EMPLOYEE BASIC PREPROCESSOR

Use this screen to import employee information from an ASCII file. You can review and edit employee data created through the preprocessor in the Maintain Employee Master, Basic Employee Info, and Salary Info and History screens in Costpoint Employee.

This is a separately licensed product for the current release of Deltek Costpoint. An Ongoing Support Plan (OSP) is available for routine maintenance and upgrades to this interface. Customization is priced separately.

Only one user at a time can run this application.

Input File

Select

Click this button to see a list of files from which you can select or enter the name of the file to be processed in the field to the right.

Note (International users): The data can contain non-English characters, provided they are in the ASCII character set. Before creating an ASCII text (.TXT) file, be sure that your keyboard language is set to "EN" (United States English) to prevent the application from generating errors.

We recommend the use of .TXT and .CSV file-naming conventions.

File Format

Use this drop-down list to select the input file format. The available formats are:

Comma-Separated Values - If you select this option, each field will be separated by a comma. The final field on each line will not have a trailing comma. Strings will not be enclosed in quotes.
Fixed-Length - If you select this option, each field will be a fixed length and must be padded with spaces to the specified field width. You must use this type of file if you are going to import fields that contain commas in the data.
ADP (MFOUT.xxx) - Select this option to import data directly from the ASCII file formats generated by ADP's "Full Masterfile Output Utility." The application determines which version of ADP prepared the file and automatically adjusts for the differences in the formats.
User-Defined – Select this option if you have created a unique file layout in the Employee Basic Preprocessor Setup screen. Each field should be separated by a comma and the field position will be determined by the layout in Employee Basic Preprocessor Setup.

Truncated Values

Use the drop-down list to select what action you want the system to take when an input file field is too long for the target database column. This field is available only if you selected Comma-Separated Values in the File Format drop-down list. The choices are as follows:

Always truncate - If you select this option, values that are too long will always be truncated without a warning. A warning message will be written to the Error Report.
Never truncate - If you select this option, values that are too long will never be truncated. The record will be rejected and an error message will be written to the Error Report.
Warn before truncation - If you select this option, a message box will appear when a value that is too large is encountered in the input file. You will be given the option to truncate the value or reject the record.

Default Values

Use the 16 fields in this group box to select the default values in the input file. If you select a default value for a field, any null (or blank) values encountered in the input file for that field will be replaced with the default value you select. Note that this feature does not substitute a default value when an invalid value is encountered in the input file; invalid values cause the automatic rejection of the record containing the incorrect value.

Use the drop-down list to enter or select a default value. Clear the drop-down list to disable default value substitution.

Default value substitution is available for the following fields in the input file:

Timesheet Cycle	Employee Status
Leave Cycle	FLSA Exempt
Default OT State	Rate Type
Worker's Comp	Hourly/Salaried
Pay Type	Employee Type
GLC	Home Org
Timesheet GLC	Visa Type
Employee Class

Select the Update Existing Employees check box if the selected default value should override data for existing employees. Please note that the default value will be used only if a value is not provided in the input file.

Uncheck the Update Existing Employees check box if the selected default value should not override data for existing employees.

Race/Ethnicity

Enter, or use to select, a default Race/Ethnicity code for new employees. A code representing "Race Missing" or "Unknown" should be used here.

Options

This group box contains options which pertain to the processing of the employee input file.

Map Input File Employee ID to Payroll ID

Select this check box if the employee ID from the input file should be mapped to the PR Service ID assigned to a Costpoint employees.

If this check box is checked, the Employee Basic Preprocessor will ignore the Costpoint Employee ID and instead use the PR Service ID to determine which employee records need to be updated.

If the input file's Employee ID matches the PR Service ID for an existing Costpoint employee, that employee's records will be updated (employee treated as existing employee). If the input file's Employee ID does not match a PR Service ID for an existing Costpoint employee, a new employee will be created and the input file Employee ID will be used as the new Costpoint employee ID as well as the PR Service ID assigned to that employee (employee treated as new employee).

If this check box is cleared, the input file Employee ID will be mapped to the Costpoint Employee ID. If the input file Employee ID matches an existing Costpoint Employee ID, that employee's records will be updated (employee treated as existing employee). If the input file's Employee ID does not match an existing Costpoint Employee ID, a new employee will be created and the input file Employee ID will be used as the new Costpoint employee ID. The input file Employee ID will also be the PR Service ID assigned to that employee (employee treated as new employee).

