.Equipment Charges Imports v2023.1

Capability

This Import will allow the User to add or update Charges on Equipment for Billing. In order to add a charge to a piece of Equipment, the "Billable" flag of the Equipment must already be set.
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 find the Equipment to add the Charges to using the Asset Tag, MAC Address, Equipment ID (and Location), Serial Number, and Equipment RECID.

For updates, the import needs to find the Charges to update. At a minimum, this also requires the 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 Equipment Charge RECID can be provided, and this will override all other key values to find the exact Equipment Charge to update.

The Equipment Charge Type is only required if there are duplicate Charge Catalogs.

Fields

Equipment Charge Description

Datatype is String.

This will override the Charge Catalog Description for Billing.

Equipment RECID

Datatype Number

This can be used to find Equipment Records for updates. This is especially useful for finding Equipment records that have blank Equipment ID, Asset Tag, and Serial Number.

If a value is provided for the RECID, then it will be assumed to be an update operation, and no other keys will be tried to find the existing record.

Asset Tag

Datatype is String.

Serial Number

Data type is String.

Default value is blank.

The Serial Number may be Required, depending on the state of the REQUIRE_SERIAL_NUMBER configuration setting in your environment.

Mac Address

Data type is String.

Default value is blank.

The MAC Address must be in a valid MAC address format. These examples are valid: 99:00:34:4a:44:44, 99-00-34-4a-44-44, 990.034.4a4.444, 9900344a4444.

Equipment ID

Datatype is String.

Location

Datatype is Hierarchical String.

Location Type

Datatype is String.

Used for the Location lookup if provided.

Permitted values are from List Values of type LOCATION_TYPE: Site, Building, Floor, Room, Cube, Truck, Closet, Rack, Elevation, Manhole, or Warehouse.

User entered values to the LOCATION_TYPE list may also be used.

Override GLA

Datatype is Hierarchical String.

Charge RECID

Datatype is Number.

Default value is blank.

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

Charge Catalog

Required

Datatype is String.

Default value is blank.

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

Charge Type

Datatype is String

Default value is blank.

This flag is only needed if there are multiple Charges with the same Names that have 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.

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

Override Amount

Datatype is Number.

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

New Override Amount

Datatype is Number.

Default value is blank.

If you map the New Override Amount and provide a blank value, then any existing Override Amount on the charge will be removed.

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

Quantity

Datatype is Number.

New Quantity

Required

Datatype is String.

Bill Date

Required

Datatype is String.

Start Date

Datatype is String.

The default is Today's Date.

This is the Start Date for MRCs and ARCs. Filling this field for NRCs will cause an error.

Stop Date

Datatype is Date.

Default value is blank.

Used for MRCs only.

NRCs ignore this field.

Recurring Date

Datatype is String.

The default is Today's Date.

This is the Recurring Date for ARCs. Filling this field for NRCs or MRCs will cause an error

Transaction Date

Datatype is String.

The default is Today's Date.

This is the Transaction Date for NRCs. Filling this field for MRCs or ARCs will cause an error.

Effective Date

Datatype 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.

Prorate

Datatype is Boolean.

Default value is "false".

Allowed values: 1, Yes, and True sets the Prorate flag to True [1].

All other Values will enter as False [0].

Child Records

Equipment Charges are a Child record of Equipment. As such, they can only be added to existing Equipment RECIDs.

Flags / Conditional Logic

EQUIPMENT_CHARGE_TYPE:

Datatype is String

Default value is blank.

This flag is only needed if there are multiple Charges with the same Names that have 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.

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

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 multiple matches found 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

By default, the Equipment 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.
For an existing Monthly Recurring Charge, if you update the GLA, Amount, or Quantity, it 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.
If you update existing Alternate Recurring Charges (Quarterly, Semi-Annual and Annual), they will stop and start like MRCs, but they will always behave as if the Effective Data is set to 'BACKDATE'.