CYMA IV Accounting for Windows Training Guide Series. General Import Training Guide

Transcription

1 CYMA IV Accounting for Windows Training Guide Series General Import Training Guide November 2010

2 CYMA Systems, Inc West University Drive, Suite 4 Tempe, AZ (800) Fax: (480) info@cyma.com Copyright 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. PAS III, PAS +, CYMA IV, GBS and GBS II 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. Crystal Reports is a registered trademark of Business Objects. F9 is a registered trademark of Lasata Software. Pervasive.SQL is a registered trademark of Pervasive Software, Inc. All trademarks and names are the property of their respective holders. Revised November 2010

3 Table Of Contents General Import... 1 General Import Overview... 5 General Import Step-By-Step Instructions... 7 General Import - What Is Imported General Import - What Is Not Imported General Import - Edit Field Mapping General Import Code Translation General Import Data File Types General Import Data File Types - SM Allocations General Import Data File Types - SM Terms Codes General Import Data File Types - SM Bank Accounts General Import Data File Types - SM Products General Import Data File Types - SM Product Alternate Prices General Import Data File Types - AP Invoices General Import Data File Types - AP Recurring Invoices General Import Data File Types - AP Vendors General Import Data File Types - AP Vendor Contacts General Import Data File Types - AP Vendor Product Cross Reference General Import Data File Types - AP Vendor Types General Import Data File Types - AR Customers General Import Data File Types - AR Customer Contacts General Import Data File Types - AR Special Pricing General Import Data File Types - AR Customer Ship-Tos General Import Data File Types - AR Customer Types General Import Data File Types - AR Invoices General Import Data File Types - AR Recurring Invoices General Import Data File Types AR Quick Pay General Import Data File Types - AR Sales Reps General Import Data File Types - AR Tax Categories General Import Data File Types - AR Tax IDs General Import Data File Types - GL Account Sub-Types General Import Data File Types - GL Transactions General Import Data File Types - GL Recurring Transactions General Import Data File Types - GL User Journal Codes General Import Data File Types - GL Budgets General Import Data File Types - GL Grants (Not For Profit) General Import Data File Types - GL Grant Budget (Not For Profit) General Import Data File Types - GL Project (Financial Management System) General Import Data File Types - GL Project Budget (Financial Management System) General Import Data File Types - GL Accounts General Import Data File Types - GL CD Checks General Import Data File Types GL CR Transactions General Import Data File Types IC Bill of Materials General Import Data File Types - IC Physical Count Adjustments General Import Data File Types - IC Product/Warehouses General Import Data File Types JC Base Jobs Copyright CYMA Systems Inc. iii

4 General Import Data File Types - JC Jobs General Import Data File Types - JC Billable Charges General Import Data File Types JC Job Accounts General Import Data File Types - JC Cost Categories General Import Data File Types - JC Cost Codes General Import Data File Types JC Cost Code Estimates General Import Data File Types - JC Detail Budgets General Import Data File Types - JC Cost Category Budgets General Import Data File Types - JC Cost Code Budgets General Import Data File Types - JC Adjustments General Import Data File Types - JC Employees General Import Data File Types - JC Labor General Import Data File Types - Payroll Employees General Import Data File Types Payroll Employee Demographics General Import Data File Types - Payroll Clients General Import Data File Types - Payroll Earnings General Import Data File Types - Payroll Locations General Import Data File Types - Payroll Departments General Import Data File Types - Payroll Time Entry General Import Data File Types - Purchase Orders General Import Data File Types - SO Sales Orders General Import Data File Types SO Alias Products General Import Data File Types - SM Skills General Import Data File Types SM Product Lines General Import Data File Types - IC Beginning Quantities General Import Importing PAS + 2nd Screen Data CYMA Systems, Inc. Contact Information Copyright CYMA Systems Inc. iv

5 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. Copyright CYMA Systems Inc. 1

6 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 Data Grid row is highlighted. Data Grid 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 CYMA IV file or assign a constant value to a CYMA IV field. This dialog box must be accessed and fields mapped for each CSV file entered on the General Import dialog box Data Grid. Data Grid Columns and Fields The Data Grid 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 Data Grid, 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 CYMA IV 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 CYMA IV data files. The options available are: Add The Import adds the data from the CSV file to the existing CYMA IV data file. Copyright CYMA Systems Inc. 2

7 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 CYMA IV data file will be rejected. In other words, any records with key fields not already in the CYMA IV 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 CYMA IV 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: Header Rcd? 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. 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. Source Name The import produces an error report for every CSV record rejected. 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 Copyright CYMA Systems Inc. 3

8 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. Copyright CYMA Systems Inc. 4

9 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 CYMA IV data files. After you have imported your data and before you perform any operations in CYMA IV : To ensure the accuracy and integrity of the imported data, print the same reports with the imported data within CYMA IV 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 CYMA IV 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 CYMA IV database or it can be used to append or add information to an existing CYMA IV 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 CYMA IV, 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 CYMA IV prior to setting up the import. Copyright CYMA Systems Inc. 5

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11 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 Maintain Configuration Accounts Payable Payroll Job Costing Maintain Configuration Maintain Configuration Maintain Employees Maintain Configuration Purchase Order Sales Order Maintain Configuration Maintain Configuration Inventory Control Maintain Configuration 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. Copyright CYMA Systems Inc. 7

12 4. Assure that all other CYMA IV users are logged out of the system. 5. Log into CYMA IV 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 Data Grid. 12. Select a File Type to import from the drop-down list. 13. Tab to the Source Name column on the Data Grid. 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 Data Grid. 16. Select from the drop-down list whether you want to: Add to your existing CYMA IV 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 CYMA IV data file will be rejected. Add + Update existing CYMA IV data. The Add + Update option will add records to the data files and replace existing records that have the same key field. Replace existing CYMA IV data. 17. Tab to the Stop on Reject? column on the Data Grid. 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 Data Grid. 20. Specify whether the first record in the CSV file contains a header record that should be skipped. 21. After all the Data Grid columns have been completed for the current row highlight the Data Grid row by clicking on the selection box to the left of the row and then click the Field Mapping button. Copyright CYMA Systems Inc. 8

