Accounts Receivable Invoice Upload

Transcription

1 Directions for the AR Invoice Upload Spreadsheet The AR Invoice Upload Spreadsheet is used to enter Accounts Receivable invoice information (History only, no GL Entry) to the OGsql system. This spreadsheet is designed to assist in creating the necessary text file needed for the Import Data from ASCII file option on the Exceptional Processing Menu. Steps to follow: When the file is first opened and every time the Set Options button is clicked, the Set OGsql Version pop up will open. If the active version of OGsql for the company is 1.83 or higher, click the box to place a check. If the version is 1.76 or lower, make sure there is NOT a check in the box. Then click Save Settings. If necessary, reset the spreadsheet: Click Reset Click Reset again Populate columns B through T (or V if 1.83 or higher) on the AR Invoice tab and columns B through J on the AR Invoice Detail tab with the appropriate data (field definitions will be shown at the end of the directions)

2 Click the Check Data button: The data entered will be checked for errors. If a large number of rows have been entered, this may take some time. Please be patient. If errors are discovered in the data, a notification that lists the row number and the error detected will be displayed. If there are a large number of errors, they may not all appear in the message: Errors will be marked on the spreadsheet in red: Hover over the cell with the mouse and a comment with more detailed information on the error will be shown: Correct any errors and click the Check Data button again. Repeat as necessary until all errors have been corrected.

3 When no errors are detected, a dialog box displays to save the text file. Click the button next to the file name and navigate to the location of the directory to save the file: Click the scan button next to the file name and navigate to the location of the directory to save the file: The required name of the file will automatically appear in the File name field. When the Save In shows the desired folder, click Save. Click OK A second box will appear for the AR_Invoice_Detail tab data. Again click to the location of the directory to save the file. Click save

4 Back up the SQL database. Log into OGSql Navigate to Process Exceptional Processing Import Data from ASCII File. Select AR Invoice and AR Invoice Detail. Verify the path and file name of the upload file for each file and click Import.

5 Verify Advanced Selection settings The advanced selection option allows the user to select a specific directory that will apply to all files selected. There are also several other options that the user may choose from. o Rename Files after Import If multiple files are being uploaded at one time, this option will rename each file when the upload is complete. This is helpful in auditing that all uploads are completed. o Validate Selected File Names This option will validate that the file name selected is what the program is requiring. o Overwrite Duplicate Records If the file contains a key field that is already in the database, the data in the database will be overwritten by the data in the file. Otherwise, an error on import will be received on duplicate records. o Report Overwritten Duplicate Records when the upload is complete, a report of all records overwritten will be outputted. o Recognize OMIT_ME Normally, a column of data is considered omitted on an import line if there is nothing there, not even a blank, after its preceding comma and before its trailing comma (if any). If the user has difficulty making a.csv file, then instead they can put OMIT_ME in that positions and check this box, and that data cell will be treated as omitted. Omitting something has a different result than putting in a blank or zero. If the user omits something on a brand new record being imported (not a re-write), then the default value for that column is used instead. If they omit something on a rewrite import, then that data item is left untouched when the rewrite is done. This is different than when a blank/zero is included: that will always change the contents of the resulting record to blank/zero. o Prorate Expense Deck Interests If an Expense deck participant s interest changes and causes the total to be higher or lower than the original, this option would prorate the rest of the participant s interest so that the original total interest would remain the same. o Prorate Revenue Deck Interests If a Revenue deck participant s interest changes and causes the total to be higher or lower than the original, this option would prorate the rest of the participant s interest so that the original total interest would remain the same. o View Generic Import Formats When enabled, the user will be able to view all imports whether they are applicable to the database or not. Use of imports that do not apply to the database before the options required are enabled will cause an error on import. Click OK Click Import Review the OGSQL report that is generated for any errors.

