Data Import/Cardlines

Importing Ledger Card lines

This feature provides an easy and fast way to import 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 approval is successful, the email notification will advise you when the process is complete. If the bulk approval is not successful, the email notification will send details of the records that failed to be approved and why.

Preparing your Data

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

Cardline Import CSV template

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 invoice approval tool:

1. Log into Cumulus.
2. Nav: Admin > Bulk Import > Cardline.
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 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 Import Data Definition table

Data field	Description
TRANSACTION_DATE	This field is mandatory. The format = YYYY-MM-DD.
TAX_AMOUNT	This field is mandatory. This field represents the EX TAX portion of your charge and must be rounded to two decimal places.
DESCRIPTION	This field is mandatory and has a 255 character limit. This is the description for the charge that will appear on the customers invoice or service information record (SIR).
LEDGER_CODE	This field is mandatory and is the a ledger code name from the Emersion system for the card line. You can obtain a list of available ledger codes at the following location: < /br> Nav: Reports > List > Reference > Ledger Codes (and Mapping) report. Ensure you use the ledger code NAME, not the MAPPING_NAME or SIMPLE_CODE.
ACCOUNT_ID	This is a mandatory field. and is the account you wish to have the card line assigned against.
SERVICE_ID	This field is optional. It is service ID you want this charge to be assigned against.
BILLING_TYPE_ID	Defines if the charge is an advance charge or an arrears charge (2). Valid entries are: 1 = advance, 2 = in arrears < /br> It is not mandatory. The default setting is 1 (advance).
COVERS_FROM	A mandatory start date for the period of which the card line covers. Format = YYYY-MM-DD.
COVERS_TO	The end date for the period that the card line covers. Format = YYYY-MM-DD. The field is not mandatory but if a date is not supplied, the system will use the COVERS_FROM date.

Your finished data file should look like the following example.

Card line Import Data File Example

ACTUAL_VALUE	10	1	"Test Transaction, Blah"	LEDGER_CODE	111377	171519	1	2010-12-30	2010-12-30
2010-02-01	33	3	"Blah Transaction, Blah"		111377		1	2010-12-30	2010-12-30
2010-12-30	22	2.2	Test Transaction	MY_TRANSACTION	111683	173038	2	2010-12-30	2010-12-30