13 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 CYMA IV file or assign a constant value to the CYMA IV fields. Refer to the Edit Field Mapping dialog box field descriptions and requirements. Required and key fields in the CYMA IV files must always be matched to a column in the CSV file or assigned a constant value. The Type column on the Data Grid 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 Data Grid 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 CYMA IV 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 CYMA IV 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 CYMA IV code, and not all CYMA IV 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. Copyright CYMA Systems Inc. 9

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15 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 CYMA IV. 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 CYMA IV file or assign a constant value to a CYMA IV 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 Data Grid row on the General Import dialog box and then click the Field Mapping button. Data Grid 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 CYMA IV code-table fields. For example, you can match the account types from your previous accounting system to the GL account types in CYMA IV. 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 CYMA IV 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 Data Grid 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. Copyright CYMA Systems Inc. 11

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17 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. Copyright CYMA Systems Inc. 13

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19 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 CYMA IV file or assign a constant value to a CYMA IV 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 CYMA IV 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 CYMA IV field. Constant values for CYMA IV 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 CYMA IV files must always be matched to a column in the CSV file or assigned a constant value. The Type column on the Data Grid 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 Data Grid. Below the Data Grid 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 Data Grid 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 CYMA IV field, in the Data Grid Col column, enter the appropriate CSV column number corresponding to the CYMA IV 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 CYMA IV field, in the Data Grid Value column, enter the constant value. The constant value will be assigned to each record being imported. Copyright CYMA Systems Inc. 15

20 CYMA IV 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 Refer to the following field descriptions and requirements. 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. Copyright CYMA Systems Inc. 16

21 This button is enabled when a Data Grid 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 CYMA IV. When clicked, the Code Translation dialog box is displayed. Data Grid rows are highlighted by clicking on the selection box to the left of the row. Data Grid Columns and Fields The Data Grid will display the CYMA IV 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 CYMA IV field type. Field Name This view-only column displays the CYMA IV 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 CYMA IV 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. Copyright CYMA Systems Inc. 17

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23 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 CYMA IV code table. For example, you can match the account types from your previous accounting system to the GL account types in CYMA IV. 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 CYMA IV 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 CYMA IV code, and not all CYMA IV 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 CYMA IV GL account types. The Data Grid will display the CYMA IV GL account types and their corresponding code. To translate your previous accounting system's account types, in the Value column overwrite the CYMA IV account type with your previous account type and then in the CYMAIV Code column select the equivalent CYMA IV account type code. You can also add additional values to the Data Grid 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 Data Grid row that requires a code translation and then click the Define Code Translation button. Sample Code Translation dialog box Refer to the following field descriptions and requirements. Field This view-only field displays the CYMA IV field selected for code translating on the Edit Field Mapping dialog box. Copyright CYMA Systems Inc. 19

24 Source Col This view-only field displays the CSV source file column assigned to the CYMA IV field on the Edit Field Mapping dialog box. Data Grid Columns and Fields The Data Grid 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 CYMA IV code table. To delete any unnecessary Data Grid rows, highlight the row and press the DELETE key on your keyboard. Value This column displays the default CYMA IV 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 CYMA IV 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 CYMA IV 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. Copyright CYMA Systems Inc. 20

25 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 CYMA IV 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 CYMA IV 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 Copyright CYMA Systems Inc. 21

26 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 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 GL File Types AR File Types SM Allocations SM Bank Accounts SM Terms Codes SM Products SM Product Alternate Prices SM Product Lines SM Skills GL User Journal Codes GL Account Sub-Types GL Accounts GL CD Checks (composite of Header & Transactions) GL CR Transactions 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) GL Projects (FMS Only) GL Project Budgets (FMS Only) 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 Special Pricing AR Invoices (composite of Header & Line items; Tax per line item must be generated) AR Recurring Invoices (composite of Header & Line items) Copyright CYMA Systems Inc. 22

27 AR Quick Pay AP File Types AP Vendor Types 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 Employee Demographics Payroll Departments Payroll Locations Payroll Earnings Payroll Time Entry Job Costing File Types JC Base Jobs JC Jobs JC Detail Budget JC Cost Code Budget JC Cost Code Estimates JC Cost Category Budget JC Job Accounts 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) SO Alias Products Inventory Control File Types IC Beginning Quantities IC Bill of Materials IC Physical Adjustments IC Product/Warehouses Copyright CYMA Systems Inc. 23

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29 General Import Data File 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. Copyright CYMA Systems Inc. 25

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31 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 > Terms Codes Notes Optionally, if a terms code already exists with this key, it is updated. Copyright CYMA Systems Inc. 27

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33 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. Copyright CYMA Systems Inc. 29

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35 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 Copyright CYMA Systems Inc. 31

36 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) Special Reject Reasons 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 Copyright CYMA Systems Inc. 32

37 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. Copyright CYMA Systems Inc. 33

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39 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 Special Reject Reasons Product ID does not exist Fixed Price is negative List Price %, Std Cost %, Unit Cost % is less than or greater than 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 % Copyright CYMA Systems Inc. 35

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41 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 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 Pay Date Unit Cost Oth Cost Product ID Warehouse ID Description (default: from vendor s record) 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) Copyright CYMA Systems Inc. 37

42 Project (FMS Only) Expense Type (FMS Only) Category (FMS Only) Costing Code (FMS Only) Hold (default: false) Select for Payment (default: false) Separate Check? (default: false) Update IC Purchase Order Remit ID (default from Vendor if set up) Reference 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) Special Reject Reasons Vendor does not exist. Exception: vendor ID "ONETIM" Posting Date and Invoice Date are not in an open and defined period. Terms Code does not exist Unit cost is less than zero Oth cost is less than zero Warehouse does not exist Qty is zero AP Account does not exist. Due Date is less than the invoice date Pay Date is less than the invoice date Unit Cost is less than zero Product ID does not exist Warehouse 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) Copyright CYMA Systems Inc. 38

43 Activity does not exist (NFP Only) Project does not exist (FMS Only) Expense Type does not exist (FMS Only) Category does not exist (FMS Only) Costing Code does not exist (FMS Only) Remit ID does not exist Warnings Vendor is inactive Terms Code is inactive AP Account is inactive Product ID is inactive Warehouse 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) Project is inactive (FMS Only) Expense Type is inactive (FMS Only) Category is inactive (FMS Only) Costing Code is inactive (FMS Only) Remit To is inactive 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. Copyright CYMA Systems Inc. 39