Create Vendor Record

Select this check box to create a vendor record in Accounts Payable for new employees. If you choose this option, the term “ON RECEIPT” must exist in the Vendor Terms table in Accounts Payable. The Vendor ID issued to the employee will be the same as their Employee ID. For existing employees with vendor records, the following fields will be updated in the VEND table: EMPL_ID, VEND_LONG_NAME, LN_1_ADR, LN_2_ADR, LN_3_ADR, CITY_NAME, MAIL_STATE_DC, POSTAL_CD, and COUNTRY_CD.

Indicator to Use When Clearing Field

Use this group box to select the value that indicates field deletion.

If the selected value is specified for an existing employee, and the field allows deletions, then the corresponding Basic Employee Info or Salary Info and History column will be deleted upon processing.

If the selected value is specified for a new employee, and the field is not required, then the corresponding Basic Employee Info or Salary Info and History column will be populated with a NULL/blank value.

It is the responsibility of the application or program that creates the ASCII file to populate the file with the appropriate delete indicator.

NULL (CSV Format) / Blanks (Fixed/ADP Format)

Select this option if processing a comma-separated file format and a NULL value indicates that a value should be deleted from an existing record.

Select this option if processing a fixed-length or ADP file format and blank spaces indicate that a value should be deleted from an existing record. For example, if you are processing a comma-separated file and no value is specified in the Emergency Telephone field for an employee in the input file, when that input file is imported, the employee's Emergency Telephone number in Costpoint's Basic Employee Info/Maintain Employee Master screen will be deleted.

Values that are required by Costpoint (such as Employee ID) cannot be deleted. An attempt to delete a required value will result in an error on the Employee Basic Preprocessor Error Report.

Asterisk (*)

Select this option if processing a comma-separated file or a fixed-length file format and an asterisk (*) indicates that a value should be deleted from an existing record. For example, if you are processing an input file and an asterisk is specified in the Emergency Telephone field for an employee in the input file, then when that input file is imported, the employee's Emergency Telephone number in Costpoint's Basic Employee Info/Employee Master screen will be deleted.

Values that are required by Costpoint (such as Employee ID) cannot be deleted. An attempt to delete a required value will result in an error on the Employee Basic Preprocessor Error Report.

ADP Date Locations

Use this group box only when you are using the ADP file formats to import. Valid data are numbers "1" through "15," which are ADP Date Field Numbers.

Hire Date

Enter the ADP Date Field Number that contains the hire date. This information is required for ADP processing only. The default is "1."

Birth Date

Enter the ADP Date Field Number that contains the birth date. This information is optional for ADP processing only. The Birth Date location must be different from the Hire Date location.

Annual Rate Calculation

Use this group box to specify whether to use standard hours or company work hours when converting between annual and hourly pay rates.

Use Standard Hours

Select this check box to specify that the standard hours, which were entered in Record 2, will be used to determine the relationship between hourly and annual pay. Otherwise, the application uses the value from the Number of Work Hours in the Year field in the Labor Settings screen in Costpoint Labor.

Print

Click to read the input file, create the temporary tables, validate the records, write invalid records to an error output file, and print the Audit and Error reports. Details of the processing and the input file layout are provided below.

Process

Click to perform all of the actions that the executes and to also upload the data into the Costpoint database tables.

Processing Details

Input File and Error File Layout

The input file is named by the user. The error file has the same name with an extension of ".ERR." Do not give the input file an ".ERR" extension, or an error will occur.

The input file can be a fixed-format file, a comma-separated file, or an ADP-formatted file.

If the file is a fixed-format file, you must fill every position with either an appropriate character or a space. You need not zero-fill numbers; you can use spaces to maintain the proper format.

If the file is comma-separated, you need not fill every position, but the file must have the correct number of commas.

You cannot use commas in the Notes field.

An ADP-formatted file is generated by ADP's "Full Masterfile Output Utility" and is named MFOUT.xxx, where xxx is your ADP company code. The record layouts for the ADP format is in the "ADP PC/Payroll & Personnel - System Administrator's Guide" at Appendix B in Version 6.