6 Field Definitions All fields are optional unless noted as required. Every record found on the AR Invoice Detail tab must have one or more matching (company and invoice) records on the AR Invoice Detail tab. There may not be a record on the AR Invoice Detail tab without a corresponding record on the AR Invoice tab. There may ONLY be ONE record per company and Invoice on the AR Invoice tab. On the spreadsheet, required fields are designated with blue text. AR Invoice Tab Company Code Enter the 3 character Company Code. Required Invoice Code Enter the invoice number up to 8 characters. This number must not exist in the database. Required Owner Code Enter an Owner code up to 6 characters. The owner code must exist in the database at the time of the upload. Voucher Code - When importing, omit to have the voucher number generated. A voucher number may be specified if desired, but it must be unused (the first time it is imported here), so that voucher will be generated. Invoice Type Select from JIB(a JIB expense billing invoice), ADVANCE( an advance billing for expenses), CLOSEOUT(an advance closeout), INTEREST (interest added), GAS(gas receipt invoice entered by user), MISC (misc invoice entered by user) or REVENUE (generated after cross-clear with revenue). Invoice Date Enter the Date of invoice in mm/dd/yy format. Invoice Amount Enter the invoice amount before any payment(s). This field allows 15 characters of which 3 may be to the right of the decimal) Description Enter up to 30 characters describing what the invoice was for. Print Pending Enter a Y or N to indicate if the invoice still needs to be printed. Statement Status Enter the status of the statement. Choose from NEVER (has never appeared on AR statement), OPEN (has appeared as open for payment) or CLOSED (has appeared as closed out). Well Code Enter up to a 10 character well code as applicable. This code must exist in the database at the time of the upload. Currency Code If this is a multicurrency database, enter the currency code that applies to the invoice amount. If not, enter USD. Posting Exchange Rate Code Enter the Exchange Rate for Posting. This code must exist in the database at the time of the upload. Payment Exchange Rate Code Enter the Exchange Rate for Payment. This code must exist in the database at the time of the upload. After Casepoint Enter a Y or N to indicate if this is after casepoint. This field should only be used if the Type is ADVANCE. Leave blank for all other types. Gross 88ths Advance Enter the 8/8ths (gross) amount of the advance if applicable. This number may be up to 15 digits of which 3 may be to the right of the decimal. Owner Decimal Interest Enter the Owner's total decimal interest in this advance. This number may be 15 digits of which 10 may be to the right of the decimal.

7 Applied Amount Enter the amount of this invoice that has been applied to other 'real' invoices. For an advance invoice that is being closed out, the amount to refund at closeout is Invoice Amount - Advance Applied. This number may be up to 15 digits of which 3 may be to the right of the decimal. AFE Code If applicable, enter the AFE code up to 10 characters. Accrual Date (only if 1.83 or higher) If this record should be accrued to a specific period, enter the Accrual Date. The accrual date will ALWAYS be the 25 th day of the month. Include in Accrual Report (only if 1.83 or higher) Enter a Y or N to indicate if this entry is to be included in Accrual Basis Reporting (if so, could still not yet have an accrual date or could still be unposted). AR Invoice Detail Tab If the Invoice Type on the Invoice Tab is MISC, GAS or INTEREST, no data for the Invoice Code and Company may be entered on this tab. Company Code Enter the 3 character Company Code. Required Invoice Code Enter up to an 8 character Invoice number. Required Serial Enter up to a 5 digit Unique ID of this detail. Required Distribution Company Code Enter up to a 3 character Distribution Company Code. This code may be the same or different than AR Invoice Company Main Account Enter up to a 5 digit General Ledger Main Account Code. Sub Account Enter up to a 3 digit General Ledger Sub Account Code. Description Enter up to a 30 character expense description for the detail line. Distribution Amount Enter the distribution net amount. This field can hold up to 15 digits of which 2 may be to the right of the decimal. Net Volume Enter a net volume amount. This field can hold up to 15 digits of which 2 may be to the right of the decimal.