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45 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 Oth Cost Product ID Warehouse Description 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) Project (FMS Only) Expense Type (FMS Only) Copyright CYMA Systems Inc. 41

46 Category (FMS Only) Costing Code (FMS Only) Select for Pay (default: false) P O Process Count Date Last Processed Created by (default: current user) Updated by (default: current user) Last Modified (default: today) Special Reject Reasons Vendor does not exist Repeat Count >= 999 or < 1 Terms Code does not exist Quantity is Zero Unit Cost is less than zero Oth Cost is less than zero Product ID does not exist Warehouse 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) Project (FMS Only) Expense Type (FMS Only) Category (FMS Only) Costing Code (FMS 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. Warehouse is inactive Expense Account is inactive. Job is inactive Cost Code is inactive Copyright CYMA Systems Inc. 42

47 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) Project is inactive (FMS Only) Expense Type is inactive (FMS Only) Category is inactive (FMS Only) Costing Code is inactive (FMS 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. Copyright CYMA Systems Inc. 43

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49 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 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) Copyright CYMA Systems Inc. 45

50 Print 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 Special Rejection Reasons 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. 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 1099 flag is set to yes and no 1099 Type is defined 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. Copyright CYMA Systems Inc. 46

51 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) Special Reject Reasons 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. Copyright CYMA Systems Inc. 47

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53 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) Special Reject Reasons 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 Copyright CYMA Systems Inc. 49

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55 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. Copyright CYMA Systems Inc. 51

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57 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 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) Special Reject Reasons Copyright CYMA Systems Inc. 53

58 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 > Trans Class 1 code does not exist. Trans Class 2 code does not exist. 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. If defaults have been defined in AR Maintain Configuration for Tax Category and Ship To, the import will automatically set up the Ship-to and Tax category. Copyright CYMA Systems Inc. 54

59 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) Special Reject Reasons 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. Copyright CYMA Systems Inc. 55

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61 General Import Data File Types - AR 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 Discount Percent Status (code table: Active or Inactive; default: Active) CreatedBy (default: current user) UpdatedBy (default: current user) Special Reject Reasons Customer ID does not exist in the customer file Product ID does not exist in the product file Discount Percent is less than zero 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. Copyright CYMA Systems Inc. 57

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63 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. If defaults have been defined in AR Maintain Configuration for Tax Category and Ship To, the import will automatically set up the Ship-to and Tax category. 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) Special Reject Reasons 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. Copyright CYMA Systems Inc. 59

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65 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. Copyright CYMA Systems Inc. 61

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67 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. If Invoices are imported with an Entered status, an Invoice number must be assigned but will be overwritten during Process Print Invoices. Required Fields Invoice Date Post Date Customer ID Ship-To ID Product ID Fields Invoice Status (code table: Entered, Manual Invoice, Printed, Voided; default: Printed) Credit (default: false) Hold? (default: false) Update IC 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 Sales Order Invoice Description Reference Copyright CYMA Systems Inc. 63

68 Reference2 Reference3 Job Warehouse ID Description Quantity Unit Price Price Code Unit Cost Taxable? Tax Amount Cost Code Sales Account (default: Sales Account on the Product record) Sales Code Trans Class 1 Trans Class 2 Grant (NFP Only) Funding Source (NFP Only) Program (NFP Only) Activity (NFP Only) Project (FMS Only) Revenue Source (FMS Only) Category (FMS Only) Costing Code (FMS Only) 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) 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) Copyright CYMA Systems Inc. 64

69 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) Special Rejection Reasons 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. Sales Rep ID does not exist in the AR Sales Rep file. Use Sale Rep Permission is turned on and a Sales Rep is not defined. Product ID does not exist in the Product file and is not "frt". Product ID is "TEXT" and qty is not equal to zero or price is is not equal to zero. Warehouse ID does not exist Quantity is zero and Product ID is not "TEXT". Unit Price is less than zero. (NOTE: To import negative amounts, change the quantity to a negative value) Price Code does not exist Unit Cost is < 0. 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. Sales Account does not exist. Sales Code does not exist. Trans Class 1 code does not exist. Trans Class 2 code does not exist. Grant does not exist (NFP Only) Funding Source does not exist (NFP Only) Program does not exist (NFP Only) Activity does not exist (NFP Only) Project does not exist (FMS Only) Revenue Source does not exist (FMS Only) Category does not exist (FMS Only) Costing Code does not exist (FMS Only) Address is not formatted correctly. Copyright CYMA Systems Inc. 65

70 Warnings Customer ID is inactive. Customer Location ID is inactive. Terms Code is inactive. Tax Category is inactive. Sales Rep is inactive. Product ID is inactive. Warehouse ID is inactive Cost code is inactive. Sales Account is inactive Trans Class 1 is inactive. Trans Class 2 is inactive. Grant is inactive (NFP Only) Funding Source is inactive (NFP Only) Program is inactive (NFP Only) Activity is inactive (NFP Only) Project is inactive (FMS Only) Revenue Source is inactive (FMS Only) Category is inactive (FMS Only) Costing Code is inactive (FMS Only) 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. Unit Cost will be imported if the Show Cost on Invoice Entry flag is checked in AR Maintain Config and a value is defined. If the Show Cost on Invoice Entry flag is checked and a value is not defined the import will use the SKU/Selling Unit Cost from Maintain Products. If the Show Cost on Invoice Entry flag is not checked no value will be used on import. 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. Invoices that have the Update IC flag set to true will automatically be imported as posted. Copyright CYMA Systems Inc. 66

71 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 Update IC Warehouse ID Description (default: use product description on Product record) Quantity Price Price Code Taxable? Tax Amount Cost Code Sales Account (default: Sales Account on the Product record) Sales Code Trans Class 1 Trans Class 2 Grant (NFP Only) Funding Source (NFP Only) Program (NFP Only) Activity (NFP Only) Project (FMS Only) Revenue Source (FMS Only) Copyright CYMA Systems Inc. 67