The input file layouts for fixed format and comma-separated values format follow:

Input Record 1 (EMPL, EMPL_PHONE, DFLT_REG_TS, EMPL_LAB_INFO)

Field	Field Name	Costpoint Table/Column	Data Type and Size	Columns (Fixed Format)	Required/ Optional for New Employees	Required/ Optional for Existing Employees	Contents
1	Record Code		Char 1	1	Required	Required	N or 1
2	Social Security Number	EMPL.SSN_ID	Numeric 9	2-10	Required	Optional
3	Employee ID	EMPL_ID for all tables	Char 12	11-22	Optional	Optional
4	First Name	EMPL.FIRST_NAME	Char 20	23-42	Optional	Optional
5	Middle Name	EMPL.MID_NAME	Char 10	43-52	Optional	Optional
6	Last Name	EMPL.LAST_NAME	Char 25	53-77	Optional	Optional
7	Hire Date	EMPL.ORIG_HIRE_DT	Char 10	78-87	Required	Optional	YYYY-MM-DD
8	Employee Status	EMPL.S_EMPL_STATUS_CD	Char 3	88-90	Optional if default is specified on screen. Otherwise, required.	Optional	ACT, FML, IAL, IN
9	Timesheet Cycle	EMPL.TS_PD_CD	Char 4	91-94	Optional if default is specified on screen. Otherwise, required.	Optional	Value must exist in the TS_PD table.
10	Leave Cycle	EMPL.LV_PD_CD	Char 4	95-98	Optional if default is specified on screen. Otherwise, required.	Optional	Value must exist in the LV_PD table.
11	General Labor Category	DFLT_REG_TS nd EMPL_LAB_INFO.GENL_LAB_CAT_CD	Char 6	99-104	Optional if default is specified on screen. Otherwise, required.	Optional	Value must exist in GENL_LAB_CAT table.
12	Default Pay Type	DFLT_REG_TS.PAY_TYPE	Char 3	105-107	Optional	Optional	Value must exist in PAY_TYPE table.
13	FLSA Exempt	EMPL_LAB_INFO. EXEMPT_FL	Char 1	108	Optional if default is specified on screen. Otherwise, required.	Optional	Y, N
14	Employee Type	EMPL_LAB_INFO.S_EMPL_TYPE_CD	Char 1	109	Optional if default is specified on screen. Otherwise, required.	Optional	R, P, T
15	Hourly/Salaried	EMPL_LAB_INFO.S_HRLY_SAL_CD	Char 1	110	Optional if default is specified on screen. Otherwise, required.	Optional	H, F, S
16	Home Organization	EMPL_LAB_INFO.ORG_ID	Char 20	111-130	Optional if default is specified on screen. Otherwise, required.	Optional	Value must exist in ORG table.
17	Home Reference 1	EMPL_LAB_INFO.HOME_REF1_ID	Char 20	131-150	Optional	Optional	Value must exist in REF_STRUC table.
18	Home Reference 2	EMPL_LAB_INFO.HOME_REF2_ID	Char 20	151-170	Optional	Optional	Value must exist in REF_STRUC table.
19	Default OT State	EMPL_LAB_INFO.WORK_STATE_CD	Char 2	171-172	Optional if default is specified on screen. Otherwise, required.	Optional	Value must exist in OT_RULES_BY_STATE table.
20	Default Worker's Comp	DFLT_REG_TS.WORK_COMP_CD	Char 6	173-178	If the Worker’s Compensation-Require Default For Employees check box is selected in the Labor Settings screen, this is a required field. Otherwise, this is an optional field.	Optional	Value must exist in WORK_COMP table.
21	Effective Date	EMPL_LAB_INFO.EFFECT_DT	Char 10	179-188	Required	Required	YYYY-MM-DD
