Difference between revisions of "Data Import/Cardline Management"

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(→‎Card Line Management Import Data Definition)
(→‎Card Line Management Import Data Definition)
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|Data field || Description  
 
|Data field || Description  
 
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| LEDGER_CARDLINE_ID ||  This field is mandatory. The format = NNNNNNN where the N is a Numeric.
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| LEDGER_CARDLINE_ID ||  This field is mandatory. The ID of the cardline to be modified.
 
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| MODIFICATION_TYPE || This field is mandatory. Use any of the following options:
 
| MODIFICATION_TYPE || This field is mandatory. Use any of the following options:
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* deallocate - this option does not apply to approved invoices.
 
* deallocate - this option does not apply to approved invoices.
 
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| INVOICE_ID || This field is optional. Mandatory for MODIFICATION_TYPE of 'allocate'. The format = NNNNNNN where the N is a Numeric.
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| INVOICE_ID || The ID of the invoice. Mandatory if MODIFICATION_TYPE is 'allocate', otherwise this is optional.
 
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| EXTAX_AMOUNT || This field is optional. Mandatory for MODIFICATION_TYPE of 'update'. This field represents the EX TAX portion of your charge and must be rounded to two decimal places. The format = NNN.NN where the N is a Numeric.
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| EXTAX_AMOUNT || The amount ex-tax. This must be rounded to two decimal places. Mandatory if MODIFICATION_TYPE is 'update', otherwise this is optional.
 
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|-
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| TAX_AMOUNT || This field is optional. Mandatory for MODIFICATION_TYPE of 'update'. This field represents the TAX portion of your charge and must be rounded to two decimal places. The format = NNN.NN where the N is a Numeric.
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| TAX_AMOUNT || The tax amount. This must be rounded to two decimal places. Mandatory if MODIFICATION_TYPE is 'update', otherwise this is optional.
 
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Your finished data file should look like the following example.
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Your data file should look like the following example.
  
 
{| class="wikitable"
 
{| class="wikitable"

Revision as of 11:14, 5 August 2016

Ledger Cardline Management Bulk Importer / Updater

This feature provides an easy and fast way to update, delete, allocate and de-allocate card lines into the system.

The system utilises the Bulk upload processing notification event to send a notification with the results of the bulk approval attempt. You must set up this event and enable it before you use this tool.

If the bulk update is successful, the email notification will advise you when the process is complete. If the bulk update is not successful, the email notification will send details of the records that failed to be approved and why.

Preparing your Data

To update card lines you will need to create a CSV data file or you can download the data file below to use as a template. You will need to extract the csv file and save it.

Sample_Cardline_Management_Import

Enter the data into the import sheet. Leave no rows blank. You must ensure the data meets all validation requirements. These are contained in the data definition table below. When you submit the data file for import, the system will parse the file looking for errors. If the system finds no errors, the system will import the notes into the system. The file needs to be error-free in order to import the data. In the event errors are found, no data will be imported into Emersion. Review the bulk upload processing notification email, correct the file and try again.

Importing your Data

To access the bulk cardline management tool:

  1. Log into Cumulus.
  2. Nav: Admin > Bulk Import > Card Line Management Import.
  3. Click the Browse button and select the csv file containing the list of card lines you want to import.
  4. If you want the bulk upload processing notification email to be sent to a different email address than the address defined in the event template, tick the Override? check box and enter an alternative email address. This will only apply for this upload. To change the email address for all future imports, you will need to change the recipient defined in the event template.
  5. Press Submit

The system will validate the data and if no errors are found, the system will approve the invoices. When the notification email is received, the process has been completed.

It is strongly recommended that you check a few random records to ensure that bulk approval process was a success. If you find an problem, you cannot roll back the bulk approval.

You have two options should this occur:

  1. Manually correct the data.
  2. Request Emersion fix the errors for you. This can be submitted via work order ticket. Please include a new csv data file with the records that need to be corrected. Do not include any records that do not need correcting.

Card Line Management Import Data Definition

This section contains a list of the required fields and a definition of what the system considers as valid data.

Card Line Management Import Data Definition table
Data field Description
LEDGER_CARDLINE_ID This field is mandatory. The ID of the cardline to be modified.
MODIFICATION_TYPE This field is mandatory. Use any of the following options:
  • update
  • delete
  • allocate - this option does not apply to approved invoices.
  • deallocate - this option does not apply to approved invoices.
INVOICE_ID The ID of the invoice. Mandatory if MODIFICATION_TYPE is 'allocate', otherwise this is optional.
EXTAX_AMOUNT The amount ex-tax. This must be rounded to two decimal places. Mandatory if MODIFICATION_TYPE is 'update', otherwise this is optional.
TAX_AMOUNT The tax amount. This must be rounded to two decimal places. Mandatory if MODIFICATION_TYPE is 'update', otherwise this is optional.

Your data file should look like the following example.

Card line Management Import Data File Example
LEDGER_CARDLINE_ID MODIFICATION_TYPE INVOICE_ID EXTAX_AMOUNT TAX_AMOUNT
12345678 update 10 1
12345679 delete
12345685 allocate 1234567
12345699 deallocate
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