(v1) .Service Charges Imports v2019.5

Capability

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

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.

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

Datatype is Hierarchical 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 Date.

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 Number.

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

Stop Date

Datatype is Date.

Default value is blank.

Used for MRCs only.

NRCs ignore this field.

New Override Amount

Datatype is Number.

Default value is blank.

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

New Quantity

Datatype is Number

Default value is blank.

Used for UPDATE only.

RECID

Datatype is Number.

Default value is blank.

This is used only as a lookup key for Charge Updates.

Prorate Flag

Datatype is Boolean.

Default Value is 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 Number.

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 (v1) Services. As such, they can only be added to existing Service IDs.

Flags / Conditional Logic

SERVICE_CHARGE_TYPE

Default Value 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

Data type is Boolean.

Default value is False.

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.

Effective Date

Data type is String.

Default Value is TODAY.

Allowed values are BACKDATE and TODAY.

This flag is used to determine the date that an updated charge will stop and restart.

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

See the Notes for more details.

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.

If an NRC has been billed, it cannot be updated in any way.

If an existing Monthly Recurring Charge has been billed, then Updating the GLA, Amount, Quantity, or Prorate Flag, 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.