.GLA Charges Imports v2019.7

Capability

This Import will allow the User to add or update Charges on GLAs 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 need the 'GLA Full Codes' to find the GLA record to apply the charge to.

For updates, the import needs to find the charges to update.

At minimum, you must provide the GLA, Charge Catalog and Charge Type. You can also optionally provide the Start Date, Override Amount, and Quantity.

If the values you provide match more than one charge, then all of those that match will be updated.

Alternatively, you can provide the GLA Charge RECID, and this will override all other key values to find the exact GLA Charge to update.

Fields

GLA Full Codes

Required

Datatype is Hierarchical String.

Charge Catalog Name

Required

Datatype is Hierarchical 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 Hierarchical 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 Date.

The default value is today's date.

The Bill Date can come from a mapping or from the import file selection form.

Mapping takes precedence.

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 Number.

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.

Stop Date

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.

Used for UPDATE only.

New Quantity

Data type is Number.

Used for UPDATE only.

RECID

Data type is Number.

Used as a lookup for Charge updates.

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.

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 System Use values are: MONTHLY_RECURRING, NONRECURRING, QUARTERLY, SEMI_ANNUAL, and ANNUAL_RECURRING.

UPDATE:

Default Value 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.

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.

Errors

When an Import Line fails, it is usually because the Line falls into one of the following categories:

The value provided from another table was not found, or had multiple matches within the Database
The value provided from another table is Inactive
A blank value was provided, for a field with a required value
The value provided is not acceptable for the record type being created
The System was unable to save the record

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.
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.