To run interactively, you must either select a file from the directory list box or from the Settings menu. The Fiscal Year And Revision ID field and the fields in the group box below it will not be enabled until you select an input file. Once you complete the screen, you can select the Process pushbutton, which will transfer data into the working table. The application will generate an Error report if it encounters any errors. You can then terminate or continue the process to transfer valid data into the final budget table. You can view valid data by selecting the Review pushbutton. Select the Import pushbutton to transfer valid data from the working table to the main Costpoint table.
First, select a drive from the drop-down box. Then select the directory where the file exists. Finally, select the file(s) by either clicking on the Add pushbutton or by double clicking on the file name in the list box.
Use this field to filter out files in the file list box. Enter a filter criteria in this field, such as "*.txt" or "*.txt; *.doc". If you enter "*.txt," the file list box will show only files with .txt extensions.
Select the Add pushbutton to add the selected files from the file list box to the final list box. You can select multiple input files; however, you cannot add the same file more than once. If you do, the system will display a message stating that the file has already been added and that it will not be added again.
Select the Remove pushbutton to remove unwanted files from the final list box. You can remove both single and multiple selections of files.
If you want a Full Load, leave this checkbox unchecked (the default). Select this checkbox if you want a Partial Load.
Use this drop-down box to select a fiscal year and revision ID. This field will not be enabled unless you have already selected an input file. If there are any records in the main table (ORG_ACCT_BUD) for the fiscal year and revision ID selected, the system will display the following message:
"Do you want to overwrite the existing data?"
If you selected the Partial Upload checkbox, only those rows for which new budget data has been provided will be overwritten. For a full load, the application deletes all existing budgets for the FY and revision and replaced them with the new information. Select No if you do not wish to replace the budget data for the selected fiscal year and revision ID. You must then specify different input files or a different target fiscal year and revision. Select Yes to replace existing budget information with the new input. Selecting Yes will enable the rest of the fields on the screen.
Select this checkbox if a header row is present in the input file. If you select this checkbox, the application will ignore the first row and start the process from the second row. It will also ignore the corresponding rows if the header row is repeated in the input file(s).
Enter the column in the input file that contains the account ID. The file must contain valid Costpoint accounts, optionally followed by a space and the name (e.g., "1000-001" or "1000-001 Petty Cash").
Enter the column in the input file that contains the organization ID. The file must contain valid Costpoint organization IDs, optionally followed by a space and the name (e.g., "1.01.01" or "1.01.01 McLean office").
Use these fields to identify which column numbers in the input file contain the period budget amounts. The correct number of textboxes will be enabled depending on the fiscal year selected and the number of periods. The column numbers do not need to be sequential (for example, you can have quarterly total columns and a year-to-date total), but there must be enough columns of data in the input file to support the column numbers referenced, and there must be a budget amount for each period.
Identify rows (such as subtotal or total lines) that should not be processed as budget data, based on the contents of a given column or columns. The contents of two separate columns can be analyzed, and you can enter multiple values for each one.
If you enter invalid data, the application will display the following warning message:
"You are trying to enter a number that is bigger than the number of columns in the input file. (The maximum column number is 16.)"
After completing the screen entry, you can save these parameters for future use by clicking on the Settings menu and selecting "Save Setting." Enter the name of the new setting and select the OK or the Apply pushbutton to save the parameters entered on the screen. Parameters that have been saved can later be used to run the upload from the Process Server.
You can run saved parameters within the interface by going to the Settings menu and selecting "Open Setting." In the Open Setting dialog, select the setting you want to use and click the Select pushbutton to populate all the previously saved fields on the Corporate Planner to Costpoint screen.
To delete a previously saved parameter setting, highlight the setting you want to delete and select the Delete pushbutton. The system will display the following warning message:
"Are you sure you want to delete the file!"
Select No to do nothing and return to the Open Setting dialog; select Yes to delete the selected parameter from the database.
Select the Process pushbutton to start processing, validating, and writing data to the intermediate table. On completion, the system will display an error report if it encounters any errors such as missing files, invalid account or organization IDs, etc. When you exit the error report, the application will display the following message if it finds any valid rows:
"Would you like to continue processing valid data?"
If you select Yes, the application writes the valid data to the staging table. You can then either review the valid data report or select the Import pushbutton to import data from the intermediate table to the final Costpoint budget table.
To view valid data, select the Review pushbutton. When you select this pushbutton, a report displays with valid data. This pushbutton is enabled only after the Process step is complete, and will be disabled again after the Import step is completed.
Select the Import pushbutton to move valid data from the intermediate table to the main Costpoint table. For a full load, if there are any records in the main table for that particular fiscal year and revision ID, the program deletes those records from the main table and inserts new records from the input file. For a partial load, only those rows where the account and org are in the intermediate table are replaced. This pushbutton is enabled only when the Process operation is complete with valid rows. When the import process is completed, the system deletes the records from the intermediate table and displays the following message:
"Import complete."
Select this pushbutton to exit the application and return to the Costpoint menu. The system will clear the error table and valid staging table before closing the application.
<File Name> has already been added. It will not be added again.
You have tried to add the same file more than once into the final file list box.
Do you want to over write the existing data?
There are already records in ORG_ACCT_BUD for the FY_CD and GL_BUD_RVSN_ID combination.
The following selected file(s) does not contain enough data to process
<File name with path>
Would you like to proceed with Processing of valid files? Note: Invalid files will be removed from selected list.
The input file(s) has fewer columns than the number of Costpoint periods.
None of the files have enough data to process. Do you want to select new files?
None of the input files has enough columns for the number of Costpoint periods.
This column number is already entered in <field name>.
You tried to enter a column number more than once. You cannot leave the field until you change the number.
You are trying to enter a number that is bigger than the number of columns in input file. (The maximum column number is 16)
You entered a number that is greater than the maximum number of columns available in the input file(s), or you entered a three-digit number.
A column number must be entered in <Field name>.
You must complete entry in the current field before moving to another field.
Column number must be entered for <field names>.
You forgot to enter information in some of the fields and then selected the Process pushbutton.
Text must be entered when a column number is entered to delete rows.
You entered a column number in the Ignore rows where Column field but did not enter the text to search for in the Contains field. You must make entries in both fields.
A column number must be entered when text is entered to delete row.
You entered text in the Contains field but did not enter a column number in the Ignore rows where Column field. You must make entries in both fields.
Would you like to continue processing valid data?
If the system encountered any errors while reading the input file or validating the Acct, Org, or Acct/Org combinations, it will display an error report. If you close the error report and there is valid data to process, this message will display.
Previously processed data was not imported, would you like to delete the data and proceed with processing current data?
There is data in the intermediate table from the previous operation.
Process Complete
Valid data has been moved successfully to the intermediate table.
Import Complete
Valid data has been moved successfully from the intermediate table to the main table.