72 Category (FMS Only) Costing Code (FMS Only) Process Cnt Date Last Processed Ordered By Ship Phone Ship Via Customer s PO AR Account (default: use AR Account on Customer record) 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) Special Rejection Reasons 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. Warehouse ID does not exist 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. Use Sale Rep Permission is turned on and a Sales Rep is not defined. Product ID does not exist in the Product file and is not "frt". Product ID is "TEXT" and qty is not equal to zero or price is is not equal to zero. Quantity is zero and Product ID is not "TEXT". Price Code does not exist 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. Sales Account does not exist Sales Code does not exist Trans Class 1 code does not exist. Trans Class 2 code does not exist. Grant does not exist (NFP Only) Funding Source does not exist (NFP Only) Copyright CYMA Systems Inc. 68

73 Program does not exist (NFP Only) Activity does not exist (NFP Only) Project does not exist (FMS Only) Revenue Source does not exist (FMS Only) Category does not exist (FMS Only) Costing Code does not exist (FMS Only) Warnings Customer ID is inactive. Customer Ship To ID is inactive. Warehouse is inactive Terms Code is inactive. Tax Category is in`active. Sales Rep is inactive. Product is inactive. Cost code is inactive. Sales Account is inactive Trans Class 1 is inactive. Trans Class 2 is inactive. Grant is inactive (NFP Only) Funding Source is inactive (NFP Only) Program is inactive (NFP Only) Activity is inactive (NFP Only) Project is inactive (FMS Only) Revenue Source is inactive (FMS Only) Category is inactive (FMS Only) Costing Code is inactive (FMS Only) AR Recurring Invoices Notes The system will automatically generate the Group Key (Recurring Order No.) that is only used for grouping line items together. Copyright CYMA Systems Inc. 69

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75 General Import Data File Types AR Quick Pay The AR Quick Pay import allows the user to import payment information into Accounts Receivable. Once these records are imported they will display in the AR Enter Quick Payments dialog. From there the records can be selected and a deposit created. Key Field Method of Payment Ensure that the records in the CSV file are sorted by the key fields and that there are no duplicate records. Required Fields Reference Customer ID Invoice No Amount Paid Fields Product ID Discount Allowed Special Reject Reasons Expire Date is not formatted as MM/YY if method of payment is Credit Card Reference is not unique if method of payment is Check. Customer ID does not exist Invoice No does not exist for the customer Invoice No is not posted to AR Product ID does not exist on invoice supplied Amount Paid is greater than the amount remaining on an invoice Warnings Customer ID is inactive. Notes Application of payments by line is allowed if a Product ID is supplied. If a product ID is supplied for one record, it must be supplied for all records. It may be necessary to create two imports if payments will be applied to some invoices at the line level and others will be applied in total. Copyright CYMA Systems Inc. 71

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77 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 Login ID 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 Invoice Type Enter Inv Credits Order Type Enter Ord Credits Enter Orders Ord Chg Sales Rep Ship Complete Status (code table: Active or Inactive; default: Active) CreatedBy (default: current user) UpdatedBy (default: current user) Special Reject Reasons 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" Login ID has been assigned to another Sales Rep AR Sales Reps Notes Optionally, if a Sales Rep already exists with this key, it is updated. Copyright CYMA Systems Inc. 73

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79 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) Special Reject Reasons 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. Copyright CYMA Systems Inc. 75

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81 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) Special Reject Reasons Tax Rate < 0 or > 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. Copyright CYMA Systems Inc. 77

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83 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. Copyright CYMA Systems Inc. 79

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85 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 (NFP Only) Funding Source (NFP Only) Core Object Expense (NFP Only) Program (NFP Only) Activity (NFP Only) Project (FMS Only) Revenue Source (FMS Only) Expense Type (FMS Only) Category (FMS Only) Costing Code (FMS Only) User Ref Posted? (if true, batch will be posted when imported; Default: false) Create Date (default: today) Create User (default: current user) Copyright CYMA Systems Inc. 81

86 Update User (default: current user) Special Reject Reasons Account does not exist. Journal ID does not exist. Journal ID is a system journal 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 (NFP Only) Funding Source 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) Both Core Object Expense and Fund Source have values. (NFP Only) Project does not exist (FMS Only) Revenue Source does not exist (FMS Only) Category does not exist (FMS Only) Costing Code does not exist (FMS Only) Both Expense Type and Revenue Source have values. (FMS Only) 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 inactive (NFP Only) Core Object Expense is not active (NFP Only) Funding Source is inactive (NFP Only) Program is inactive (NFP Only) Activity is inactive (NFP Only) Project is inactive (FMS Only) Revenue Source is inactive (FMS Only) Expense Type is inactive (FMS Only) Category is inactive (FMS Only) Costing Code is inactive (FMS Only) Copyright CYMA Systems Inc. 82

87 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. Copyright CYMA Systems Inc. 83

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89 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 (NFP Only) Funding Source (NFP Only) Core Object Expense (NFP Only) Program (NFP Only) Activity (NFP Only) Project (FMS Only) Revenue Source (FMS Only) Expense Type (FMS Only) Category (FMS Only) Costing Code (FMS Only) Reference Processed Cnt Date Last Processed CreatedBy (default: current user) UpdatedBy (default: current user) LastModified (default: today) Copyright CYMA Systems Inc. 85

90 Special Reject Reasons 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. 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 (NFP Only) Funding Source 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) Both Core Object Expense and Fund Source have values. (NFP Only) Project does not exist (FMS Only) Revenue Source does not exist (FMS Only) Category does not exist (FMS Only) Costing Code does not exist (FMS Only) Both Expense Type and Revenue Source have values. (FMS Only) 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 inactive (NFP Only) Core Object Expense is not active (NFP Only) Funding Source is inactive (NFP Only) Program is inactive (NFP Only) Activity is inactive (NFP Only) Project is inactive (FMS Only) Revenue Source is inactive (FMS Only) Expense Type is inactive (FMS Only) Category is inactive (FMS Only) Costing Code is inactive (FMS Only) 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. Copyright CYMA Systems Inc. 86

91 General Import Data File Types - GL User Journal Codes 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) Special Reject Reasons 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. Copyright CYMA Systems Inc. 87