22	Rate Type	Used to interpret Rate and calculate other rates	Char 1	189	Optional if default is specified on screen. Otherwise, required.	Required only if a Rate is specified.	A, H, S
23	Rate	EMPL_LAB_INFO. ANNL_AMT, HRLY_AMT, SAL_AMT (calculation based on Rate Type)	Char 14	190-203	Required	Required only if a Rate Type is specified
24	Default Account	DFLT_REG_TS. ACCT_ID	Char 15	204-218	Optional	Optional	Value must exist in ACCT table.
25	Default Organization	DFLT_REG_TS.CHG_ORG_ ID	Char 20	219-238	Optional	Optional	Value must exist in ORG table.
26	Default Project	DFLT_REG_TS.PROJ_ID	Char 30	239-268	Optional	Optional	Value must exist in PROJ table.
27	Default Reference 1	DFLT_REG_TS.REF_STRUC_1_ID	Char 20	269-288	Optional	Optional	Value must exist in REF_STRUC table.
28	Default Reference 2	DFLT_REG_TS.REF_ STRUCT_2_ID	Char 20	289-308	Optional	Optional	Value must exist in REF_STRUC table.
29	Default Labor Location	DFLT_REG_TS.LAB_LOC_ CD	Char 6	309-314	Optional	Optional	Value must exist in LAB_LOCATION table.
30	Address Line 1	EMPL.LN_1_ADR	Char 30	315-344	Optional	Optional
31	Address Line 2	EMPL.LN_2_ADR	Char 30	345-374	Optional	Optional
32	Address Line 3	EMPL.LN_3_ADR	Char 30	375-404	Optional	Optional
33	City	EMPL.CITY_NAME	Char 25	405-429	Optional	Optional
34	State/Province	EMPL.MAIL_STATE_DC	Char 15	430-444	Required if a Country is supplied.	Required if a Country is supplied.	Value must exist in MAIL_STATE table.
35	Country	EMPL.COUNTRY_CD	Char 8	445-452	Required if a State/Province is supplied.	Required if a State/Province is supplied.	Value must exist in MAIL_STATE table.
36	Postal Code	EMPL.POSTAL_CD	Char 10	453-462	Optional	Optional
37	Home Telephone	EMPL_PHONE.PHONE_ID (with PHONE_TYPE_DC = "HOME")	Char 20	463-482	Optional	Optional
38	Emergency Telephone	EMPL_PHONE.PHONE_ID (with PHONE_TYPE_DC = "EMERG")	Char 20	483-502	Optional	Optional
39	Locator	EMPL.LOCATOR_CD	Char 6	503-508	Optional	Optional
40	Date Of Birth	EMPL.BIRTH_DT	Char 10	509-518	Optional	Optional	YYYY-MM-DD
41	Marital Status	EMPL.MARITAL_CD	Char 1	519	Optional	Optional
42	Gender	EMPL.SEX_CD	Char 1	520	Optional	Optional	M, F
43	Employee Class	EMPL_LAB_INFO.EMPL_ CLASS_CD	Char 12	521-532	Optional	Optional	Value must exist in EMPL_CLASS table.
44	Union Employee Flag	EMPL.UNION_EMPL_FL	Char 1	533-533	Optional	Required	Y, N
45	Race/Ethnicity	EMPL.S_RACE_CD	Char 10	534-543	Required	Optional (will default from EMPL)	RACE_ETHNIC
46	Manager	EMPL_LAB_INFO.MGR_EMPL_ID	Char 12	544-555	Optional
47	PLC	EMPL_LAB_INFO.BILL_LAB_CAT_CD	Char 6	556-561	Optional		Must exist in the BILL_LAB_CAT table.
48	Corporate Officer Flag	EMPL_LAB_INFO.CORP_OFCR_FL	Char 1	562-562	Optional (N assumed if null)		Y or N
49	Seasonal Employee Flag	EMPL_LAB_INFO.SEASON_EMPL_FL	Char 1	563-563	Optional (N assumed if null)		Y or N
50	Home Phone Extension	EMPL_PHONE.PHONE_EXT_CD (where PHONE_TYPE_DC = ‘HOME’)	Char 6	564-569	Optional	Optional
51	Emergency Phone Extension	EMPL_PHONE.phone_EXT_CD (where PHONE_TYPE_DC = ‘EMERG’)	Char 6	570-575	Optional	Optional

