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CYMAIV Accounting for Windows®

Training Guide Series

General Import Training Guide

January 2007

CYMA Systems, Inc. 2330 West University Drive, Suite 4

Tempe, AZ 85281 (800) 292-2962

Fax: (480) 303-2969 E-mail: [email protected]

www.cyma.com

Copyright 1998-2007 CYMA Systems, Inc. All rights reserved. No part of this document may be photocopied, reproduced, or translated to another language without the prior written consent of CYMA Systems, Inc.

CYMA Systems, Inc. makes no warranty of any kind with regard to this material, including, but not limited to the implied warranties of merchantability and fitness for a particular purpose. CYMA Systems, Inc. shall not be liable for errors contained herein or for incidental consequential damages in connection with the furnishing, performance or use of this material.

Warning: This manual is protected by United States Copyright law (Title 17 United States Code). Unauthorized reproduction and/or sales may result in imprisonment for up to one year and fines of up to $10,000 (17USC 506). Copyright violators may also be subject to civil liability.

The information in this document is subject to change without notice.

PASIII, PAS+, CYMAIV, GBS and GBSII are trademarks of CYMA Systems, Inc. NetWare is a registered trademark of Novell, Inc. Some of the product names mentioned herein have been used for identification purposes only and may be trademarks of their respective companies.

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All trademarks and names are the property of their respective holders.

Revised January 2007

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Table Of Contents General Import ....................................................................................................................................................................... 1 General Import Overview....................................................................................................................................................... 5 General Import Step-By-Step Instructions ............................................................................................................................. 7 General Import - What Is Imported ...................................................................................................................................... 11 General Import - What Is Not Imported................................................................................................................................ 13 General Import - Edit Field Mapping.................................................................................................................................... 15 General Import Code Translation ........................................................................................................................................ 19 General Import Data File Types........................................................................................................................................... 21 General Import Data Files Types: SM Allocations ............................................................................................................... 25 General Import Data File Types: SM Terms Codes............................................................................................................. 27 General Import Data File Types: SM Bank Accounts .......................................................................................................... 29 General Import Data File Types: SM Products .................................................................................................................... 31 General Import Data File Types: SM Product Alternate Prices ........................................................................................... 35 General Import Data File Types: AP Invoices...................................................................................................................... 37 General Import Data File Types: AP Recurring Invoices ..................................................................................................... 41 General Import Data File Types: AP Vendors ..................................................................................................................... 43 General Import Data File Types: AP Vendor Contacts ........................................................................................................ 45 General Import Data File Types: AP Vendor Product Cross Reference.............................................................................. 47 General Import Data File Types: AP Vendor Types ............................................................................................................ 49 General Import Data File Types: AR Customers ................................................................................................................. 51 General Import Data File Types: AR Customer Contacts.................................................................................................... 53 General Import Data File Types: AR Customer Special Pricing .......................................................................................... 55 General Import Data File Types: AR Customer Ship-Tos.................................................................................................... 57 General Import Data File Types: AR Customer Types ........................................................................................................ 59 General Import Data File Types: AR Invoices ..................................................................................................................... 61 General Import Data File Types: AR Recurring Invoices..................................................................................................... 65 General Import Data File Types: AR Sales Reps ................................................................................................................ 69 General Import Data File Types: AR Tax Categories .......................................................................................................... 71 General Import Data File Types: AR Tax IDs ...................................................................................................................... 73 General Import Data File Types: GL Account Sub-Types ................................................................................................... 75 General Import Data File Types: GL Transactions .............................................................................................................. 77 General Import Data File Types: GL Recurring Transactions.............................................................................................. 79 General Import Data File Types: GL User Journals............................................................................................................. 81 General Import Data File Types: GL Budgets...................................................................................................................... 83 General Import Data File Types GL Grants ......................................................................................................................... 85 General Import Data File Types GL Grant Budget .............................................................................................................. 87 General Import Data File Types: GL Accounts .................................................................................................................... 89 General Import Data File Types: Job Costing Jobs ............................................................................................................. 91 General Import Data File Types: Job Costing Billable Charges .......................................................................................... 93 General Import Data File Types: JC Categories.................................................................................................................. 95 General Import Data File Types: JC Cost Codes ................................................................................................................ 97 General Import Data File Types: Job Costing Detail Budgets ............................................................................................. 99 General Import Data File Types: Job Costing Cost Category Budgets ............................................................................. 101 General Import Data File Types: Job Costing Cost Code Budgets ................................................................................... 103 General Import Data File Types JC Adjustments .............................................................................................................. 105 General Import Data File Types: JC Employees ............................................................................................................... 106

CYMAIV Accounting For Windows Training Guide – General Import

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General Import Data File Types: JC Labor ........................................................................................................................ 109 General Import Data File Types: Payroll Employees........................................................................................................ 111 General Import Data File Types: Payroll Earnings ............................................................................................................ 113 General Import Data File Types: Payroll Locations ........................................................................................................... 115 General Import Data File Types: Payroll Departments ...................................................................................................... 117 General Import Data File Types: Purchase Orders ........................................................................................................... 119 General Import Data File Types SO Sales Orders ............................................................................................................ 123 General Import Data File Types: SM Skills ........................................................................................................................ 127 General Import Data File Types - IC Beginning Quantities................................................................................................ 129 General Import Importing PAS+ 2nd Screen Data ............................................................................................................. 131 CYMA Systems, Inc. Contact Information ......................................................................................................................... 135


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General Import The General Import dialog box allows you to create the Import Scripts that are used to import data. When creating the Import Scripts, each file type (GL accounts, GL transactions) and CSV files to import are specified.

Import Scripts are saved at the system level, not the company level. This allows you to use the same script for multiple companies. If using an import script for multiple companies, the Account Mask must be the same for all the companies. To use a script to import data for a specific company, use the Change Company option on the File menu to change to the appropriate company. To access the General Import dialog box, select General Import from the System menu in the System Manager module.

Sample General Import dialog box

Refer to the following field descriptions and requirements.

Import Script ID

To create a new import script, enter an ID that represents the import data set (up to 6 alphanumeric characters).

To edit an existing import script, enter the ID or use the Browser to select the ID. After the record is displayed, click the Edit button.


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To import an import script for the current company, enter the ID or use the Browser to select the ID. Once the record is displayed, click the Import button.

Description

Enter a description for the Import Script (up to 40 alphanumeric characters).

Last Run Date

This view-only text box will display the date that the displayed Import Script was last used to import data.

Last Run Company

This view-only text box will display the company that last used the displayed Import Script to import data.

Path to Source Files

Enter the path to the directory that contains the CSV files or use the Directory Selector button to select the path (up to 128 alphanumeric characters).

If the CSV files do not display even after you have entered and verified the Path to Source Files and you have a long data file path, shorten the path to the MS-DOS equivalent. For example, if your path is C:\Program Files\CYMAIV\CSV Files shorten the path to C:\Progra~\CYMAIV\CSVFiles. After the path is shortened the CSV files should display in the drop-down list. CSV file names cannot be longer than the DOS standard eight characters. For example: GLAccnt.csv, ARCust.csv, APInvoic.csv, PREmploy.csv.

This button is enabled when a completed DataGrid row is highlighted. DataGrid rows are highlighted by clicking on the selection box to the left of the row. When clicked, the Edit Field Mapping dialog box is displayed. This dialog box allows you to match columns in the selected CSV file to a target field in the CYMAIV file or assign a constant value to a CYMAIV field. This dialog box must be accessed and fields mapped for each CSV file entered on the General Import dialog box DataGrid.

DataGrid Columns and Fields

The DataGrid columns and fields allow you to specify the File Type and corresponding CSV source file to import. You can also set certain parameters for each CSV file. For each CSV file entered on the DataGrid, you must highlight each row and click the Field Mapping button. This will display the Edit Field Mapping dialog box. This allows you to map the CSV columns to a target CYMAIV data file field.

File Type

Use the drop-down list to select the file type to be imported. See Data File Types for available options

Add Option

The drop-down list will display the available options for adding the data contained in the CSV file, in the current row, to the CYMAIV data files. The options available are:

Add — The Import adds the data from the CSV file to the existing CYMAIV data file.


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Add + Update — The Import adds records to the existing data file and optionally replaces existing records that have the same key field.

Depending on the File Type selected, the Add + Update option may not be available. Refer to the Notes section of the Data File Types for the selected file type for the available options. Update Only — The Import will update existing records with the new data. During the import, any records that do not already exist in the CYMAIV data file will be rejected. In other words, any records with key fields not already in the CYMAIV data file will be rejected.

When using the Update Only option, the only required field on the Edit Field Mapping dialog box is the key field. Other normally required fields become optional.

This option is only available for data file types that allow the Add + Update option. Replace — The Import deletes all the existing data in the destination CYMAIV data file and places the data from the CSV file.

Stop on Reject?

On records in the CSV file that fail validation or are duplicates, this option allows you to select whether the Import should stop or skip the record and continue. The options available are:

Yes — Select this option to stop the Import when a record is rejected. If the import is stopped you must resolve the invalid record and restart the import. No — Select this option to skip the rejected record and continue the Import.

Header Rcd?

Select from the drop-down list whether the CSV file in the current row contains a header record that should be skipped. The options available are:

Yes — Select Yes if the CSV file contains a header record. No — Select No if the CSV file does not contain a header record.

The import produces an error report for every CSV record rejected.

Source Name

This column contains a drop-down list that displays the CSV files—that you have created—available to import. Only CSV files located at the destination of the Path to Source Files specified will be displayed. Select the appropriate source file to import for the File Type selected.

When creating your CSV files make sure they are sorted by the corresponding data file types key field(s). For example, the CSV file for AR invoices must be sorted by key field invoice number. See Data Files Types for information regarding key field(s) for specific data file types.

If the CSV files do not display even after you have entered and verified the Path to Source Files and you have a long data file path, shorten the path to the MS-DOS


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equivalent. For example, if your path is C:\Program Files\CYMAIV\CSV Files shorten the path C:\Progra~\CYMAIV\CSVFiles. After the path is shortened the CSV files should display in the drop-down list. CSV file names cannot be longer than the DOS standard eight characters. For example: GLAccnt.csv, ARCust.csv, APInvoic.csv, PREmploy.csv.

General Import Command Buttons

The Test button will process the files exactly the same as the Import will, but it will not write any transactions. Any errors will be displayed after the process is complete.

The Import button will import the currently displayed Import Script for the current company. Click the Import button after an existing Import Script has been entered.

The Edit button allows you to make changes to the displayed Import Script. Click the Edit button after an existing Import Script ID has been entered.

The Save button allows you to save your changes. The Save button is enabled when data on the dialog box is changed.

The New button prompts you to save any changes to the active Script (if applicable) and then clears the dialog box, allowing you to create a new Import Script or select another script for viewing or editing.

The Delete button permanently removes the displayed Import Script from the data file.

The Close button closes the dialog box and prompts you to save any changes (if applicable). Pressing the ESC key has the same function.


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General Import Overview

Due to the irreversible nature of this operation with respect to your accounting data (short of restoring a backup), it is strongly recommended that access to the General Import operation be restricted. Access should only be granted to individuals who understand the ramifications of this operation, such as your System Administrator or database manager. The General Import operation directly replaces and/or updates your data files. Modules that can be imported in to include General Ledger, Accounts Receivable, Accounts Payable, Payroll, Job Costing and Purchase Order.

Before you begin importing data:

• Perform a complete backup of your accounting data in the existing accounting system.

• In order to validate your future imported data print any relevant reports in the existing accounting system, so that you may compare to future reports.

• Back up any existing CYMAIV data files.

