and start is determined by the Effective Date value. If this is set to 'TODAY', then it will use today's date. If it is set to 'BACKDATE', then it will use the date that the current charge has been billed through.