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GLA Charges

Capability

The GLA Charges Import allows a User to add Charges to any existing GLA.

Matches On

This Import looks up GLAs based on the GLA Full Codes.

  • The Import can UPDATE an existing GLA with a Charge. It cannot INSERT the GLA to associate the Charge.
  • This means that GLA Charges Import always adds new Charges, never DELETE or UPDATE.
  • Warning: This has the potential to create duplicates.

Fields

GLA Full Codes Required Datatype is String. This is a full sequence of GLA Components separated by the GLA_CONCATENATOR . Multiple levels of a hierarchy "path" (like Locations) 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, Site A > Building B > Room C. Charge Catalog Name Required Datatype is String. Instead of mapping this, the value can be supplied for all records in the Import Record Format. If the Import Record Format supplies a value and is mapped, the mapped value takes precedence. The name imports if it is a unique value in the catalog. Owner Contact Customer Number Datatype is String. Owner Contact First Name Datatype is String. Passes in the First Name of Contact Owners. Owner Contact Last Name Datatype is String. Passes in the Last Name of Contact Owners. Owner Dept. Hierarchy Datatype is String. Import matched the Department Hierarchy Code, not the Name. For a multi-level Department Hierarchy the Full Path of the Hierarchy MUST be used. For example, if the Department, XYZ, is a child to Department, Billing, the Owner Department Hierarchy field should be Billing.XYZ. Bill Date Datatype is String. The Bill Date can come from a mapping or from the import file selection form. Mapping takes precedence. The default value is today's date. This is the transaction date for NRCs or Start Date for MRCs. Billing Group Datatype is String. This is an override to the charge Owner's Billing Group. Description Datatype is String. This overrides the Charge Catalog Description. Override Amount Datatype is String. 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 String. Stop Date Data type is String. Default value is blank. Used for MRCs only and is ignored for NRCs. Charge Catalog Full Name Data type is String. This can be used in place of the Charge Catalog Name and expects the full catalog Path. New Override Amount Data type is String. This is only allowed if the Charge Catalog entry allows overrides. Used for UPDATE only. New Quantity Data type is string. Used for UPDATE only. RECID Data type is String. Used as a lookup for Charge updates. Effective Date Data type is String. Expected values are Backdate and Today. Billing Group Override 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 is NONRECURRING. 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 System Use values are: MONTHLY_RECURRING, NONRECURRING, QUARTERLY, SEMI_ANNUAL, and ANNUAL_RECURRING.

UPDATE

Default vales is UPDATE If set, this import will UPDATE existing records. If the import cannot find an existing record to update, 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.

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 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

The following errors are displayed if the GLA Charges INSERT or UPDATE fails:

  • Error : Invalid GLA '<gla>'
  • Error : GLA '<gla>' is not Billable
  • Error : Blank or Missing GLA
  • 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 owner provided
  • Error : Full Charge Catalog Path <CHRG_CATALOG_FULL_NAME> is Invalid
  • Error : Charge Type <CC_CHARGE_TYPE_CODE> is Invalid
  • Error : Dept Hierarchy <deptHierarchy has no Billing Group
  • Error : Contact <fname> <lname> has no Billing Group
  • Error : Missing required Owner or Billing Group
  • Error : Trying to use Inactive Charge Catalog <chargeCatalogName>
  • Error : Trying to assign amount for Non-Overidable Charge
  • 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 : Missing Billing Group"
  • Error : Unable to convert '<BILL_DATE>' into a valid date
  • Error : Unable to convert '<STOP_DATE>' into a valid date
  • Error : Failed to save GLA_Charges record; <errorMessage>

Notes

  • 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.
  • To find an existing charge for UPDATE, the following fields are required: GLA, 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 MRC 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 run.
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