After you have imported your data and before you perform any operations in CYMAIV:

• To ensure the accuracy and integrity of the imported data, print the same reports with the imported data within CYMAIV and compare the data from the reports printed in the previous system. This will validate your imported data.

The General Import operation is designed to allow data to be brought in to CYMAIV from an unlimited number of sources, such as other accounting systems and spreadsheets. These sources may store their data in many different formats, however, the source must have the ability to output the information into an intermediate comma separated value (CSV) file format before it can be imported using this operation. This operation can be used to populate a brand new CYMAIV database or it can be used to append or add information to an existing CYMAIV database for ongoing data such as payroll hours, etc. The import process is performed based upon Import Scripts that are user defined. Import scripts define a group of CSV files that are imported together. Each CSV file represents a particular data file type within CYMAIV, such as General Ledger accounts, General Ledger transactions, Accounts Receivable customers, etc. Refer to Data File Types for more information on all of the data file types and the information they contain.

When creating your CSV files make sure they are sorted by the corresponding data file types key field(s). For example, the CSV file for AR invoices must be sorted by key field invoice number. Refer to Data File Types for information regarding key field(s) for specific data file types.

Custom Fields can be imported for most file types. Custom fields must be set up in CYMAIV prior to setting up the import.


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General Import Step-By-Step Instructions Preliminary Import Setup

The Import requires that the following setup be completed before importing data for a company:

The System Manager preliminary setup must be completed for each company being imported. The subsidiary modules (GL, AR, AP, PR, JC, IC, SO and PO) preliminary setup must be completed only if data is being imported for those modules.

System Manager

• Maintain Company • Maintain Accounting Periods

General Ledger

• Maintain Configuration

Accounts Receivable


Accounts Payable


Payroll

• Maintain Configuration • Maintain Employees

Job Costing


Purchase Order


Sales Order


Inventory Control


Performing an Import

The following steps guide you through the general process of creating Import Scripts and performing a general import:

1. Back up existing data. 2. Print any relevant reports. 3. Create the CSV files and place them in a designated folder. (You will be required

to enter the path to this folder in step 9.)

When creating your CSV files make sure they are sorted by the corresponding data file types key field(s). For example, the CSV file for AR invoices must be sorted by key field invoice number. Refer to Data File Types for information regarding key field(s) for specific data file types.


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4. Assure that all other CYMAIV users are logged out of the system. 5. Log into CYMAIV and select the desired company. 6. Select the System Manager module as the Active Module. 7. From the System menu select General Import. 8. When General Import... is selected from the System menu the General Import

dialog box will display. To create a new Import Script, click the New button and enter up to six alphanumeric characters for the Import Script ID. (Refer to the General Import dialog box field descriptions and requirements.)

9. Tab to the Description text box and enter a description for the Import Script. 10. Tab to the Path to Source Files text box and enter the path to the folder that

contains the CSV files to be imported, such as C:\CSV. Or use the Directory Selector button to select the path.

11. Tab to the File Type column on the DataGrid. 12. Select a File Type to import from the drop-down list. 13. Tab to the Source Name column on the DataGrid. 14. Select the CSV file that contains the data to import for the corresponding File

Type selected. The drop-down list displays the CSV files located in the path specified.

If the CSV files do not display even after you have entered and verified the Path to Source Files and you have a long data file path, shorten the path to the MS-DOS equivalent. For example, if your path is C:\Program Files\CYMAIV\CSV Files shorten the path to C:\Progra~\CYMAIV\CSVFiles. After the path is shortened the CSV files should display in the drop-down list. CSV file names cannot be longer than the DOS standard eight characters. For example: GLAccnt.csv, ARCust.csv, APInvoic.csv, PREmploy.csv.

15. SHIFT + TAB to the Add Option column on the DataGrid. 16. Select from the drop-down list whether you want to:

• Add to your existing CYMAIV data. • Update Only. This option will update existing records with the new data.

See the General Import dialog box field descriptions and requirements for further details. If using the Update Only option, during the import, any records that do not already exist in the CYMAIV data file will be rejected.

• Add + Update existing CYMAIV data. The Add + Update option will add records to the data files and replace existing records that have the same key field.

• Replace existing CYMAIV data. 17. Tab to the Stop on Reject? column on the DataGrid. 18. In this field you must specify what to do if a record is not valid. Select Yes to stop

the import when an invalid record is encountered. If the import is stopped you must resolve the invalid record and restart the import. Select No to skip the invalid record and continue the import.

19. Tab to the Header Rcd? column on the DataGrid. 20. Specify whether the first record in the CSV file contains a header record that

should be skipped. 21. After all the DataGrid columns have been completed for the current row highlight

the DataGrid row by clicking on the selection box to the left of the row and then click the Field Mapping button.


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22. When the Field Mapping button is clicked, the Edit Field Mapping dialog box will display. You must match columns in the CSV file to a target field in the CYMAIV file or assign a constant value to the CYMAIV fields. Refer to the Edit Field Mapping dialog box field descriptions and requirements.

Required and key fields in the CYMAIV files must always be matched to a column in the CSV file or assigned a constant value. The Type column on the DataGrid specifies whether the field is a Required field or a Key field.

– The symbol denotes a field that is required by the system to have a valid value. These fields cannot be left blank.

– The symbol denotes a field or group of fields whose value uniquely identifies each record in a database. These fields cannot be left blank.

23. When certain fields are mapped to a CSV column a code translation may be required. When required, the DataGrid Value column on the Edit Field Mapping dialog box will display "Code Translation Required". This means that you need to map values contained in a CSV source file column to codes in a CYMAIV code table. To provide code translations for a field, when the Value column displays "Code Translation Required" click the Define Code Translation button.

24. When clicked, the Code Translation dialog box will display. Refer to the Code Translation dialog box field descriptions and requirements. The Code Translation dialog box will show the list of CYMAIV codes for the current field. Enter the equivalent codes from the CSV file. There may be more than one CSV code translating to the same CYMAIV code, and not all CYMAIV codes require a CSV code.

25. Repeat until all the file types to be included in this Import Script have been entered and configured.

26. Click the Import button to begin importing the Import Script. 27. When the import has finished, print any necessary reports to verify the data that

was imported.


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General Import - What Is Imported

Some of the file types listed are composites of a header file and a line item file. The Import will automatically group records appropriately and divide the data between the header file and the line item file. For example, each line in the CSV file for AR Invoices is a single invoice line item. By default, each line item in the CSV file contains the invoice header information. During the Import, the Import knows which fields make up the header grouping and will create a separate invoice record whenever any of those fields change. See General Import Data File Types topic to see which file types can be imported into CYMAIV.

General Import Dialog Boxes

The General Import consists of three levels. • The General Import dialog box allows you to create Import Scripts. When creating

the Import Scripts, each file type (GL accounts, GL transactions) and CSV files to import are specified.

To access the General Import dialog box, select General Import from the System menu in the System Manager module.

• The Edit Field Mapping dialog box allows you to define fields by matching columns in a CSV file to a target field in the CYMAIV file or assign a constant value to a CYMAIV field. This dialog box must be completed and appropriate fields mapped for each CSV file entered on the General Import dialog box.

To access the Edit Field Mapping dialog box, when all column information has been completed, highlight a DataGrid row on the General Import dialog box and then click the Field Mapping button.

DataGrid rows are highlighted by clicking on the selection box to the left of the row. • The Code Translation dialog box allows you to provide code translations for some

CYMAIV code-table fields. For example, you can match the account types from your previous accounting system to the GL account types in CYMAIV.

The Edit Field Mapping dialog box will specify which fields need code translations after it has been mapped to a CSV file column. The Code Translation dialog box will show the list of CYMAIV codes for the current field and allow you to enter the equivalent CSV codes. To access the Code Translation dialog box, while on the Edit Field Mapping dialog box, highlight a DataGrid row that requires a code translation and then click the Define Code Translation button.

When creating the CSV files, it is recommended to make a note of the column headings so that you know what information is contained in each column.

Importing options for each CSV file being imported:

When creating Import Scripts, the following options are available for each CSV file being imported:

• For records that fail validation or are duplicates, you can choose to skip the record and continue or stop import. The Import produces an error report of every CSV record rejected. The report lists the CSV file, the line number, and the reason for the rejection. Warnings are also listed in the error report.

• You can specify if the CSV file has a "header" record that should be skipped.


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General Import - What Is Not Imported The Import will not automatically break up invoices, checks, etc. over multiple periods. For example, if the CSV file contains the same AR invoice number used in period 1 and period 2, the one for period 2 will be rejected. You must ensure that the import data is unique over period boundaries. General Ledger accounts must fit the Account Mask set up on the Maintain Company dialog box. They will not be adjusted (padded) by adding or subtracting characters to accounts.


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General Import - Edit Field Mapping The Edit Field Mapping dialog box allows you to match columns in a CSV file to a target field in the CYMAIV file or assign a constant value to a CYMAIV field.

This dialog box must be accessed and fields mapped for each CSV file entered on the General Import dialog box. The Edit Field Mapping dialog box will display the CYMAIV data file fields to import into along with source data from the first record in the CSV file. The data is displayed next to its corresponding CSV file column number. Use the arrow buttons to step back and forth through the CSV file to view different samples of data.

It is recommended, when creating the CSV files, to make a note of the data contained in each column. This will further enable you to know which data is in each column when mapping columns to a target CYMAIV field. Constant values for CYMAIV fields are also assigned on the Edit Field Mapping dialog box. For example, this allows you to designate a specific Status code for GL accounts, a specific invoice type for AR Invoices, a specific GL cash account for payroll checks, and a specific tax category for AR customer ship-to addresses, etc.

Required and key fields in the CYMAIV files must always be matched to a column in the CSV file or assigned a constant value. The Type column on the DataGrid specifies whether the field is a Required field or a Key field.

– The symbol denotes a field that is required by the system to have a valid value. These fields cannot be left blank.

– The symbol denotes a field or group of fields whose value uniquely identifies each record in a database. Certain fields will automatically be populated if they are not matched to a target column in the CSV file or assigned a constant value such as Last Modified, Created By, and Updated By. To determine if a field has a system defined default value, place the cursor in the row for that field on the DataGrid. Below the DataGrid is a text box that will describe the system default value. If the field has no default value, the text box will remain empty. To access the Edit Field Mapping dialog box, highlight a DataGrid row on the General Import dialog box and then click the Field Mapping button. Refer to the following steps for mapping fields or assigning constant values:

1. Access the Edit Field Mapping dialog box. 2. If you are mapping a CSV column to a target CYMAIV field, in the DataGrid Col

column, enter the appropriate CSV column number corresponding to the CYMAIV field row. More than one field can point to the same column in the CSV file.

Certain fields will require code translations, such as GL account types, allocation types, Status fields. When code translation is required, the system will automatically enter "Code Translation Required" in the Value column. To enter code translations, highlight the row and click the Define Code Translation button.

3. If you are assigning a constant value to a CYMAIV field, in the DataGrid Value column, enter the constant value. The constant value will be assigned to each record being imported.


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CYMAIV fields with Reqd and Key in the Type column must always be matched to a column in the CSV file or assigned a constant value. More than one field can point to the same column in the CSV file.

4. When all the necessary fields have been mapped, or assigned a constant value, and any necessary code translations entered, press the TAB key to advance the cursor to the next line and then click the OK button to return to the General Import dialog box.

Sample Edit Field Mapping dialog box


Script ID

This view-only field displays the Import Script Set ID.

Description

This view-only field displays the Import Script Set description.

Import

This view-only field displays the File Type, entered on the General Import dialog box, currently selected for field mapping.