Input Record 2 (EMPL and EMPL_LAB_INFO)

Field	Field Name	Costpoint Table/Column	Data Type and Size	Columns (Fixed Format)	Required/ Optional for New Employees	Required/ Optional for Existing Employees	Contents
1	Record Code		Char 1	1	Required	Required	2
2	Employee ID	EMPL_ID	Char 12	2-13	Required	Required
3	Taxable Entity	EMPL.TAXBLE_ENTITY_ID	Char 10	14-23	Optional	Optional	Value must exist in TAXBLE_ENTITY table.
4	Adjusted Hire Date	EMPL.ADJ_HIRE_DT	Char 10	24-33	Optional	Optional	YYYY-MM-DD
5	Termination Date	EMPL.TERM_DT	Char 10	34-43	Optional	Optional	YYYY-MM-DD
6	Supervisor Name	EMPL.SPVSR_NAME	Char 25	44-68	Optional	Optional
7	Preferred Name	EMPL.PREF_NAME	Char 10	69-78	Optional	Optional
8	Name Prefix	EMPL.NAME_PRFX_CD	Char 6	79-84	Optional	Optional
9	Name Suffix	EMPL.NAME_SFX_D	Char 6	85-90	Optional	Optional
10	Prior Name	EMPL.PRIR_NAME	Char 25	91-115	Optional	Optional
11	Eligible for Auto Pay	EMPL.ELIG_AUTO_PAY_FL	Char 1	116	Optional	Optional	Y, N
12	Work Email ID	EMPL.EMAIL_ID	Char 60	117-176	Optional	Optional
13	PR Service Employee ID	EMPL.PR_SERV_EMPL_ID	Char 12	177-188	Optional	Optional
14	Job Title Description	EMPL_LAB_INFO.TITLE_ DESC	Char 30	189-218	Optional	Optional
15	Estimated Hours	EMPL_LAB_INFO.STD_EST_HRS	Char 10	219-228	Optional	Optional
16	Labor Group	EMPL_LAB_INFO.LAB_GRP_TYPE	Char 3	229-231	Optional	Optional	Value must exist in LAB_GRP table.
17	Personnel Action Reason 1	EMPL_LAB_INFO.REASON_DESC	Char 30	232-261	Optional	Optional
18	Security Organization ID	EMPL_LAB_INFO.SEC_ORG_ID	Char 20	262-281	Optional	Optional	Value must exist in ORG table.
19	Work Hours in Year	EMPL_LAB_INFO.WORK_ YR_HRS_NO	Char 4	282-285	Optional	Optional
20	Visa Type	EMPL.VISA_TYPE_CD	Char 10	286-295	Optional	Optional	Value must exist in VISA_TYPE table.
21	Comments	EMPL_LAB_INFO. COMMENTS	Char 254	296-549	Optional	Optional

Input Record 3 (EMPL)

Field	Field Name	Costpoint Table/Column	Data Type and Size	Columns (Fixed Format)	Required/Optional for New Employees	Required/Optional for Existing Employees	Contents
1	Record Code		Char 1	1	Required	Required	3
2	Employee ID	EMPL.EMPL_ID	Char 12	2-13	Required	Required
3	Notes	EMPL.NOTES	Char 254	14-267	Optional	Optional

Input Record 4 (EMPL and EMPL_LAB_INFO)

Field	Field Name	Costpoint Table/Column	Data Type and Size	Columns (Fixed Format)	Required/ Optional for New Employees	Required/ Optional for Existing Employees	Contents
1	Record Code		Char 1	1	Required	Required	4
2	Employee ID	EMPL.EMPL_ID	Char 12	2-13	Required	Required
3	Last Review Date	EMPL.LAST_REVIEW_DT	Date (10)	14-23	Optional		YYYY-MM-DD
4	Next Review Date	EMPL.NEXT_REVIEW_DT	Date (10)	24-33	Optional		YYYY-MM-DD
5	Display Name	EMPL.LAST_FIRST_NAME	Char 25	34-58	Optional (Can be built using First, Last, and Middle Names)
6	Disabled Flag	EMPL.DISABLED_FL	Char 1	59-59			Y or N
7	Contact Name 1	EMPL.CONT_NAME_1	Char 25	60-84	Required (if "Contact Phone 1" and/or "Contact Relationship 1" are specified
8	Contact Relationship 1	EMPL.CONT_REL_1	Char 15	85-99	Required (if "Contact Phone 1" and/or "Contact Name 1" are specified
9	Contact Phone 1	EMPL.CONT_PHONE_1	Char 20	100-119	Required (if "Contact Name 1" and/or "Contact Relationship 1" are specified
10	Contact Name 2	EMPL.CONT_NAME_2	Char 25	120-144	Required (if "Contact Phone 2" and/or "Contact Relationship 2" are specified
11	Contact Relationship 2	EMPL.CONT_REL_2	Char 15	145-159	Required (if "Contact Phone 2" and/or "Contact Name 2" are specified
12	Contact Phone 2	EMPL.CONT_PHONE_2	Char 20	160-179	Required (if "Contact Name 2" and/or "Contact Relationship 2" are specified
13	Special Disabled Veteran	EMPL.VET_STATUS_S	Char 1	180	Optional		Y or N
14	Vietnam Era Veteran	EMPL.VET_STATUS_V	Char 1	181	Optional		Y or N
15	Other Protected Veteran	EMPL.VET_STATUS_O	Char 1	182	Optional		Y or N
16	Reservist	EMPL.VET_STATUS_R	Char 1	183	Optional		Y or N
17	Military Duty Discharge/ Release Date	EMPL.VET_RELEASE_DT	Date (10)	184-193	Optional		YYYY-MM-DD
18	Disabled Veteran	EMPL.VET_STATUS_D	Char 1		Optional		Y or N
19	Armed Forces Service Medal Veteran	EMPL.VET_STATUS_A	Char 1		Optional		Y or N
20	Home E-mail ID	EMPL.HOME_EMAIL_ID	Char 60	194-253	Optional
21	Time Collection Work Schedule	EMPL_LAB_INFO.TC_WORK_SCHED_CD	Char 10	254-263	Optional
22	Time Collection Timesheet Schedule	EMPL_LAB_INFO.TC_TS_SCHED_CD	Char 10	264-273	Optional
23	ESS Class of Service	EMPL_LAB_INFO.S_ESS_COS_CD	Char 2	274-275	Optional (default provided)		1, 2, 3, 4, 9, NA
24	Personnel Action Reason Description 2	EMPL_LAB_INFO. REASON_DESC_2	Char 30	276-305	Optional	Optional
25	Personnel Action Reason Description 3	EMPL_LAB_INFO. REASON_DESC_3	Char 30	306-335	Optional	Optional