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93 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) Special Reject Reasons 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. Copyright CYMA Systems Inc. 89

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95 General Import Data File Types - GL Grants (Not For Profit) 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 Special Reject Reasons CFDA is not greater than or less than Fund Source ID does not exist Funds does not exist. End Date is not greater than Start Date. Warnings Fund Source is inactive. Copyright CYMA Systems Inc. 91

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97 General Import Data File Types - GL Grant Budget (Not For Profit) 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 Special Reject Reasons 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 Copyright CYMA Systems Inc. 93

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99 General Import Data File Types - GL Project (Financial Management System) Key Fields Project ID Ensure that the GL Projects records in the CSV file are sorted by the key field and that there are no duplicate records. Required Fields Description Revenue Source Fields Alternate Descriptio Pri Contact Use Categories? Use Costing Codes? Created By Updated By Special Reject Reasons Revenue Source does not exist Warnings Revenue Source is inactive. Copyright CYMA Systems Inc. 95

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101 General Import Data File Types - GL Project Budget (Financial Management System) Import Sequence Project budgets must be imported after Projects. Key Fields Project 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 Categories Costing Codes Revenue Source Expense Type Period 1-13 Created By Updated By Special Reject Reasons Project does not exist Year does not exist Categories does not exist Costing Codes does not exist Revenue Source does not exist Expense Type does not exist Warnings Program is inactive Categories is inactive Costing Codes is inactive Revenue Source is inactive Expense Type is inactive Copyright CYMA Systems Inc. 97

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103 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 TDC (RedGear Only) Retained Earnings Account (FMS 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 Only) COE (NFP Only) Fund Source (NFP Only) Expense Type (FMS Only) Revenue Source (FMS Only) Consolidation Acct Create User ID (default: current user) Update User ID (default: current user) Special Reject Reasons Only Income Statement account types may have a retained earnings/net asset account assigned. COE does not exist. Fund Source does not exist. Expense Type does not exist. Revenue 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. Copyright CYMA Systems Inc. 99

104 Both Expense Type and Revenue Source cannot be filled in. (FMS Only) Expense Type is inactive. (FMS Only) Revenue Source is inactive. (FMS Only) 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. 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. Copyright CYMA Systems Inc. 100

105 General Import Data File Types - GL CD Checks 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 Vendors have been set up or imported. Grouping Transactions are grouped by Bank ID + Check No. (Period is derived from Date.) The Import assumes the source CSV file is sorted in this order. If not, checks may be rejected. Key Fields Bank ID Check No 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 Expense Account (General Ledger Account) Amt Paid Vendor ID Check Date Fields Job Cost Type Cost Code Document No Desc (Check Description) Trans Class 1 Trans Class 2 Grant (NFP Only) Funding Source (NFP Only) Core Object Expense (NFP Only) Program (NFP Only) Activity (NFP Only) Project (FMS Only) Revenue Source (FMS Only) Expense Type (FMS Only) Category (FMS Only) Costing Code (FMS Only) Desc (Transaction Line description) Create Date (default: today) Create User (default: current user) Copyright CYMA Systems Inc. 101

106 Update User (default: current user) Special Reject Reasons Bank ID does not exist. Account does not exist. Total of all check lines are not greater than zero. Check number already exists. Date is not within the range of defined periods. Vendor ID does not exist. 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 (NFP Only) Funding Source 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) Both Core Object Expense and Fund Source have values. (NFP Only) Project does not exist (FMS Only) Revenue Source does not exist (FMS Only) Category does not exist (FMS Only) Costing Code does not exist (FMS Only) Both Expense Type and Revenue Source have values. (FMS Only) Warnings Bank ID is inactive. Account is not active. Vendor ID is inactive. Job is not active. Cost Code is not active. Trans Class 1 is not active. Trans Class 2 is not active. Grant is inactive (NFP Only) Core Object Expense is not active (NFP Only) Funding Source is inactive (NFP Only) Program is inactive (NFP Only) Activity is inactive (NFP Only) Project is inactive (FMS Only) Revenue Source is inactive (FMS Only) Copyright CYMA Systems Inc. 102

107 Expense Type is inactive (FMS Only) Category is inactive (FMS Only) Costing Code is inactive (FMS Only) Copyright CYMA Systems Inc. 103

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109 General Import Data File Types GL CR Transactions The CR Transactions import allows the import of Cash Receipts into the After The Fact option in the General Ledger. This process will create a General Ledger batch. Key Field Journal ID Date Ensure that the records in the CSV file are sorted by the key fields. The first record for every batch of records containing the same key (Journal ID and Date combination) is the header record and should include the Cash account and the total of the deposit. All other lines can be positive or negative but must total the amount in the first line. Required Fields Account Description Fields Amt Job Cost type Cost Code Document No Trans Class 1 Trans Class 2 Grant (NFP Only) Funding Source (NFP Only) Core Object Expense (NFP Only) Program (NFP Only) Activity (NFP Only) Project (FMS Only) Revenue Source (FMS Only) Expense Type (FMS Only) Category (FMS Only) Costing Code (FMS Only) User Reference Posted Create Date Create User Update User Special Reject Reasons Journal ID does not exist Date is not in a defined period Account does not exist Copyright CYMA Systems Inc. 105

110 The amount of all lines do not equal the first line for the key (Journal ID and Date combination) 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 (NFP Only) Funding Source 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) Both Core Object Expense and Fund Source have values. (NFP Only) Project does not exist (FMS Only) Revenue Source does not exist (FMS Only) Expense Type does not exist (FMS Only) Category does not exist (FMS Only) Costing Code does not exist (FMS Only) Both Expense Type and Revenue Source have values. (FMS Only) Warnings Trans Class 1 is inactive Trans Class 2 is inactive Grant is inactive (NFP Only) Funding Source is inactive (NFP Only) Program is inactive (NFP Only) Activity is inactive (NFP Only) Project is inactive (FMS Only) Revenue Source is inactive (FMS Only) Category is inactive (FMS Only) Costing Code is inactive (FMS Only) Copyright CYMA Systems Inc. 106