Source File

This view-only field displays the path and CSV file Source Name, entered on the General Import dialog box, currently selected for field mapping.


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This button is enabled when a DataGrid row requiring code translation is highlighted. For example, you can match the account types from your previous accounting system to the GL account types in CYMAIV. When clicked, the Code Translation dialog box is displayed.

DataGrid rows are highlighted by clicking on the selection box to the left of the row.


The DataGrid will display the CYMAIV data file fields that can be mapped to a CSV column or assigned a constant value. Required and key fields are marked in the Type column and must always be mapped to a CSV column or assigned a constant value.

Type

This view-only column displays the CYMAIV field type.

Field Name

This view-only column displays the CYMAIV field name.

Col

This column allows you to enter the CSV column number that the corresponding field will receive data from during the Import. More than one field can point to the same column.

Value

This column allows you to enter a constant value for the corresponding CYMAIV field. The value entered will be assigned to each record imported.

Source Record group box

This group box will display sample data from the selected CSV source file. The first record in the CSV file will display by default.

Use the arrow buttons to move through the records in the CSV file.

Edit Field Mapping Command Buttons

When the necessary fields have been mapped or assigned a constant value, click the OK button to save and return to the General Import dialog box.

The Cancel button closes the dialog box and prompts you to save any changes (if applicable). Pressing the ESC key has the same function.


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General Import Code Translation The Code Translation dialog box allows you to specify values contained in a specific CSV source file column and map them to codes in a CYMAIV code table. For example, you can match the account types from your previous accounting system to the GL account types in CYMAIV. The Edit Field Mapping dialog box will specify which fields need code translations after the field has been mapped to a CSV file column. The Code Translation dialog box will show the list of CYMAIV codes for the current field and allow you to enter the equivalent CSV codes. There may be more than one CSV code translating to the same CYMAIV code, and not all CYMAIV codes require a CSV code. If, for example, you are importing GL accounts, this allows you to map account types from your previous accounting system to CYMAIV GL account types. The DataGrid will display the CYMAIV GL account types and their corresponding code. To translate your previous accounting system's account types, in the Value column overwrite the CYMAIV account type with your previous account type and then in the CYMAIV Code column select the equivalent CYMAIV account type code. You can also add additional values to the DataGrid by clicking on an empty row or tabbing to an empty row at the bottom of the list. To access the Code Translation dialog box, while on the Edit Field Mapping dialog box, highlight a DataGrid row that requires a code translation and then click the Define Code Translation button.

Sample Code Translation dialog box


Field

This view-only field displays the CYMAIV field selected for code translating on the Edit Field Mapping dialog box.


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Source Col

This view-only field displays the CSV source file column assigned to the CYMAIV field on the Edit Field Mapping dialog box.


The DataGrid consists of two columns — Value and CYMAIV Code — that allow you to specify CSV codes contained in the selected CSV source file column and map them to the equivalent code in a CYMAIV code table.

To delete any unnecessary DataGrid rows, highlight the row and press the DELETE key on your keyboard.

Value

This column displays the default CYMAIV values for the selected field that can be overridden. Enter the appropriate CSV values contained in the specified CSV source column.

CYMA IV Code

This column displays the available codes from the CYMAIV code table for the selected field. Select the code equivalent to the corresponding value.

Code Translation Command Buttons

When the necessary values have been mapped to a CYMAIV code, click the OK button to save and return to the Edit Field Mapping dialog box.

The Cancel button closes the dialog box and prompts you to save any changes (if applicable). Pressing the ESC key has the same function.


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General Import Data File Types Refer to the following items for General Import rejection reasons for CSV files and CSV file records. Also refer to the individual data file types that provide valuable information regarding the file type. Information, such as what data fields are key fields, required fields as well as any special circumstances that must be taken into consideration when importing the file type is provided.

Generic File Rejection Reasons

CSV files will be rejected for the following reasons: • Cannot find CSV file. • Cannot open CSV file. • First record is improperly formatted. This usually indicates that the file is not a CSV

file.

Generic Record Rejection Reasons

CSV records will be rejected for the following reasons: 1. CSV record has too few fields.

Blank lines in the CSV will be automatically skipped. 2. Character data in the CSV file is too large for the CYMAIV field and the field is a Key

field If the field is not a Key field, the data is truncated. 3. Required field is empty. For character fields, empty means no characters or only

spaces. For numeric fields, empty means zero. 4. Key field contains an invalid character. Key fields can only contain uppercase

alphanumerics and no embedded spaces. 5. Key field is a duplicate, except for keys used for grouping, where duplicates indicate a

set of detail records that go together. However, in the grouping case, the CSV MUST be sorted by the grouping keys. If it is not sorted by the key field, it is probable that a duplicate key message will display. If updating existing records, a duplicate key message should not appear.

6. Code in CSV file is not listed in the Code Translation table. 7. GL account does not fit the company's account mask.

GL accounts are not automatically padded if they are too short. They must be the length of the account mask defined in the Company setup.

• Account does not exist in GL. GL accounts are only validated if the module being imported is GL or is configured to integrate to GL.

• CSV date is invalid, cannot be converted.

Import Notes

Records in a CSV file must be sorted by the key field(s) and no duplicate records can exist in the file. Character data always has leading and trailing spaces removed. Character data for non-key fields is truncated to fit the CYMAIV field. Leading & trailing spaces are removed before truncation. Dates may be in format: yymmdd, yyyymmdd, mm/dd/yy, mm/dd/yyyy. The slashes may also be dashes or dots. Dates with only a two digit year will have a century assumed by this


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method: if yy < 70 the century is assumed to be 20, if yy >= 70 the century is assumed to be 19. In other words two digit years are assumed to be between 1970 and 2069. The CSV file for composite files MUST be sorted by the group keys in the order the group keys are listed. The CSV is a combination of a header file and line item file.

Data File Types

Individual data file types provide valuable information regarding the file type. Information, such as what data fields are key fields, required fields as well as any special circumstances that must be taken into consideration when importing the file type is provided.

System File Types

• SM Allocations • SM Bank Accounts • SM Terms Codes • SM Products • SM Product Alternate Prices • SM Skills

GL File Types

• GL User Journal Codes • GL Account Sub-Types • GL Accounts • GL Budgets • GL Transactions (composite of Batch Header & Transactions) • GL Recurring Transactions (composite of Header & Transactions) • GL Grants (NFP Only) • GL Grant Budgets (NFP Only)

AR File Types

• AR Customer Types • AR Sales Reps • AR Tax IDs • AR Tax Categories (Headers & Tax IDs) • AR Customers • AR Customer Contacts • AR Customer Ship-Tos • AR Customer Special Pricing • AR Invoices (composite of Header & Line items; Tax per line item

must be generated) • AR Recurring Invoices (composite of Header & Line items)

Customer payments, discounts, and credits cannot be imported into the Accounts Receivable module at this time.

AP File Types

• AP Vendor Types


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• AP Vendors • AP Vendor Contacts • AP Vendor Product Cross-Reference • AP Invoices (composite of Header & Line items) • AP Recurring Invoices (composite of Header & Line items)

PR File Types

• Payroll Employees • Payroll Departments • Payroll Locations • Payroll Earnings

Job Costing File Types

• JC Jobs • JC Detail Budgets • JC Cost Code Budgets • JC Cost Category Budgets • JC Cost Codes • JC Cost Categories • JC Employees • JC Labor • JC Adjustments • JC Billable Charges

Purchase Order File Types

• PO Purchase Orders (composite of Header & Line items)

Sales Order File Types

• SO Sales Orders (composite of Header & Line items)

Inventory Control File Types

• IC Beginning Quantities


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General Import Data Files Types: SM Allocations Composite of header and allocation lines. The General Import will automatically create the appropriate header and line item file entries.

Key Field

Allocation ID (used for grouping allocations under one header)

Ensure that the allocation records in the CSV file are sorted by the key field and that there are no duplicate records.

Required Fields

Description Account ID (General Ledger Account) Percent or Units

Fields

Allocation Type (code table: ‘P’ercent or ‘U’nit; default: ‘U’nit) Status (code table: Active or Inactive; default: Active) CreatedBy (default: current user) UpdatedBy (default: current user) LastModified (default: today)

Special Rejection Reasons

Percent allocation and percents do not total 100. Percent or Unit amount is less than zero.

Allocation Notes

Optionally, if an allocation already exists with this key, it is replaced.


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General Import Data File Types: SM Terms Codes Key Fields

Terms Code

Ensure that the SM Terms Code records in the CSV file are sorted by the key fields and that there are no duplicate records.

Required Fields

None

Fields

Due Days Description Type of Due Days (code table: Due Days or Day of Next Month; default: Due Days) Discount Days Discount Pct Status (code table: Active or Inactive; default: Active) CreatedBy (default: current user) UpdatedBy (default: current user)

Special Reject Reasons

Due Days < 0 or > 999 when type is "Due Days" Day of Next Month < 1 or > 31 when type is "Day of Next Month" Discount Days is > Due Days when type is "Due Days" Discount Days is > 31 when type is "Day of Next Month" Discount Days < 0 Discount Pct < 0 or > 99.9999

Terms Codes Notes

Optionally, if a terms code already exists with this key, it is updated.


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General Import Data File Types: SM Bank Accounts Key Fields

Bank ID

Ensure that the Bank records in the CSV file are sorted by the key field and that there are no duplicate records.

Required Fields

Bank Name GL Account

Fields

Status (code table: Active or Inactive; default: Active) Account Type Bank Account (Account Number) Routing Address 1 Address 2 City State Zip Country Phone 1 through 4 Info (Phone, Phone Type [code table], Contact, Desc) CreatedBy (default: current user) UpdatedBy (default: current user)

Bank Account Notes

Optionally, if a bank already exists with this key, it is updated.


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General Import Data File Types: SM Products Products moved to the System Manager level in Version 6.0 and are now referred to as System Manager Products or simply Products. Any pre-existing scripts that reference AR Products will no longer work.

Import Sequence

This file type must be imported after GL Accounts and after AR Tax Categories.

Key Field

Product ID

Ensure that the SM Products records in the CSV file are sorted by the key field and that there are no duplicate records.

Required Fields

Description Unit Price Sales Account (General Ledger Account) Purchasing U/M SKU U/M

Fields

Prod Price Cat ID Allow Override? (yes or no) Allow Zero? (yes or no) Taxable? (yes or no) Tax-in-Price? (yes or no) Tax Category Commission Type (code table: Use Sales Rep, % Sales, or Quantity; Default: "Use Sales Rep") Commission Pct Commission Amt Product Type Group Type Serialize (yes or no) Product Line ID Cost Type Prime Vendor Vendor Product ID Cost Code UPC Code Manuf ID ABC Code PO Unit Cost Unit Cost


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Standard Cost Conversion Factor (default: 1) Update Cost (yes or no) Update Unit Cost (yes or no) Apply Cost (yes or no) Apply Pct? (yes or no) Fixed Amt Other Pct Bin Location Weight Create COGS Override (yes or no) Inventory Account Expense Account Status (code: Active or Inactive; default: Active) CreatedBy (default: current user) UpdatedBy (default: current user)


Product IDs "TEXT", "FRT", "FINCHG", "DEPOSIT", "UNAPPLIED", "DM", "DL", "SUB", "ODC", "OVH", and "OTH" are reserved and cannot be imported. Product Line does not exist Unit Price is less than zero. Sales Account, Inventory Account or Expense Accounts do not exist. Job Costing is installed and Cost Type = NONE. Vendor does not exist. Unit Cost is negative If Create COGS flag is set, reject if either Inventory or Expense Account is blank. Commission amount is not equal to zero but Commission Type isn't "Quantity" Commission Pct is not equal to zero but Commission Type isn't "% Sales" Commission amount or Pct is < zero. Prod Price Cat ID does not exist. Tax Category does not exist. Product Type does not exist. Group Type does not exist. Cost Type does not exist. Prime Vendor does not exist. Vendor Product ID does not exist. Cost Code does not exist. ABC Code is not a single alpha character. PO Unit Cost is less than zero. Unit Cost is less than zero. Standard Cost is less than zero. Fixed Amt is less than zero


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Other Pct is less than zero.