Input Record 5 (EMPL and EMPL_LAB_INFO)

Field	Field Name	Costpoint Table/Column	Data Type and Size	Columns (Fixed Format)	Required/ Optional for New Employees	Required/ Optional for Existing Employees	Contents
1	Record Code		Char 1	1	Required	Required	4
2	Employee ID	EMPL.EMPL_ID	Char 12	2-13	Required	Required
3	Detail Job Code	EMPL_LAB_INFO.DETL_JOB_CD	Char 10	14-23	Required (if licensed for HR)		Must exist in DETL_JOB_TITLE table.
4	Personnel Action Code 1	EMPL_LAB_INFO.PERS_ACT_RSN_CD	Char 10	24-33	Optional		Must exist in the PERS_ACT_REASON table.
5	Personnel Action Code 2	EMPL_LAB_INFO.PERS_ACT_RSN_CD	Char 10	34-43	Optional		Must exist in the PERS_ACT_REASON table.
6	Personnel Action Code 3	EMPL_LAB_INFO.PERS_ACT_RSN_CD	Char 10	44-53	Optional		Must exist in the PERS_ACT_REASON table.
7	HR Org	EMPL_LAB_INFO.hr_org_id	Char 25	54-78	Optional		Must exist in HR_ORG_MGR_DFLT table.