111 General Import Data File Types IC Bill of Materials Import Sequence This file type must be imported after SM Products. Key Fields Product ID (finished product) Required Fields Product ID (component product) Qty Fields Start Date Expire Date Ref No BOM Type Apply Overhead Update Cost Full Serialization Description Updated By (default: current user) Created By (default on add: current user) Last Modified (default: today's date) Special Reject Reasons Product ID does not exist Qty is not greater than zero Warning Product ID is inactive Copyright CYMA Systems Inc. 107

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113 General Import Data File Types - IC Physical Count Adjustments The Physical Count Adjustments import is used to import Unposted Physical Count Adjustments. Key Fields Count No Required Fields Warehouse ID Phy Count Date Product ID Fields Physical Count Desc Sort By Include Zero Qty? Print Serial No? Print Lot No? Physical Count Qty No Count? Unit Cost Reason Code Created By Updated By Created Date Special Reject Reasons Count No exists in current or history files Warehouse ID is not valid Phy Count Date is not valid Product ID is not valid Product ID is used more than once. Physical Count Qty is less than 0 Unit Cost is less than 0 Reason Code is not valid Warning Warehouse ID is inactive Product ID is inactive Reason Code is inactive Notes When the import is processed the following will take place: 1) Update Last Counted Date and Physical Count Number on the IC Product/Warehouse for each line added. Copyright CYMA Systems Inc. 109

114 2) If No Count? field is set to yes the Physical Qty will be set to zero. Copyright CYMA Systems Inc. 110

115 General Import Data File Types - IC Product/Warehouses The IC Product/Warehouse import is for importing warehouse information relating to specific products. Products and Warehouses must be set up or import prior to running this import. Key Fields Product ID Warehouse ID Fields Description Prime Location Second Location ABC Code Cycle Code Alternate Product Prevent Purchase Dat Prevent Issue Date Prevent Build Date Sales Account Inventory Account COGS Account Minimum Stock Maximum Stock Re-Order Stock Std Cost Created By Updated By Special Reject Reasons Product ID is invalid Warehouse ID is invalid ABC Code is not a single letter of the alphabet Cycle Code is invalid Alternate Product is invalid Prevent Purchase Dat is invalid Prevent Issue Date is invalid Prevent Build Date is invalid Sales Account is invalid Inventory Account is invalid COGS Account is invalid Minimum Stock is not a integer between 0 and Copyright CYMA Systems Inc. 111

116 Maximum Stock is not a integer between 0 and and is less than the minimum stock value Re-Order Stock is not a integer between 0 and Std Cost is not greater than 0 Created By is invalid Updated By is invalid Warning Product ID is inactive Warehouse ID is inactive Alternate Product is inactive Sales Account is inactive Inventory Account is inactive COGS Account is inactive Copyright CYMA Systems Inc. 112

117 General Import Data File Types JC Base Jobs The Base Job type allows you to import the Base Job values for jobs into the Job Costing module. The Job Costing configuration must be completed prior to import. Key Field Base Job 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 Fields Customer ID Job Type ID Invoicing Method Invoicing Product Cost Percent Retainage Product Retainage Percent Ref1 Ref2 Ref3 Status Created By Updated By Special Reject Reasons Base Job does not fit Job Mask. Customer ID does not exist. Job Type ID does not exist. Invoicing Product does not exist. Retainage Product does not exist. Retainage Product does not have Retainage Cost Type. Retainage Percent is not a positive number. Warning Invoicing Product is Inactive Retainage Product is Inactive Copyright CYMA Systems Inc. 113

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119 General Import Data File Types - JC 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) Copyright CYMA Systems Inc. 115

120 Fixed Fee Invoice Fee Fee Product ID Status Created By (default: current user) Updated By (default: current user) Special Reject Reasons 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 : - 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. Copyright CYMA Systems Inc. 116

121 General Import Data File Types - JC 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 Special Reject Reasons 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. Copyright CYMA Systems Inc. 117

122 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. Copyright CYMA Systems Inc. 118

123 General Import Data File Types JC Job Accounts The Job Accounts type allows you to import GL accounts for jobs into the Job Costing module. The Job Costing configuration must be completed and Jobs must be set up prior to import. Key Field Job Charge Cost To Cost Type 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 Account Fields Updated By Special Reject Reasons Job does not exist. Account does not exist. Notes Each Job must have an account setup for the Charge To and Cost Type Copyright CYMA Systems Inc. 119

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125 General Import Data File Types - JC Cost Categories The Cost Categories file type allows you to import cost categories into the Job Costing module. Key Field Cost Category 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 Markup Pct Sales Account Status Created By Updated By Special Reject Reasons Sales Account does not exist. Warning Sales Account is not active. Copyright CYMA Systems Inc. 121

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127 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 Ensure that the records in the CSV file are sorted by the key field and that there are no duplicate records. Required Fields Description Cost Category Fields Markup Pct Sales Account Status Created By Updated By Special Reject Reasons Cost Category does not exist. Sales Account does not exist. Warning Cost Category is not active. Sales Account is not active. Copyright CYMA Systems Inc. 123

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129 General Import Data File Types JC Cost Code Estimates Import Sequence This file type must be imported after JC Jobs and JC Cost Codes. Key Fields Job Cost Code Required Fields Qty Fields Description Product ID Skill ID Cost Burden Pct Vendor ID Delivery Date Task Performed By Start Date End Date PO No Created By (default on add: current user) Created Date (default on add: today's date) Updated By (default: current user) Update Date (default: today's date) Special Reject Reasons Job does not exist or is closed Cost Code does not exist Qty is not greater than zero Product ID does not exist Skill ID does not exist Cost is less than zero Burden Pct is less than zero Vendor ID does not exist Task does not exist Warning Product ID is inactive Copyright CYMA Systems Inc. 125

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131 General Import Data File Types - JC 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 Special Reject Reasons Job does not exist or is closed. Job budget is not set to Detail. Copyright CYMA Systems Inc. 127

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133 General Import Data File Types - JC 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 This file type must be imported after JC Job Types and JC Jobs. Key Fields Job Cost Category Ensure that the JC Budget records in the CSV file are sorted by the key fields and that there are no duplicate records. 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 Special Reject Reasons 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 Warnings Cost Category is inactive. Copyright CYMA Systems Inc. 129