Warning

Tax Category ID is inactive. Product Line is inactive. Vendor is inactive. Sales Account, Inventory Account or Expense Accounts are inactive. Prod Price Cat ID is inactive.

Notes

If Zero Price flag is turned on, Price Override flag should be forced on. Optionally, if a product already exists with this key, it is updated.


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General Import Data File Types: SM Product Alternate Prices Import Sequence

Prior to importing Product Alternate Prices you must set up/import Products.

Key Fields

Product ID Price Code

Ensure that the records in the CSV file are sorted by the key field and that there are no duplicate records.

Required Fields

Description

Fields

Fixed Price List Price % Std Cost % Unit Cost % Status Created By Updated By


Product ID does not exist Fixed Price is negative List Price %, Std Cost %, Unit Cost % is less than -999.99 or greater than 999.99. More that one of the following fields has a value: Fixed Price, List Price %, Std Cost %, and Unit Cost %

Warnings

Product ID is inactive.

Notes

You must have one and only one of the following fields filled in: Fixed Price, List Price %, Std Cost % and Unit Cost %


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General Import Data File Types: AP Invoices Composite of header and line item files. The General Import will automatically create the necessary header and line item file entries.

Import Sequence

This file type must be imported after SM Terms Codes, after GL Accounts and after AP Vendor.

Key Fields

Vendor ID Invoice Number

Ensure that the AP invoice records in the CSV file are sorted by the key fields and that there are no duplicate records.

Grouping

Records are grouped together by Vendor ID + Invoice. The import file must be sorted in this order.

Required Fields

Posting Date Invoice Date Qty

Additional Fields

AP Account (General Ledger Account) Terms Code Due Date Unit Cost Product ID Description Expense Account 1099? (default: false) 1099 Type Use Tax? (default: false) Job Cost Code Trans Class 1 Trans Class 2 Grant (NFP Only) Core Object Expense (NFP Only) Program (NFP Only) Activity (NFP Only) Hold (default: false) Select for Payment (default: false) Purchase Order


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Vendor Name Address 1, Address 2, City, State, Zip, Country (default: from vendor’s record) Posted to AP flag (default: false) Posted to GL flag (default: false) Created by (default: current user) Updated by (default: current user) Last Modified (default: today)


Vendor does not exist. Exception: vendor ID "ONETIM" Terms Code does not exist Qty is zero AP Account does not exist. Due Date is less than the invoice date Unit Cost is less than zero Product ID does not exist Expense Account does not exist, or is blank. Invalid 1099 type. Job does not exist or is closed. Cost Code does not exist or is blank if a job is supplies and Use Cost Codes is turned on Trans Class 1 does not exist Trans Class 2 does not exist Grant does not exist (NFP Only) Core Object Expense does not exist (NFP Only) Program does not exist (NFP Only) Activity does not exist (NFP Only)

Warnings

Vendor is inactive Terms Code is inactive AP Account is inactive Product ID is inactive Expense Account is inactive Job is inactive Cost Code is inactive Trans Class 1 is inactive Trans Class 2 is inactive Grant is inactive (NFP Only) Core Object Expense is inactive (NFP Only) Program is inactive (NFP Only) Activity is inactive (NFP Only)


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Notes

If Expense account is blank, import will use the same logic as used in Enter Invoices to try to default the account, the record is rejected if the Expense Account ends up blank.


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General Import Data File Types: AP Recurring Invoices Composite of header and line item files. The General Import will automatically create the appropriate header and line item file entries.

Import Sequence

This file type must be imported after SM Terms Codes, after GL Accounts and after AP Vendor.

Key Fields

Vendor ID Invoice Number

Ensure that the AP Recurring Invoice records in the CSV file are sorted by the key fields and that there are no duplicate records.

Grouping

Records are grouped together by Vendor ID + Invoice Prefix. The import file must be sorted in this order.

Required Fields

Frequency Code Repeat Count Terms Code Qty Description Expense Account

Fields

Unit Cost Product ID 1099? (default: false) 1099 Type (default: vendor's 1099 type) Use Tax? Job Cost Code Trans Class 1 Trans Class 2 Grant (NFP Only) Core Object Expense (NFP Only) Program (NFP Only) Activity (NFP Only) Select for Pay (default: false) P O Process Count Date Last Processed Created by (default: current user)


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Updated by (default: current user) Last Modified (default: today)


Vendor does not exist Repeat Count >= 999 or < 1 Terms Code does not exist Quantity is Zero Unit Cost is less than zero Product ID does not exist Expense Account does not exist Invalid 1099 type. Job does not exist or is closed. Cost Code does not exist or is blank if a job is supplies and Use Cost Codes is turned on Trans Class 1 does not exist Trans Class 2 does not exist Grant does not exist (NFP Only) Core Object Expense does not exist (NFP Only) Program does not exist (NFP Only) Activity does not exist (NFP Only) Invoice Total = 0; this may occur since unit costs or zero are allowed.

Warnings

Vendor is inactive. Terms Code is inactive. Product ID is inactive. Expense Account is inactive. Job is inactive Cost Code is inactive Trans Class 1 is inactive Trans Class 2 is inactive Grant is inactive (NFP Only) Core Object Expense is inactive (NFP Only) Program is inactive (NFP Only) Activity is inactive (NFP Only)

AP Recurring Invoices Notes

Optionally, if a recurring invoice exists with this vendor ID and invoice prefix, it is replaced. Default Line Description from Product if supplied and blank.


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General Import Data File Types: AP Vendors Import Sequence

This file type must be imported after SM Allocations, after SM Terms Codes, after GL Accounts, and after AP Vendor Types.

Key Field

Vendor ID

Ensure that the AP Vendor records in the CSV file are sorted by the key field and that there are no duplicate records.

Required Fields

Vendor Type AP Account (General Ledger Account) Terms Code Name

Fields

Address 1, Address 2, City, State, Zip, Country E-Mail Address Tax ID Default Expense Account Default Allocation Max Check Amount PTD Purchases PTD Checks PTD Discounts YTD Purchases YTD Checks YTD Discounts Current Balance Due Phone 1 – 4 (Type, Phone, Description for each) Alternate Name Sort Name Default Inv Desc Vend Cust ID Delivery Days Trans Class 1 Trans Class 2 Status (default: Active) Created by (default: current user) Updated by (default: current user) Last Modified (default: today)


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Print 1099 1099 Type (code table) 1098 Amount 1099-Misc, Box 1-18 Amounts 1099 A-C Amounts 1099-DIV Amounts 1099-INT Amount 1099-OID Amount 1099-PATR Amount 1099-R Amount 1099-S Amount 4789 Amount


Vendor ID of "ONETIM" is reserved and cannot be imported. Vendor Type does not exist in the Vendor Type file. AP Account does not exist in the GL Account file (validated only if integrating AP to GL). Terms Code does not exist in the Terms Code file. E-Mail Address is not formatted correctly. Expense Account does not exist. Allocation Code does not exist. Max Check amount is less than zero. Delivery Days is less than 1 or greater than 999 Trans Class 1 does not exist Trans Class 2 does not exist

Warnings

Vendor Type is inactive AP Account is inactive. Terms Code is inactive. Expense Account is inactive. Allocation Code is inactive. Trans Class 1 is inactive Trans Class 2 is inactive

AP Vendors Notes

Optionally, if a vendor already exists with the same key, it is updated.


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General Import Data File Types: AP Vendor Contacts Import Sequence

This file type must be imported after AP Vendors.

Key Fields

Vendor ID Contact ID

Ensure that the AP Vendor Contact records in the CSV file are sorted by the key fields and that there are no duplicate records.

Fields

Contact Name Title Address1 Address2 City State Zip Country Phone 1 – 4 (Type, Phone, Desc for each) Status (default: Active) Created by (default: current user) Updated by (default: current user) Last Modified (default: today)


Vendor ID does not exist

Warnings

Vendor ID is inactive

AP Vendor Contacts Notes

Optionally, if a vendor contact already exists with this key, it is updated.


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General Import Data File Types: AP Vendor Product Cross Reference Import Sequence

This file type must be imported after AP Vendors, Vendor Types and SM Products.

Key Fields

Vendor ID Product ID

Ensure that the AP Vendor Product Cross-Reference records in the CSV file are sorted by the key fields and that there are no duplicate records.

Required Fields

Vendor Product ID Unit Cost

Fields

Description Status (default: Active) Created by (default: current user) Updated by (default: current user)


Vendor ID does not exist Product ID does not exist Unit Cost is less than zero

Warnings

Vendor ID is inactive Product ID is inactive


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General Import Data File Types: AP Vendor Types Key Field

Vendor Type

Ensure that the AP Vendor Types records in the CSV file are sorted by the key field and that there are no duplicate records.

Required Field

Description

Fields

Created by (default: current User) Updated by (default: current User) Last Modified (default: today)

AP Vendor Types Notes

Optionally, if a customer type already exists with this key, it is updated.


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General Import Data File Types: AR Customers Import Sequence

This file type must be imported after GL Accounts, after SM Terms Codes, after AR Customer Types, and after AR Sales Reps.

Key Field

Customer ID

Ensure that the AR Customer records in the CSV file are sorted by the key field and that there are no duplicate records.

Required Fields

Type Name Address City State Zip

Fields

Address 2 Country E-Mail Address Sales Rep Cust Price Cat ID AR Account (default: AR Account from AR Configuration file) Terms Code (default: Terms Code from AR Configuration file) Method (code table: Open Item or Bal Fwd; default: Open Item) Finance Charge Print Stmt? Accept Partial Shipm Credit Limit Credit Hold? Overdue Invoices? Phone 1 – 4 (Type, Number, Desc) Trans Class 1 Trans Class 2 Tax Exemption Flags (1 for each of the eight Tax Types) Tax Exemption numbers (1 for each flag) Status (code table: Active or Inactive; default: Active) Created By (default: current user) Updated By (default: current user)



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Sales Rep ID not in the AR Sales Rep file. Terms Code not in the Terms file. Customer Type not in the AR Customer Type file. Customer Price Cat does not exist. A Tax exemption flag is set but there is no exemption number for it. Finance Chg < 0 or > 999.99 Trans Class 1 code does not exist. Trans Class 2 code does not exist. E-Mail address is not formatted correctly.

Warnings

Sales Rep ID is inactive. Terms Code is inactive. Customer Type is inactive. Customer Price Cat is inactive. Trans Class 1 code is inactive. Trans Class 2 code is inactive.

AR Customers Notes

Prior to importing, the AR Maintain Configuration dialog box must be completed. Optionally, if a customer already exists with this key, it is updated.


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General Import Data File Types: AR Customer Contacts Import Sequence

This file type must be imported after AR Customers.

Key Fields

Customer ID Contact ID

Ensure that the AR Customer Contact records in the CSV file are sorted by the key fields and that there are no duplicate records.

Fields

Name Title Phone 1 – 4 (Type, Phone Number, Desc for each) Status (code table: Active or Inactive; default: Active) CreatedBy (default: current user) UpdatedBy (default: current user)


Customer ID not found in the AR Customer file

Warnings

Customer is inactive.

