Capability
This Import will allow the User to add Charges to a Service for Billing.
Matches On
This Import will look up Services based on the Service ID.
- The Import can ONLY UPDATE an existing Service with a Charge. It cannot INSERT the Service ID to associate the Charge.
- This means that any Service Charges Import file processed will always add new Charges, but never DELETE or UPDATE existing ones, since a new Service cannot be created.
- Warning: This has the potential to create duplicates.
Fields
Service ID
Required
Datatype is String.
Charge Catalog Name
Required
Datatype is String.
Instead of mapping the value, it can be supplied for all records in the Import Record Format.
If the Import Record Format supplies a value and it is mapped, the mapped value takes precedence.
Charge Catalog Full Name
Datatype is String.
This is the full test path of the Charge Catalog.
This should be used if the Catalog Name is not unique.
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, Site A > Building B > Room C.
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 String.
This can come from a mapping or the Import File selection form. Mapping takes precedence.
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
Description
Datatype is String.
This will override the Charge Catalog Description for Billing.
Expense GLA
Datatype is String.
The full GLA Path must be used with Components separated by " > ".
Override Amount
Datatype is String.
This is only allowed if the Charge Catalog entry allows 'Override Charge Amount '.
Stop Date
Datatype is String.
Default value is blank.
Used for MRCs only.
NRCs ignore this field.
New Override Amount
Datatype is String.
This is only allowed if the Charge Catalog entry allows overrides. Used for updates.
New Quantity
Datatype is String
Used for UPDATE only.
RECID
Datatype is String.
Default value is blank.
This is used only as a lookup key for Charge Updates.
Effective Date
Data type is String.
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].
Quantity
Datatype is String.
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 error.
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 .
Child Records
Service Charges are a Child record of Services. As such, they can only be added to existing Service IDs.
Flags / Conditional Logic
SERVICE_CHARGE_TYPE:
Default Value = '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.
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
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
- 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
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 run.