134 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. Copyright CYMA Systems Inc. 130

135 General Import Data File Types - JC 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 This file type must be imported after JC Job Types and JC Jobs. Key Fields Job Cost Code Ensure that the JC Budget records in the CSV file are sorted by the key fields and that there are no duplicate records. 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 Special Reject Reasons 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 Warnings Cost Code is inactive. Copyright CYMA Systems Inc. 131

136 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. Copyright CYMA Systems Inc. 132

137 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 Description Trans Class 1 Trans Class 2 Created By Updated By Created Date Updated Date Special Reject Reasons Job does not exist Transaction Date is within a defined period 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 Copyright CYMA Systems Inc. 133

138 Cost Code is not active Account ID is not active Trans Class 1 is not active Trans Class 2 is not active Copyright CYMA Systems Inc. 134

139 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 Special Reject Reasons Hourly Rate is not greater than 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. Copyright CYMA Systems Inc. 135

140 Warnings 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 Copyright CYMA Systems Inc. 136

141 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 Ensure that the records in the CSV file are sorted by the key fields and that there are no duplicate records. Required Fields Description Start Date End Date Date Employee ID Hours Fields Create JE Certified? (yes or no) Earnings Type (Code translation needed) Hourly Rate Job Cost Code Skill ID GL Account Line Description Trans Class 1 Trans Class 2 Created By (default: current user) Create Date (default: today's date) Special Reject Reasons 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 Copyright CYMA Systems Inc. 137

142 Skill ID does not exist Job does not exist Cost Code does not exist 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. Copyright CYMA Systems Inc. 138

143 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 Position ID Statutory Employee? Pension Plan? Last Raise Date Last Raise Amount Time Status Trans Class 1 Trans Class 2 Copyright CYMA Systems Inc. 139

144 Group Type Hourly Rate Updated by (default: current user) Date Last Modified (default: today) Special Reject Reasons 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. Position ID does not exist. Payroll Employees Notes Optionally, if an employee exists with this key, it is updated. Copyright CYMA Systems Inc. 140

145 General Import Data File Types Payroll Employee Demographics The Payroll Employee Demographics file type allows you to import additional information about employees into the Payroll module. The company configuration, payroll configuration and employee setup 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. Fields User Code Maiden Name Exempt Address Annual Income Amount Start Work Date Rehire Date Last Review Date Next Review Date Next Raise Date Last Raise Amount Career Status EEOC Job Category Disabled Military Status Branch Disabled Vet Retire Date Years Served School type School Name Study Emphasis Attendance Begin Date Attendance End Date Degree Earned GPA Badge Number Badge Expire Date Union ID Copyright CYMA Systems Inc. 141

146 Security Level Security Expire Date Issue Agency Smoker Drug Test Required Drug Test Passed Last Date Tested Next Scheduled Test Date Compensation type Key employee Covered Shareholder with More Than 10 Percent Highest Paid 25 Percent Verification Status Alien Number Alien Expire Date Document 1 Title Document 1 Authority Document 1 Number Document 1 Expire Date Document 1 Reverification Date Document 2 Title Document 2 Authority Document 2 Number Document 2 Expire Date Document 2 Reverification Date Employee Benefit Group ID Warnings Employee ID is inactive. Career Status is inactive. Union ID is inactive. Employee Benefit Group ID is inactive. Special Reject Reasons Employee ID does not exist. Address is not properly formatted. User Code is not valid or is used for another employee. Start Work Date is not greater than Hire Date. Rehire Date is not greater than Hire Date. Career Status does not exist. Years Served value is not between Union ID does not exist. Copyright CYMA Systems Inc. 142

147 Alien Number is Required if Verification Status is Lawful or Alien. Alien Expire Date is Required if Verification Status is Alien. Employee Benefit Group ID does not exist. Payroll Employee Demographics Notes Optionally, if an employee exists with this key, the records are updated. Copyright CYMA Systems Inc. 143

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149 General Import Data File Types - Payroll Clients The Payroll Clients file type allows you to import client information into the Payroll Module. The company configuration and payroll configuration must be completed prior to import. Key Field Client 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 Description Fields Soc Sec Number EIN First Name Initial Last Name Address1 Address2 City State Zip Phone Phone Type SUTA SUTA Rate Start Date State ID Reason Reference 1 Reference 2 Reference 3 Product ID Customer ID Billable? 944 State Annual Reporting Address Consumer Closed Date Closed Markup Percent Created By Copyright CYMA Systems Inc. 145

150 Updated By Last Modified Special Reject Reasons If billing is enabled, both Product and Customer are required. Soc Sec Number is too long. Customer does not exist. Product does not exist. Warnings Customer is inactive. Product is inactive. Copyright CYMA Systems Inc. 146

151 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 and Deductions, however in order to do so the Calculation Method for these features must be Prompt For Amount or Enter Each Period. 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 Skill ID Cost Code Build No GL Account Reference Trans Class 1 Trans Class 2 Grant (NFP Only) Core Object Expense (NFP Only) Program (NFP Only) Activity (NFP Only) Project (FMS Only) Expense Type (FMS Only) Category (FMS Only) Costing Code (FMS Only) Special Reject Reasons 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. Copyright CYMA Systems Inc. 147

152 Hourly features do not have hours. Feature in Payroll is not set at Prompt for Amount or Enter Each Period. Hourly Rate less than 0. (To make negative time, the hours should be negative.) Job does not exist or is closed. Skill ID does not exist and there is no default set up in Maintain Employee Cost Code does not exist. Cost Code not defined if Job defined and Use Cost Codes is checked in JC Maintain Configuration. Build No does not exist GL Account does not exist 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) Project does not exist (FMS Only) Expense Type does not exist (FMS Only) Category does not exist (FMS Only) Costing Code does not exist (FMS Only) Warnings Skill ID is inactive Cost Code is inactive. GL Account 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) Project is inactive (FMS Only) Expense Type is inactive (FMS Only) Category is inactive (FMS Only) Costing Code is inactive (FMS Only) 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. Copyright CYMA Systems Inc. 148

153 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. Copyright CYMA Systems Inc. 149