AR Customer Contacts Notes

Optionally, if a customer contact already exists with the same key, it is updated.


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General Import Data File Types: AR Customer Special Pricing This file type allows you to import special pricing per product by customer.

Import Sequence

This file type must be imported after SM Products and after AR Customers.

Key Fields

Customer ID Product ID

Ensure that the AR Customer Price records in the CSV file are sorted by the key fields and that there are no duplicate records.

Required Fields

Effective Date End Date

Fields

Price Status (code table: Active or Inactive; default: Active) CreatedBy (default: current user) UpdatedBy (default: current user)


Customer ID does not exist in the customer file Product ID does not exist in the product file Effective date > End Date Price <= 0

Warnings

Customer is inactive. Product is inactive.

AR Customer Special Pricing Notes

If a record already exists for this customer and product, it is updated. Replacement is not optional. AR Special pricing does not allow multiple records for the same product code and customer. Customer payments, discounts, and credits cannot be imported into the AR module at this time.


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General Import Data File Types: AR Customer Ship-Tos Import Sequence

This file type must be imported after AR Customers and after AR Tax Categories.

Key Fields

Customer ID Ship-To ID

Ensure that the AR Customer Ship-To records in the CSV file are sorted by the key fields and that there are no duplicate records.

Required Field

Tax Category ID

Fields

Attn Ship-To Name Address1 Address2 City State Zip Country Phone 1 – 4 (Type, Phone Number, Desc) Warehouse ID Status (code table: Active or Inactive; default: Active) Default (Boolean: Yes / No) CreatedBy (default: current user) UpdatedBy (default: current user)


Customer ID not found in the AR Customer file Tax Category ID not found in the AR Tax Category file Warehouse ID does not exist.

Warnings

Customer is inactive. Tax Category ID is inactive. Warehouse ID is inactive.

AR Customer Ship-Tos Notes

Optionally, if a customer location already exists with this key, it is updated.


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General Import Data File Types: AR Customer Types Key Fields

Customer Type

Ensure that the AR Customer Type records in the CSV file are sorted by the key field and that there are no duplicate records.

Required Fields

Description

AR Customer Types Notes

Optionally, if a customer type already exists with this key, it is updated.


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General Import Data File Types: AR Invoices Composite of Header and Line item files. The General Import will automatically create the appropriate header and line item file entries. Tax per line item must be generated by import.

Import Sequence

This file type must be imported after SM Terms Codes, after SM Products, after GL Accounts, after AR Customers, after AR Customer Shipping Addresses, after AR Sales Reps, and after AR Tax Categories.

Key Field

Invoice Number

Ensure that the AR Invoice records in the CSV file are sorted by the key field and that there are no duplicate records. During the import duplicate invoice numbers will be rejected.

Required Fields

Invoice Date Post Date Customer ID Ship-To ID Product ID

Fields

Invoice Status (code table: Manual Invoice, Printed, Voided; default: Printed) Credit (default: false) Hold? (default: false) Sales Rep AR Account (default: from AR Account on customer record) Terms Code (default: use Terms Code on Customer record) Due Date (default: calculated from assigned terms code and invoice date) Discount Date (default: calculated from assigned terms code and invoice date) Disc Allowed (default: calculated from assigned terms code and invoice total) Tax Category (default: from Ship-To record) Freight Account (default: use Freight account entered on the AR Maintain Configuration dialog box) Ship Via Ship Date Customer’s PO Reference Reference2 Reference3 Job Description Quantity Unit Price


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Tax Amount Cost Code Sales Account (default: Sales Account on the Product record) Trans Class 1 Trans Class 2 Grant Funding Source Program Activity Ordered By Customer Name Address 1, Address 2, City, State, Zip, Country (default: from customer record) Ship Attn Ship Phone Location Ship Address 1, Ship Address 2, Ship City, Ship State, Ship Zip, Ship Country (default: from Ship-To record) E-Mail Address Posted? (default: false) Date Posted (default: blank) Posted to GL? (default: false) Date Posted to GL (default: blank) Created by (default: current user) Updated by (default: current user) Created Date (default: system date)

Auto-Assigned Fields

Order No (automatically generated by the system) Total Tax (sum of line tax amounts) Freight Amount on header (from "frt" line item, if any) Invoice Total (sum of line totals) Invoice Balance (= Invoice Total) Paid-in-Full flag (true if Invoice Balance = 0) Line-is-Taxable flag (true if tax amt is not equal to zero, otherwise false) Line Item Extended Price (qty * price) Line Item Total (Extended Price + Tax Amount)


Invoice lines have more than one invoice date or post date. All the records for an InvNo must use the same invoice/post date. Customer ID does not exist in the AR Customer file. Customer Location ID does not exist in the AR Customer Ship-To file for this customer ID. Terms Code does not exist in the terms code file. Tax Category ID does not exist in the AR Tax Category file.


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Sale Rep ID does not exist in the AR Sales Rep file. Product ID does not exist in the Product file and is not "frt". Quantity is zero and Product ID is not "TEXT". Product ID is "TEXT" and qty is not equal to zero or price is is not equal to zero. Invoice Total is < 0 and Credit flag is false. Invoice Total is > 0 and Credit flag is true. Job does not exist or is closed. Cost Code does not exist. Trans Class 1 code does not exist. Trans Class 2 code does not exist. Grant does not exist. Funding Source does not exist. Program does not exist. Activity does not exist. Email Address is not formatted correctly.

Warnings

Customer ID is inactive. Customer Location ID is inactive. Terms Code is inactive. Tax Category is inactive. Sales Rep is inactive. Product is inactive. Cost code is inactive. Trans Class 1 is inactive. Trans Class 2 is inactive. Grant is inactive. Funding Source is inactive. Program is inactive. Activity is inactive.

AR Invoices Notes

Invoices imported as posted to AR will update the customer’s period-to-date and year-to-date amounts as appropriate. Line item tax amounts will be automatically calculated and distributed among the Tax IDs that apply. The appropriate AR line item tax records will then be created. Price will default based on the following:

1. If the price is imported from a spreadsheet and a. If the price is zero and the product allows zero - the price imports as zero. b. If the price is zero and the product doesn't allow zeros - the price will be

overridden with the price on the product. c. If the price is not zero - the price stays as it was imported.

2. If the price is not imported from a spreadsheet and a. If the static price is not zero - the price imports as the static price. b. If the static price is zero and the product allows zero - the price imports as

zero.


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c. If the static price is zero and the product doesn't allow zeros - the price will be overridden with the price on the product.


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General Import Data File Types: AR Recurring Invoices Composite of Header and Line items. The General Import will automatically create the appropriate header and line item file entries.

Import Sequence

This file type must be imported after SM Terms Codes, after SM Products, after GL Accounts, after AR Customers, after AR Customer Shipping Addresses, after AR Sales Reps, and after AR Tax Categories.

Key Field

Grouping Key (used for grouping but not stored)

Ensure that the AR Recurring Invoice records in the CSV file are sorted by the key field and that there are no duplicate records.

Required Fields

Frequency Repeat Count Customer ID Ship-To ID Product ID

Fields

Invoice Status Sales Rep Job Description (default: use product description on Product record) Quantity Price Tax Amount Cost Code Sales Account (default: Sales Account on the Product record) Trans Class 1 Trans Class 2 Grant Funding Source Program Activity Process Cnt Date Last Processed Ordered By Ship Phone Ship Via Customer’s PO AR Account (default: use AR Account on Customer record)


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Terms Code (default: use Terms Code on Customer record) Tax Category (default: use Tax Category on Customer Ship-To record) Freight Account (default: use freight account from AR Maintain Configuration dialog box) Reference Reference 2 Job Number (Ref 3) Created By (default: current user) Updated By (default: current user) Create Date (default: today)


Repeat Count not between 1 & 999. Customer ID does not exist in the AR Customer file. Customer Ship To ID does not exist in the AR Customer Ship-To file for this customer ID. Terms Code does not exist in the terms code file. Tax Category ID does not exist in the AR Tax Category file. Sale Rep ID does not exist in the AR Sales Rep file. Product ID does not exist in the Product file and is not "frt". Quantity is zero and Product ID is not "TEXT". Product ID is "TEXT" and qty is not equal to zero or price is is not equal to zero. Invoice Total is < 0 and Credit flag is false. Invoice Total is > 0 and Credit flag is true. Job does not exist or is closed. Cost Code does not exist. Trans Class 1 code does not exist. Trans Class 2 code does not exist. Grant does not exist. Funding Source does not exist. Program does not exist. Activity does not exist.

Warnings

Customer ID is inactive. Customer Ship To ID is inactive. Terms Code is inactive. Tax Category is in`active. Sales Rep is inactive. Product is inactive. Cost code is inactive. Trans Class 1 is inactive. Trans Class 2 is inactive. Grant is inactive. Funding Source is inactive.


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Program is inactive. Activity is inactive.

AR Recurring Invoices Notes

The system will automatically generate the Group Key (Recurring Order No.) that is only used for grouping line items together.


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General Import Data File Types: AR Sales Reps Key Fields

Sales Rep ID

Ensure that the AR Sales Rep records in the CSV file are sorted by the key field and that there are no duplicate records.

Required Fields

Name

Fields

Base Salary Before Commission Period Quota Commission Basis (code table: Sales or Receipts; default: Sales) Commission Type (code table: % Sales or Quantity; default: % Sales) Commission Percent Commission Amount Status (code table: Active or Inactive; default: Active) CreatedBy (default: current user) UpdatedBy (default: current user)


Base Salary, Period Quota, Commission Pct, or Commission amount is less than zero Commission amount is not equal to zero but Commission Type isn't "Quantity" Commission Pct is not equal to zero but Commission Type isn't "% Sales"

AR Sales Reps Notes

Optionally, if a Sales Rep already exists with this key, it is updated.


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General Import Data File Types: AR Tax Categories Composite of header file and Tax ID line file. The General Import will automatically create the appropriate header and line item file entries.

Import Sequence

This file type must be imported after AR Tax IDs.

Key Fields

Tax Category

Ensure that the AR Tax Category records in the CSV file are sorted by the key field and that there are no duplicate records.

Required Fields

Description Tax ID #1

Fields

Tax ID #2 - #9 Status (code table: Active or Inactive; Default: Active) Created By (default: current user) Modified By (default: current user)


Tax ID does not exist in the AR Tax ID file.

Warnings

Tax ID is inactive. Tax ID is listed twice in one Tax Category. Only one copy will be imported.

AR Tax Categories Notes

Optionally, if a Tax Category already exists with this key, it is updated.


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General Import Data File Types: AR Tax IDs Import Sequence

This file type should be imported after GL Accounts (if the AR module is being integrated with GL).

Key Fields

Tax ID

Ensure that the AR Tax ID records in the CSV file are sorted by the key field and that there are no duplicate records.

Required Fields

Description Tax Type Effective Date Accrual Account (General Ledger Account)

Fields

Tax Rate Report Basis (code table: Sales or Cash Receipts; default: Sales) Apply To Freight flag Apply To Finance Charge flag Status (code table: Active or Inactive; default: Active) Created By (default: current user) Updated By (default: current user)


Tax Rate < 0 or > 999.9999

Warnings

Accrual Account isn't a liability account.

AR Tax IDs Notes

Optionally, if a Tax ID already exists with this key, it is updated.


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General Import Data File Types: GL Account Sub-Types Key Fields

Account Type (code table) SubType

Ensure that the GL Account SubType records in the CSV file are sorted by the key fields and that there are no duplicate records.

Required Field

Desc

Fields

CreatedBy (default: current user) UpdatedBy (default: current user) LastModified (default: today)

GL Account Sub-Types Notes

Optionally, if a sub-type already exists with this key, it is updated.