Other Processing Details

Multiple employee records for the same employee can be imported using either the comma-separated file layout or the user-defined file layout. The effective date in the records must match with each other. For example, an employee record can be imported with an effective date of 3/01/2007. Records 1, 2, 3, 4 and 5 must all have that effective date. Another record for that employee can be imported using an effective date of 8/01/2007 and all those records will use that date.
Any existing rows in the worktables are deleted. (Normally there will not be any data in these tables at the start of processing unless a previous attempt to use the Employee Basic Preprocessor terminated abnormally.)
The input file you specify is opened for read-only access. An output file with the same name as the input file but with the three-letter extension ".ERR" is opened for write access. For example, if you select an input file of "EMPLDATA.DAT," the preprocessor opens an output file called "EMPLDATA.ERR." (Note that, if a file with the same name as the output file already exists, it is overwritten.)
The input worktable is loaded with data from the input text file. For Comma-Separated Format (CSV) files, the preprocessor checks the length of each field as it is being read into the worktable. If a field is too long to fit into the input worktable, the field will be truncated, the record will be rejected, or you will be asked whether to truncate or reject the record, depending upon your selection in the Truncated Values drop-down box. For fixed-length format files, the preprocessor checks the line length and displays a warning message if a line is either longer or shorter than the expected length.
When the input table has been loaded, the preprocessor begins scanning the records for null values in any fields you have designated for default value substitution in the Default Values group box. For example, if you specified that "WKLY" should be substituted for any blank Timesheet Cycle fields, the preprocessor will scan the table for any blank Timesheet Cycles. If a blank is found, the preprocessor will change the field value to "WKLY."
Once all default value substitutions are completed, the preprocessor performs all data validations on the input table (see discussion below). Records containing invalid field values are marked for deletion, and error messages are written to the error table.
When validations are finished, the preprocessor deletes all records containing invalid values from the input table and writes these records to the output error file. At the conclusion of processing, you can review the error report and make corrections. If you selected the Process button on the toolbar, make the corrections directly to the error file. Once the corrected error file has been renamed, you can re-run the preprocessor using that file as the new input file. If you selected the Print button, make the corrections to your original input file and re-run.
After the system deletes records containing invalid field values, the input table contains only records that passed all validation tests and are valid candidates for insertion or update in the Costpoint database tables. The preprocessor calculates the value for certain computed columns (such as Annual Salary) and updates the input table with these values.
If you selected the Process button on the toolbar, the Costpoint database tables will now be updated. If records already exist, they will be updated or replaced. New records are inserted. If any fatal errors are encountered during this phase of processing, all transactions will be rolled back and processing will be aborted. For example, if the database server were to crash during the insertion of a new employee record, all processing that took place during the upload would be canceled, including all prior transactions. Either all transactions succeed or they all fail.
Finally, the Audit and Error reports are printed. Once printing is completed, the contents of the worktables are deleted, and processing is finished.

Technical Details

Tables Read

Account

(ACCT)

Menu: Accounting - General Ledger - Accounts - Maintain Accounts

General Labor Category

(GENL_LAB_CAT)

Menu: People - Labor - Labor Controls - General Labor Categories

Labor Location

(LAB_LOCATION)

Menu: People - Labor - Labor Rate Controls - Labor Locations/Local

Labor Settings

(LAB_SETTINGS)

Menu: People - Labor - Labor Controls - Labor Settings

Leave Period

(LV_PD)

Menu: People - Leave - Leave Controls - Leave Periods

Mail State

(MAIL_STATE)

Organization

(ORG)

Menu: Accounting - General Ledger - Organizations - Maintain Org Elements

Organization Account

(ORG_ACCT)

Menu: Accounting - General Ledger - Accounts - Maintain Account/Org Links

Over-Time Rules by State

(OT_RULES_BY_STATE)

Menu: People - Labor - Overtime Controls - Overtime Rules by State

Pay Type

(PAY_TYPE)

Menu: People - Labor - Labor Controls - Pay Types

Project

(PROJ)

Menu: Projects - Project Setup - Project Master - Basic Info

Project Organization Account

(PROJ_ORG_ACCT)

Menu: Projects - Project Setup - Project Master - Maintain Valid Project/Account/Orgs

Reference Structure

(REF_STRUC)

Menu: Accounting - General Ledger - Reference Numbers (Ref) - Maintain Ref Elements

Timesheet Period

(TS_PD)

Menu: People - Labor - Labor Controls - Timesheet Periods

Vendor Terms

(VEND_TERMS)

Menu: Accounting – Accounts Payable – Controls – Vendor Terms Worker's Comp

(WORK_COMP)

Menu: People - Labor - Labor Controls - Worker's Comp Codes

Input File

(User-named)

Tables Read and Written

Employee

(EMPL)

Menu: People - Employee - Basic Employee Setup - Basic Employee Info

Employee Basic Prep Parameters

(X_PARMS_AOPUTLMF)

Menu: Others - Product Interfaces - Preprocessors - Employee Basic Preprocessor

Employee Phone

(EMPL_PHONE)

Menu: People - Employee - Basic Employee Setup - Basic Employee Info

Function Parameter Catalog

(FUNC_PARMS_CATLG)

Posting Semaphore

(POST_SEMAPHORE)

Salary Information and History

(EMPL_LAB_INFO)

Menu: People - Employee - Basic Employee Setup - Salary Info and History

Timesheet Regular Default Lines

(DFLT_REG_TS)

Menu: People - Employee - Basic Employee Setup - Basic Employee Info

Vendor

(VEND)

Menu: Accounting – Accounts Payable – Vendor Info – Maintain Vendors Other Output

Error File

(input file name + .ERR)

Edit Report

Error Report