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155 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. Copyright CYMA Systems Inc. 151

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157 General Import Data File Types - Payroll Time Entry The Payroll Time Entry file type allows you to import employee Payroll hours by date into the Payroll module. The company configuration must completed and all employees must be setup prior to importing Payroll Time Entry. The primary purpose of this import is to allow ongoing import of data from time-keeping systems. Import Sequence Prior to importing Payroll Time Entry, this file type requires that Payroll be fully configured. This file type must be imported after Payroll Employees. Key Fields Employee ID Date Earnings Type (code table) Ensure that the earnings records in the CSV file are sorted by the key field and that there are no duplicate records. Required Fields Hours Fields Job Skill ID Cost Code Build No Certified Trans Class 1 Trans Class 2 Special Reject Reasons Employee ID does not exist Earnings Type does not exist Job does not exist Skill ID does not exist and there is no default set up in Maintain Employee Cost Code does not exit Build No does not exist Trans Class 1 does not exist Trans Class 2 does not exist Warnings Employee ID is inactive Earnings Type is inactive Job is inactive Skill ID is inactive Cost Code is inactive Trans Class 1 is inactive Copyright CYMA Systems Inc. 153

158 Trans Class 2 is inactive Payroll Time Entry Import Notes If a Cost Code or Skill ID is entered but a Job number is not the Cost Code and Skill ID will not be imported for those transactions. Copyright CYMA Systems Inc. 154

159 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 SO Order No Customer ID Location ID Product ID Description Warehouse ID U/M Qty Ordered Unit Cost Due Date Job Cost Code Trans Class 1 Trans Class 2 Copyright CYMA Systems Inc. 155

160 Expense Account Line Sales Order No Grant (NFP Only) Core Object Expense (NFP Only) Program (NFP Only) Activity (NFP Only) Project (FMS Only) Expense Type (FMS Only) Category (FMS Only) Costing Code (FMS Only) Special Instructions Close Basis Ship Attn, Name, Address, City, State, Zip Created By (default: current user) Created Date (default: today) Fund (NFP Only) Special Reject Reasons 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 Unit Cost is negative. Line Description is blank. address is not formatted correctly. Product and Warehouse combination does not exist and order date is greater than Prevent Purchase Date. 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) Project does not exist (FMS Only) Copyright CYMA Systems Inc. 156

161 Expense Type does not exist (FMS Only) Category does not exist (FMS Only) Costing Code does not exist (FMS Only) Total amount is negative and Order Type is not Return. Total amount is positive and Order Type is Return. 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. 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 If Budgeting/Encumbrance is turned on, the Expense account will be validated against the rules set up in General Ledger Maintain Configuration. Copyright CYMA Systems Inc. 157

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163 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) Order Description Quote Expire Date Terms Code Tax Category Sales Rep Ship Via ID FOB ID Source ID Ship Date Customer's PO Internal PO Reference1 Reference2 Job Total Weight Freight Amount Description Qty Ordered UnitPrice Disc Pct Copyright CYMA Systems Inc. 159

164 Taxable? Tax Amount Sales Account Sales Code Special Instructions Line Sched Ship Date Price Code Unit Cost 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) Created Date Special Reject Reasons 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. Sales Code 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. Total Weight is negative. Freight Amount is negative for an Order Type other than Credit or is positive for an Order type of Credit Unit Cost is negative. Copyright CYMA Systems Inc. 160

165 Use Sale Rep Permission is turned on and a Sales Rep is not defined. 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. Sales Code 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. 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. If the Calculate Backorder Qtys option is turned on in Sales Order - Maintain Configuration, the backorder quantity will be calculated based on the quantity field and available quantity for the product for the given warehouse. Copyright CYMA Systems Inc. 161

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167 General Import Data File Types SO Alias Products Import Sequence This file type must be imported after SM Products and AR Customers. Key Field Customer ID Product ID Alias Product ID CSV file must be sorted by the key fields. Required Fields None Fields Description Status (default: Active) Created By (default on add: current user) Updated By (default: current user) Special Reject Reasons Customer ID + Product ID + Alias Product ID is not a unique value Customer ID does not exist Product ID does not exist Warnings Customer ID is not active Product ID is not active Copyright CYMA Systems Inc. 163

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169 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 Ensure that the records in the CSV file are sorted by the key field and that there are no duplicate records. Required Fields Description Std. Billing Rate Product ID Fields Overhead Type Skill Cost Sales Account Status Created By Update By Special Reject Reasons 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. Copyright CYMA Systems Inc. 165

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171 General Import Data File Types SM Product Lines Key Field Code Ensure that the records in the CSV file are sorted by the key fields and that there are no duplicate records. Required Fields Description Fields Status Created By Copyright CYMA Systems Inc. 167

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173 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 Ensure that the records in the CSV file are sorted by the key fields and that there are no duplicate records. Required Fields Trans Date Received Qty Fields Transaction Desc Cost Trans Class 1 Trans Class 2 Special Reject Reasons 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" Beginning balances have already been entered for the product in the given warehouse. Received Qty must be positive unless the Allow Qty On-Hand to be Negative check box 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. Copyright CYMA Systems Inc. 169

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175 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 CYMA IV custom data fields that are created on the CYMA IV Custom tabs. (The CYMA IV 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 CYMA IV 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 CYMA IV. 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: Copyright CYMA Systems Inc. 171

176 1. Back up existing data. 2. Export the PAS + second screen data. Using Windows Explorer, go to the CYMA IV 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 CYMA IV. 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 Assure that all other CYMA IV users are logged out of the application. 7. Log into CYMA IV 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 the path. button to select 13. Tab to the File Type column on the Data Grid and select a File Type to import from the drop-down list. 14. Tab to the Source Name column on the Data Grid. 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 Data Grid. 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 CYMA IV data file will be rejected. 18. Tab to the Stop on Reject? column on the Data Grid. 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 Data Grid and select the Yes option. 21. After all the Data Grid columns have been completed for the current row highlight the Data Grid 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 Data Grid 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.) Copyright CYMA Systems Inc. 172

177 In the first row of the Data Grid, 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 Data Grid. 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 location. 2nd Screen Definition List Box button to select for the Copyright CYMA Systems Inc. 173