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General Import Data File Types: GL Transactions Composite of batch header file and transaction line file. The General Import will automatically create the appropriate header and line item file entries.

Import Sequence

This file type must be imported after GL Accounts and after GL User Journals.

Grouping

Transactions are grouped by Journal ID + Period + Posting flag to create batches. (Period is derived from Date.) The Import assumes the source CSV file is sorted in this order. If not, multiple batches may be created for each Journal ID + Period + Posting flag.

Key Fields

Journal ID Date

Ensure that the GL Transaction records in the CSV file are sorted by the key fields and that there are no duplicate records.

Required Fields

Account (General Ledger Account) Amount Description

Fields

Job Cost Type Cost Code Document Name Trans Class 1 Trans Class 2 Grant Core Object Expense Fund Source Program Activity User Ref Posted? (if true, batch will be posted when imported; Default: false) Create Date (default: today) Create User (default: current user) Update User (default: current user)


Account does not exist. Journal ID does not exist.


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Date is not within the range of defined periods. Job does not exist or is closed. Job is supplied but Cost Code is not filled it. (only if Use Cost Codes is turned on in JC Maintain Configuration) Cost Type supplied without valid Job. Cost Code does not exist. Trans Class 1 does not exist. Trans Class 2 does not exist. Grant does not exist. Core Object Expense does not exist. Fund Source does not exist. Program does not exist. Activity does not exist. Both Core Object Expense and Fund Source have values.

Warnings

Batch is not in balance and therefore not posted to GL. Account is not active. Job is not active. Cost Code is not active. Trans Class 1 is not active. Trans Class 2 is not active. Grant is not active. Core Object Expense is not active. Fund Source is not active. Program is not active. Activity is not active.

Notes

Transactions are grouped by the Journal ID and Date. All transactions with the same journal ID and a date in the same period are grouped together. Batches may be imported as posted. The import will internally post any batch flagged as posted to make sure the period accumulators are up to date. However, if a batch to post is not in balance, it will not be posted and a warning will be put into the progress listing.


79

General Import Data File Types: GL Recurring Transactions Composite of header file and transaction line file. The General Import will automatically create the appropriate header and line item file entries.

Import Sequence

This file type must be imported after GL Accounts and after GL User Journals.

Key Fields

Grouping Key (Used for grouping but not stored anywhere)

Ensure that the GL Recurring Transaction records in the CSV file are sorted by the key field and that there are no duplicate records.

Required Fields

Frequency Repeat Count Journal ID Account ID (General Ledger Account) Amount

Fields

Job Cost Type Cost Code Dcmnt Description Trans Class 1 Trans Class 2 Grant Core Object Expense Fund Source Program Activity Reference Processed Cnt Date Last Processed CreatedBy (default: current user) UpdatedBy (default: current user) LastModified (default: today)


Account does not exist. Journal ID does not exist or is not a user journal. Repeat count cannot be less than 1 or greater than 999. Job does not exist or is closed.


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Job is supplied but Cost Code is not filled it. (only if Use Cost Codes is turned on in JC Maintain Configuration) Cost Type supplied without valid Job. Cost Code does not exist. Trans Class 1 does not exist. Trans Class 2 does not exist. Grant does not exist. Core Object Expense does not exist. Fund Source does not exist. Program does not exist. Activity does not exist. Both Core Object Expense and Fund Source have values.

Warnings

Account is not active. Job is not active. Cost Code is not active. Trans Class 1 is not active. Trans Class 2 is not active. Grant is not active. Core Object Expense is not active. Fund Source is not active. Program is not active. Activity is not active.

GL Recurring Transactions Notes

Transactions are grouped by a Group Key that is generated by the system. If you assign a group key, it will not be saved by the system. If you need your group key saved, you can assign it to the "Recurring Batch User Reference" field.


81

General Import Data File Types: GL User Journals Key Fields

Journal ID

Ensure that the GL User Journal records in the CSV file are sorted by the key field and that there are no duplicate records.

Required Fields

Description

Fields

Create User ID (default: current user) Update User ID (default: current user)


Journal ID is a CYMAIV system journal.

GL User Journal Codes Notes

Optionally, if a user journal already exists with this key, it is updated.


83

General Import Data File Types: GL Budgets Import Sequence

This file type must be imported after GL Accounts.

Key Fields

Account (General Ledger Account) Year

Ensure that the GL Budget records in the CSV file are sorted by the key fields and that there are no duplicate records.

Fields

Budget Amts 1 – 13 Revised Budget Amts 1 – 13 Update User (default: current user)


GL Account ID does not exist in the GL Account file. GL Year is not defined in the System Manager Maintain Accounting Periods operation.

GL Budgets Notes

This import does not actually create any records. It overwrites existing budget data. When the proper record is located, the existing budget information is deleted. Then the budget information from the CSV is put in its place. The regular budget amounts are deleted only if the import has field assignments for regular budget fields. The same is true for the revised budget fields: they are deleted only if there are any field assignments for revised budget fields.


85

General Import Data File Types GL Grants Key Fields

Grant ID

Ensure that the GL Grants records in the CSV file are sorted by the key field and that there are no duplicate records.

Required Fields

Description Fund Source ID

Fields

Alternate Descriptio CFDA Pri Contact Term Type Begin Date End Date Fund Restriction Type Requested Amount Award Amount Fund Amount Fund Pattern Use Program? Use Activity? Created By Updated By


CFDA is not greater than 10000 or less than 99999. Fund Source ID does not exist Funds does not exist. End Date is not greater than Start Date.

Warnings

Fund Source is inactive.


87

General Import Data File Types GL Grant Budget Import Sequence

Grant budgets must be imported after Grants

Key Fields

Grant Year

Ensure that the GL Budget records in the CSV file are sorted by the key fields and that there are no duplicate records.

Fields

Program Activity Funding Source Core Object Expense Period 1-13 Created By Updated By


Grant does not exist Year does not exist Program does not exist Activity does not exist Funding Source does not exist Core Object Expense does not exist

Warnings

Grant is inactive Program is inactive Activity is inactive Funding Source is inactive Core Object Expense is inactive


89

General Import Data File Types: GL Accounts Import Sequence

This file type must be imported after: GL Account Sub-Types

Key Fields

Account

Ensure that the GL Account records in the CSV file are sorted by the key field and that there are no duplicate records.

Required Fields

Description Account Type (code table)

Fields

Acct SubType Retained Earnings Account (FMS and CW Only) Net Asset Account (NFP Only) Print In Summary (Yes or No) Status (code table: Active or Inactive; default: Active) Use Encumbrance? (NFP Only) Budget Control? (FMS and CW Only) COE (NFP Only) Fund Source (NFP Only) Consolidation Acct Create User ID (default: current user) Update User ID (default: current user)


Only Income Statement account types may have a retained earnings/net asset account assigned. COE does not exist. Fund Source does not exist. Consolidation Acct does not exist in consolidation company.

Warnings

Both COE and Fund Source cannot be filled in. COE is inactive. Fund Source is inactive.

Post Import Warnings

Default Retained Earnings/Net Asset account entered on the Maintain Configuration dialog box does not exist, is no longer a retained earnings or net asset account type, or is inactive. Retained Earnings/Net Asset Account specified for account xxxxx does not exist, is not a retained earnings or net asset account type, or is inactive.


90

Account xxxxx is not an Income Statement account but had a Retained Earnings/Net Asset Account imported.

GL Accounts Notes

Optionally, if an account already exists with this key, it is updated.


91

General Import Data File Types: Job Costing Jobs The Jobs file type allows you to import jobs into the Job Costing module. The Job Costing configuration must be completed prior to import.

Import Sequence

This file type must be imported after JC Job Types, JC Project Managers and AR Customers.

Key Fields

Job Number

Ensure that the JC Job records in the CSV file are sorted by the key fields and that there are no duplicate records.

Required Fields

Description Customer ID Type ID

Fields

Project Manager Contract No Order Number Budget Type Invoiced To Date Cost To Date Payments To Date Contract Val Change Order Invoicing Method Start Date End Date Post Job Cost To Apply Overhead (yes or no) Apply G & A (yes or no) Use Sales Account Invoice By Invoice DL Mark Up By Direct Material Pct Direct Labor Pct SubContract Pct Other Direct Cost Pct Overhead Pct Fixed Fee? (yes or no)


92

Fixed Fee Invoice Fee Fee Product ID Status Created By (default: current user) Updated By (default: current user)


JC is not configured. Customer does not exist (if AR is installed). Job Type or Project Manager does not exist. A record is rejected if any of the following fields contain a value < 0: - Contract Value - Invoiced To Date - Cost To Date - Payments To Date - Contract Value - Change Order A record is rejected if any of the following fields contain a value less than 0 or greater than 999.99: - Direct Material Pct - Direct Labor Pct - SubContract Pct - Other Direct Cost Pct - Overhead Pct End Date not Greater Than or Equal To Start Date

Warnings

Project Manager is not active. Customer ID is not active (if AR is installed).

Notes

Optionally, if a job exists with this key, it is updated. Automatically populate Job WIP and COGS Accounts based upon values in JC Configuration.


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General Import Data File Types: Job Costing Billable Charges The Billable Charges file type allows you to import billable charges into the Job Costing module. The Job Costing configuration must be completed prior to import.

Import Sequence

This file type must be imported after JC Job Types, JC Jobs, SM Products and SM Skills.

Ensure that the JC Job records in the CSV file are sorted by the key fields and that there are no duplicate records.

Required Fields

Charge Type Job Transaction Date Cost Type Original Units Original Rate

Fields

Product ID Skill ID Costed Original Cost Name Cost Code Trans Class 1 Trans Class 2


JC is not configured. Job does not exist or is closed. Original Units not positive. Original Rate not positive. Original Cost is not positive. If "Other" charge, and Cost Type not DM. If "Other" charge and Product does not exist. If "Labor" charge and Cost Type not DL or SUB. If "Labor" charge and Skill does not exist. Type is not Labor or Other Transaction Date not in an open GL year. Cost Code does not exist. Trans Class 1 does not exist. Trans Class 2 does not exist.


94

Warnings

Cost Code is not active Product ID is not active. Skill ID is not active. Trans Class 1 is not active. Trans Class 2 is not active.

JC Billable Charges Notes

Sets Year and Period fields from Transaction Date. Extend Original Amount from Original Rate and Original Units. If "Other" charge, default Product Description from Product, if blank. If "Other" charge, Skill ID, Skill Desc, and Name fields are cleared/blanked. If "Labor" charge, Set Transaction Product ID from Skill Product ID. If "Labor" charge, Set Transaction Skill Desc and Prod Desc to Skill Type Desc. If "Labor" charge, Set UofM to "each". If "Labor" charge, Set Labor Charge flag on.


95

General Import Data File Types: JC Categories The Cost Categories file type allows you to import cost categories into the Job Costing module.

Key Field

Cost Category


Required Fields

Description

Fields

Markup Pct Sales Account Status Created By Updated By


Sales Account does not exist.

Warning

Sales Account is not active.


97

General Import Data File Types: JC Cost Codes The Cost Codes file type allows you to import cost codes into the Job Costing module.

Import Sequence

This file type must be imported after Cost Categories.

Key Field

Cost Code


Required Fields

Description Cost Category

Fields

Markup Pct Sales Account Status Created By Updated By


Cost Category does not exist. Sales Account does not exist.

Warning

Cost Category is not active. Sales Account is not active.


99

General Import Data File Types: Job Costing Detail Budgets The Detail Budgets file type allows you to import detail budgets into the Job Costing module. The Job Costing configuration must be completed prior to import. JC Budget import supports "Update Only" import type and updates the budget record if found based upon supplied Job and Year Values.

Import Sequence

This file type must be imported after JC Job Types and JC Jobs.

Key Fields

Job Year

Ensure that the JC Budget records in the CSV file are sorted by the key fields and that there are no duplicate records.

Fields

Revenue Period 1 through Revenue Period 13 Amount DM Period 1 through DM Period 13 DL Prd1 amount through DL Prd13 amount ODC Prd1 amount through ODC Prd13 amount SUB Prd1 amount through SUB Prd13 amount OVH Prd1 amount through OVH Prd13 amount UNK Prd1 amount through UNK Prd13 amount Updated By


Job does not exist or is closed. Job budget is not set to Detail.


101

General Import Data File Types: Job Costing Cost Category Budgets The Cost Category Budgets file type allows you to import cost category budgets into the Job Costing module. The Job Costing configuration must be completed prior to import.

Import Sequence


Key Fields

Job Cost Category


Fields

Budget Units Unit Cost Budget Amount Billable Chg Ord Non-Billable Chg Ord Field % Comp Est To Complete Markup Pct Contract Amt Billable? Created By Created Date Updated By Updated Date


Job does not exist or is closed. Job budget is not set to Cost Category. Cost Category does not exist. Budget Units are not greater than zero. Unit Cost is not greater than zero. Budget Amount is not greater than zero. Field % Comp is not greater than zero. Est To Complete is not greater than zero. Both Field % Comp and Est To Complete are greater than zero. (You can only import one value) Markup Pct is not greater than zero or less than 999.99.

Warnings


102

Cost Category is inactive.

Notes

If Budget Units, Unit Cost and Budget Amount are all imported the Budget Amount will be recalculated from the Budget Units and Cost. If any estimates already exist in the file and a Budget Amount is imported, the estimates will be deleted.


103

General Import Data File Types: Job Costing Cost Code Budgets The Cost Code Budgets file type allows you to import cost code budgets into the Job Costing module. The Job Costing configuration must be completed prior to import.

Import Sequence


Key Fields

Job Cost Code


Fields

Budget Units Unit Cost Budget Amount Billable Chg Ord Non-Billable Chg Ord Field % Comp Est To Complete Markup Pct Contract Amt Billable? Created By Created Date Updated By Updated Date


Job does not exist or is closed. Job budget is not set to Cost Code. Cost Code does not exist. Budget Units are not greater than zero. Unit Cost is not greater than zero. Budget Amount is not greater than zero. Field % Comp is not greater than zero. Est To Complete is not greater than zero. Both Field % Comp and Est To Complete are greater than zero. (You can only import one value) Markup Pct is not greater than zero or less than 999.99.

Warnings


104

Cost Code is inactive.

Notes

If Budget Units, Unit Cost and Budget Amount are all imported the Budget Amount will be recalculated from the Budget Units and Cost. If any estimates already exist in the file and a Budget Amount is imported, the estimates will be deleted.


105

General Import Data File Types JC Adjustments Import Sequence

The JC Adjustments must be imported after the JC Jobs.

Required Fields

Job Transaction Date Original Units

Fields

Skill ID Product ID Cost Code Original Cost Invoice? (yes or no) Overhead Applied Account ID Line ID Trans Class 1 Trans Class 2


Job does not exist Transaction Date is within a defined period Original Units is less than zero Skill ID does not exist Product ID does not exist Product ID is a reserved ID of "TEXT" "FINCHG" "FRT" "DEPOSIT" "UNAPPLIED" "DM" "DL" "SUB" "ODC" "OVH" or "OTH" Both Skill ID and Product ID are blank Cost Code does not exist Original Cost is less than zero Account ID does not exist Trans Class 1 does not exist Trans Class 2 does not exist

Warnings

Job is not active Skill ID is not active Product ID is not active Cost Code is not active Account ID is not active Trans Class 1 is not active Trans Class 2 is not active


106

General Import Data File Types: JC Employees The JC Employees file type allows you to import employee information into the Job Costing module. Job Costing Maintain Configuration and Earnings Types must be completed prior to import.

Import Sequence

This file type must be imported after JC Jobs.

Key Fields

Employee ID

Ensure that the records in the CSV file are sorted by the key fields and that there are no duplicate records.

Required Fields

First Name Last Name Skill ID Hourly Rate

Fields

SSN Initial Status Address1 Address2 City State Zip Code Country Earnings Type Cost Code Trans Class1 Trans Class2 Created By Updated By Date Last Modified


Hourly Rate is not greater than 0.00. Skill ID does not exist. Earnings Type does not exist. Cost Code does not exist. Trans Class 1 does not exist. Trans Class 2 does not exist.

Warnings


107

Skill ID is not active. Earnings type is not active. Cost Code is not active. Trans Class 1 is not active. Trans Class 2 is not active.

Notes


109

General Import Data File Types: JC Labor The JC Labor file type allows you to import labor transactions into the Job Costing module. Job Costing Maintain Configuration, Employees and Earnings Types must be completed prior to import.

Import Sequence

This file type must be imported after JC Jobs.

Key Fields

Batch ID


Required Fields

Description Start Date End Date Date Employee ID Earnings Type (Code translation needed) Hours Hourly Rate Skill ID

Fields

Certified Rates? (yes or no) Job GL Account Trans Class 1 Trans Class 2 Created By (default: current user) Create Date (default: today's date)


Start Date and End Date are not the same for transactions with the same Batch ID End Date is not greater than or equal to Start Date Start Date and End Date are not in an open or defined year Date is not between the start and end dates. Employee ID does not exist Hours are not greater than 0.00 Hourly Rate is not greater than 0.00 Skill ID does not exist Job does not exist Cost Code does not exist


110

Cost Code is not defined if Use Cost Codes is checked in Maintain Configuration. GL Account does not exist Trans Class 1 does not exist Trans Class 2 does not exist

Warnings

Employee ID is not active. Skill ID is not active. GL Account is not active. Earnings type is not active.

Notes

GL Account will default from the job, if not defined.


111

General Import Data File Types: Payroll Employees The Payroll Employees file type allows you to import employees into the Payroll module. The company configuration and payroll configuration must be completed prior to import.

Key Field

Employee ID

Ensure that the Employee records in the CSV file are sorted by the key field and that there are no duplicate records.

Required Fields

First Name Last Name Work State Payroll Frequency

Fields

Soc Sec Number SSN Verified Middle Initial Reporting Class Employee Status Employee Title Gender Race Address 1, Address 2, City, State, Zip, Country Home Phone Type Home Phone Number Emergency Phone Type Emergency Phone Number Birth Date Start Date Termination Date Department ID Location ID Skill ID Job Title Statutory Employee? Pension Plan? Last Raise Date Last Raise Amount Time Status Trans Class 1 Trans Class 2


112

Group Type Hourly Rate Updated by (default: current user) Date Last Modified (default: today)


Department ID does not exist. Location ID does not exist. Skill ID does not exist. Group Type does not exist. Trans Class 1 does not exist. Trans Class 2 does not exist.

Payroll Employees Notes

Optionally, if an employee exists with this key, it is updated.


113

General Import Data File Types: Payroll Earnings The Payroll Earnings file type allows you to import employee Payroll hours to the current period in the Payroll module. The company configuration must completed and all employees must be setup prior to importing Payroll hours. The primary purpose of this import is to allow ongoing import of data from time-keeping systems. This feature may be used to import Non-Taxable Earnings, however in order to do so the Calculation Method for Non-Taxable Earnings must be "Prompt For Amount".

Import Sequence

Prior to importing Payroll hours, this file type requires that Payroll be fully configured. This file type must be imported after Payroll Employees.

Key Fields

Employee ID Earnings Type (code; default: Regular)

Ensure that the earnings records in the CSV file are sorted by the key field and that there are no duplicate records.

Fields

Hours Rate Amount (default: rate stored in employee’s record multiplied by the appropriate rate multiplier in Maintain Configuration dialog box) Amount Job Cost Code GL Account Reference Trans Class 1 Trans Class 2


Employee does not exist Payroll employee file. Employee does not have Earnings configured, or it is turned off. Employee is not active (terminated, transferred, etc…). Non-Taxable earnings feature does not have amount. Hourly features do not have hours. Hourly Rate less than 0. (To make negative time, the hours should be negative.) Job does not exist or is closed. Job ID defined for non hourly or salary feature. Cost Code does not exist. Cost Code not defined if Job defined and Use Cost Codes is checked in JC Maintain Configuration. GL Account does not exist Trans Class 1 does not exist. Trans Class 2 does not exist.


114

Fund Grant COE Programs Activity

Warnings

Cost Code is inactive. GL Account is inactive. Trans Class 1 is inactive. Trans Class 2 is inactive. Grant is inactive. COE does not exist. Programs does not exist. Activity does not exist.

Payroll Earnings Notes

The current period for this employee’s pay frequency comes from the currently open payroll period. If there is no open period for a frequency, you will have to assign the period start and end dates through a dialog box. The import of payroll hours will pause and the standard Select Payroll Period dialog box will be displayed. If you do not open a payroll period the Payroll Import will not continue. For example, if you cancel the dialog box. If you are importing hourly data for employees in more than one payroll frequency, such as some employees Weekly, some Semi-Monthly, etc, the Select Payroll Period dialog box may display for each frequency.


115

General Import Data File Types: Payroll Locations The Payroll Locations file type allows you to import Payroll Locations into the Payroll module. The company configuration and payroll configuration must be completed prior to import.

Key Field

Location ID

Ensure that the Payroll Location ID records in the CSV file are sorted by the key field and that there are no duplicate records.

Required Fields

Description

Fields

Created by (default: current user) Updated by (default: current user) Last Modified (default: today) Payroll Location Notes Optionally, if a Payroll Location exists with this key, it is updated.


117

General Import Data File Types: Payroll Departments The Payroll Departments file type allows you to import Payroll Departments into the Payroll module. The company configuration and payroll configuration must be completed prior to import.

Key Field

Department ID

Ensure that the Payroll Department ID records in the CSV file are sorted by the key field and that there are no duplicate records.

Required Fields

Description

Fields

Created by (default: current user) Updated by (default: current user) Last Modified (default: today) Payroll Department Notes Optionally, if a Payroll Department exists with this key, it is updated.


119

General Import Data File Types: Purchase Orders Composite of header and line item files. The General Import will automatically create the necessary header and line item file entries.

Import Sequence

This file type must be imported after AP Vendor Types, AP Vendors, SM Products, SM Terms, PO Buyers, PO Bill-To's, PO Ship-To's, PO Ship Via's and optionally JC Job and SM Fund.

Key Fields

Order Number

Ensure that the purchase order records in the CSV file are sorted by the key fields.

Required Fields

Order Date Vendor ID Warehouse ID Qty Ordered

Fields

Order Type Buyer ID Order Description Delivery Date Budget Date Terms Code E Mail Address Bill-To ID Ship Via ID Reference 1 Customer ID Location ID Product ID Description U/M Unit Cost Due Date Job Cost Code Trans Class 1 Trans Class 2 Expense Account SO Order No Special Instructions


120

Ship Attn, Name, Address, City, State, Zip Created By (default: current user) Created Date (default: today) Fund (NFP Only)


Order Number checked to ensure it does not already exist. Vendor does not exist. Ship-To does not exist. Bill-To does not exist. Buyer ID does not exist. Terms Code does not exist. Cust ID does not exist. Job does not exist or is closed. Fund does not exist. Ship Via does not exist. Order Date on all PO lines must be the same; entire order is rejected if Order Date changes for same Order Number. Product does not exist. Expense Account does not exist. SO Order No does not exist. Line Item Qty Ordered is not positive. Line Item Unit Cost is negative. Line Description is blank. Email address is not formatted correctly. Product and Warehouse combination does not exist and order date is greater than Prevent Purchase Date.

Warnings

Vendor is inactive. Ship-To is inactive. Bill-To is inactive. Buyer ID is inactive. Terms Code is inactive. Cust ID is inactive. Ship Via is inactive. Product is inactive. Expense Account is inactive. Line Item Special Instructions are supplied but "Include Special Instructions on PO Lines" configuration flag is not on.

Purchase Order Notes

Order Type defaults to "Printed". Buyer ID, Ship-To ID, Bill-To ID and Ship Via default from PO Configuration. Default Terms Code from Vendor if blank.


121

Sets Delivery Date equal to Order Date if not supplied. If Product is supplied and Description is blank, default from product. Extend Cost from Qty Ordered and Unit Cost. If Unit Cost is not supplied, default 0.00. If Budgeting/Encumbrance is turned on, the Expense account will be validated against the rules set up in General Ledger Maintain Configuration.


123

General Import Data File Types SO Sales Orders Composite of header and line item files. The General Import will automatically create the necessary header and line item file entries.

Import Sequence

This file type must be imported after AR Customers, SM Products, SM Terms, and optionally JC Job and SM Fund.

Key Fields

Order No

Ensure that the sales order records in the CSV file are sorted by the key fields.

Required Fields

Order Date Customer ID Location ID Product ID Warehouse ID

Fields

Order Type Order Ref No Hold? (yes or no) Quote Date Terms Code Tax Category Seller ID Ship Via ID FOB ID Source ID Ship Date Customer's PO Reference1 Reference2 Job Description Qty Ordered UnitPrice Disc Pct Tax Amount Sales Account Special Instructions Price Code


124

Cost Code Trans Class1 Trans Class2 Ordered By Bill Name, Address, City State, Zip, Country, Attn Ship Attn, Phone, Name, Address, City, State, Zip, Country Created By (default: current user) Updated By (default: current user)


Order No exists in file. Order Date is not in an open and defined year. Customer ID does not exist. Location ID does not exist. Product ID and Warehouse ID combination does not exist. Order Date is greater than Prevent Sales After Date on the Warehouse. Terms Code does not exist. Tax Category does not exist. Seller ID does not exist. Ship Via ID does not exist. Job does not exist or is closed. UnitPrice is less than zero. Sales Account does not exist. Price Code does not exist. Cost Code does not exit. Cost Code is not defined and a job is selected and Use Cost Codes is checked in JC Maintain Configuration. Trans Class1 does not exist. Trans Class2 does not exist.

Warnings

Customer ID is inactive. Product ID is inactive. Sales Account is inactive. Terms Code is inactive. Tax Category is inactive. Seller ID is inactive. Cost Code is inactive. Trans Class1 is inactive. Trans Class2 is inactive. Status is "Quote" and Date is after current system date.

Notes

If Product ID is "TEXT" then the Qty Ordered and UnitPrice must be zero.


125

If Product ID is "FRT" there must be a UnitPrice. Price will default based on the following:

1. If the price is imported from a spreadsheet and a. If the price is zero and the product allows zero - the price imports as zero. b. If the price is zero and the product doesn't allow zeros - the price will be

overridden with the price on the product. c. If the price is not zero - the price stays as it was imported.

2. If the price is not imported from a spreadsheet and a. If the static price is not zero - the price imports as the static price. b. If the static price is zero and the product allows zero - the price imports as

zero. c. If the static price is zero and the product doesn't allow zeros - the price will be

overridden with the price on the product.


127

General Import Data File Types: SM Skills The Skills file type allows you to import skills into the Job Costing/Payroll modules.

Import Sequence

This file type must be imported after SM Products.

Key Field

Skill Level


Required Fields

Description Std. Billing Rate Product ID

Fields

Overhead Type Skill Cost Sales Account Status Created By Update By


Std. Billing Rate is not greater than zero. Product ID does not exist. Overhead type does not exist. Overhead type is not defined and Apply Overhead is selected on the Job in Maintain Jobs. Skill cost is not greater than zero. Sales Account does not exist.

Warning

Product ID is not active. Sales Account is not active.

Notes

Sales Account will default from the product if not imported.


129

General Import Data File Types - IC Beginning Quantities Import Sequence

IC Beginning Quantities must be imported after the SM Product import. IC Maintain Configuration and Warehouses need to be set up prior to the import.

Key Fields

Product ID Warehouse ID


Required Fields

Trans Date Received Qty

Fields

Transaction Desc Cost Trans Class 1 Trans Class 2


Warehouse does not exist for this product. Product does not exist Product ID is a reserved ID of "TEXT" "FINCHG" "FRT" "DEPOSIT" "UNAPPLIED" "DM" "DL" "SUB" "ODC" "OVH" or "OTH" Received Qty must be positive unless the Allow Qty On-Hand to be Negative checkbox is checked in IC Maintain Configuration. Cost is less than zero. Trans Class 1 does not exist. Trans Class 2 does not exist.

Warnings

Product is inactive Warehouse is inactive Trans Class 1 is inactive. Trans Class 2 is inactive.


131

General Import Importing PAS+ 2nd Screen Data The General Import can be used to import "second screen" data from CYMA's Professional Accounting Series Plus (PAS+) software. The second screen data can be exported from PAS+ and imported into CYMAIV custom data fields that are created on the CYMAIV Custom tabs. (The CYMAIV equivalent of PAS+ second screens.) Use the PAS2Scrn utility to export second screen data into an intermediate comma separated value (CSV) file format. Use the CYMAIV General Import to import the CSV files. Second screen data types that can be imported are:

• SM Banks • GL Accounts • AP Vendors • AR Customers • AR Sales Reps • PR Employees

The PAS2Scrn utility will export your second screen data from any PAS+ company to CSV files for use with the General Import. The utility will create the CSV files in the PAS+ data directory with the following naming convention <xx_yyy.csv> where "xx" is the module code (AP, AR, GL, PR) and "yyy" is the PAS company code, such as ar_dmo.csv. Each CSV file created will have a "header" record that contains the field names for each field on the PAS+ second screen. This allows you to view the field names in the General Import when mapping fields on the Edit Field Mapping dialog box. The first column in the CSV file will contain the ID of the second screen data. For example, the GL account number, the AR Customer ID, or the AP Vendor ID.

Preliminary Second Screen Import Requirements

Before importing second screen data the following items must be completed: • Your primary PAS+ data must have already been imported. For example, if you are

importing second screen data for the PAS+ AR and AP modules, your PAS+ AR and AP data must have already been imported into CYMAIV. See the PAS+Import operations for further information on importing PAS+ data.

• The Custom tabs must be created before second screen data can be imported.

Technical Tips:

• If you use an existing import script after making changes to the structure of a Custom tab—adding, deleting, or modifying database fields—verify that the custom fields are still mapped correctly on the Edit Field Mapping dialog box. If you do not verify the mapping, the import may fail or import data into the wrong fields. The layout of a Custom tab—arrangement of the fields on the tab page—can be changed without having to verify the field mapping.

• In PAS+, if second screen fields have preset special characters, such as slashes in a date field <xx / xx / xx> or if second screen data contains commas or quotes, the PAS2Scrn utility will interpret the fields incorrectly. This will require that you edit the CSV file with a text editor to ensure that the data is formatted correctly for the import. For example, a date entered as 06 / 20 / 98 will be created in the CSV file as "06","20","98". You will need to edit the CSV file with a text editor to group the fields into one, such as "062098".

? Refer to the following steps to guide you in the general process of importing second screen data:


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1. Back up existing data. 2. Export the PAS+ second screen data. Using Windows Explorer, go to the CYMAIV program directory and double-click the program file PAS2Scrn.exe. This will display the PAS+ 2nd Screen Export dialog box. 3. Enter the data file path for the PAS+ company data. 4. In the list box, click on the second screens that you want to import into CYMAIV. 5. Click the Export button. This will create the CSV files for use with the General Import.

The CSV files are created in the PAS+ company data directory entered in step 3. 6. Assure that all other CYMAIV users are logged out of the application. 7. Log into CYMAIV as the System Administrator and select the desired company. 8. Select the System Manager module as the Active Module. 9. From the System menu select General Import. 10. To create a new Import Script, click the New button and enter up to six alphanumeric characters for the Import Script ID. (Refer to the General Import dialog box field descriptions and requirements.) 11. Tab to the Description text box and enter a description for the Import Script. 12. Tab to the Path to Source Files text box and enter the path to the folder that

contains the CSV files to be imported, such as C:\PASIII. Or use the button to select the path. 13. Tab to the File Type column on the DataGrid and select a File Type to import from the drop-down list. 14. Tab to the Source Name column on the DataGrid. 15. Select the CSV file that contains the data to import for the corresponding File Type selected. The drop-down list displays the CSV files located in the Path to Source Files specified. 16. SHIFT + TAB to the Add Option column on the DataGrid. 17. Select the Update Only option. This will update existing records with their corresponding second screen data.

Using the Update Only option, any records containing a key field that does not already exist in the CYMAIV data file will be rejected.

18. Tab to the Stop on Reject? column on the DataGrid. 19. In this field you must specify what to do if a record isn't valid. Select Yes to stop the import when an invalid record is encountered. If the import is stopped you must resolve the invalid record and restart the import. Or, select No to skip the invalid record and continue the import. 20. Tab to the Header Rcd? column on the DataGrid and select the Yes option. 21. After all the DataGrid columns have been completed for the current row highlight the DataGrid row by clicking on the selection box to the left of the row and then click the Field Mapping button. 22. When the Field Mapping button is clicked, the Edit Field Mapping dialog box will display. The DataGrid to the left will display the fields for the selected data type. The Source Record list box to the right will display the second screen data in the CSV file. (The header record containing the second screen field names will be displayed.)


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In the first row of the DataGrid, in the Col column enter a 1 to specify that the key field is in the first column of the CSV file, displayed to the right. (See the Edit Field Mapping dialog box field descriptions and requirements.)

When using the Update Only option, the only required field on the Edit Field Mapping dialog box is the key field. Other normally required fields become optional.

23. Locate the custom fields on the DataGrid. In the Col column for each custom field enter the corresponding number for the second screen equivalent from the Source Record list box to the right. 24. Repeat steps 13 through 24 until all the file types to be included in this Import Script have been entered and configured. 25. Click the Import button to begin importing the Import Script. 26. When the import has finished, view the custom tabs to verify that the data was imported correctly.

PAS+ 2nd Screen Export

Refer to the following field descriptions.

Path to PAS+ Company Data

Enter the location of the PAS+ company data files or click the button to select for the location.

2nd Screen Definition List Box


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After a valid location has been entered in the field above, the list box will display the second screen definitions located in the specified path. Click on the second screens that you want to import into CYMAIV and then click the Export button. This will export the second screen data from PAS+ and create the appropriate CSV files.

The CSV files are created in the PAS+ company data file path.

PAS+ 2nd Screen Export Command Buttons

Click the Export button after you have selected the second screen definitions to export from the list box above.

Click the Close button to exit the PAS+ Screen Export dialog box.


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CYMA Systems, Inc. Contact Information

CYMA Systems, Inc. 2330 West University Drive, Suite 4

Tempe, AZ 85281

(800) 292-2962

Fax: (480) 303-2969

Email: [email protected]

www.cyma.com

When contacting CYMA Systems, Inc. for technical support, please have the following information available:

• CYMAIV Account Number (if known)

• Windows Version

• Network Operating System (if applicable)

• CYMAIV Version

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