Costpoint Help

Input File for Advances

Use this information as a guide in creating an input file for TE Advances that you can upload to Costpoint.

Header Format

Business Name Field Type/ Length Required/ Optional Comments Format Value(s)
External System Code Character 1 Required A
External Batch ID Character 10 Required Required for Time & Expense use only
External Expense Report/Advance ID Character 12 Required Required for Time & Expense use
External Expense ID Number 3 Required Required for Time & Expense use only
External Employee ID Character 20 Required Required for Time & Expense use only. Default is Null.
External TS Schedule Character 10 Required Required for Time & Expense use only
External TS Year Character 4 Required Required for Time & Expense use only
External TS Period Character 3 Required Required for Time & Expense use only
Record Type Character 1 Required H
Expense Report/Advance ID Character 12 Required Required for Time & Expense use. Used for Invoice ID and is added to VCHR_HDR and VCHR_HDR_HS.
Expense Report/Advance Date Character 10 Required Used for Voucher Invoice Date. YYYY-MM-DD
Vendor ID Character 12 Required
Place Expense Voucher(s) on Hold Flag Character 1 Optional Default is N. Y, N, or blank
VAT Tax Date Character 10 Optional Default is Expense Report Date from input file. YYYY-MM-DD
VAT Tax ID Character 20 Optional Default from VEND table.
Notes Character 254 Optional Default is null.
Advance Due Date Character 10 YYYY-MM-DD
TE Internal Advance ID Character 40 Required for Time & Expense use only

Detail Format

Business Name Field Type Required/Optional Comment Format/Value(s)
External System Code Character 1 Required A
External Batch ID Character 10 Required Required for Time & Expense use only
External Expense Report/Advance ID Character 12 Required Required for Time & Expense use
External Expense ID Number 3 Required Required for Time & Expense use only
External Employee ID Character 20 Required Required for Time & Expense use only. Default is Null.
External TS Schedule Character 10 Required Required for Time & Expense use only
External TS Year Character 4 Required Required for Time & Expense use only
External TS Period Character 3 Required Required for Time & Expense use only
Record Type Character 1 Required D
Expense Report/Advance ID Character 12 Required Required for Time & Expense use. Used as the Invoice ID. It is added to VCHR_HDR and VCHR_HDR_HS.
Expense Report/Advance Line Number Number 3 Required 999
Expense Date Character 10 Required Used as the Exchange Rate Date. YYYY-MM-DD
Account Character 15 Required
Organization Character 20 Required
Project ID Character 30 Optional Default is null.
Reference Number 1 Character 20 Optional Default is null.
Reference Number 2 Character 20 Optional Default is null.
Transactional Currency Code Character 3 Required
Expense Amount - Transactional Currency Number 15 Required This amount includes sales tax. -99999999999.99
Taxable Code Character 1 Optional Default is N. N, S, U
Tax Code Character 6 Optional Required only if Taxable Code is S or U.
Sales Tax Amount - Transactional Currency Number 15 Optional Default is 0 when Taxable Code is N. This is the transactional Sales Tax/VAT amount. Required if Taxable Code is S. -99999999999.99
Use Tax Amount – Transactional Currency Number 15 Optional Default is 0 when Taxable Code is N. This is the transactional Use/Reverse tax amount. Required if Taxable Code is U. -99999999999.99
1099 Flag Character 1 Optional Default is based on values on the Manage Vendors screen. Y, N, or blank
1099 Miscellaneous Type Code Character 6 Optional Default is based on values on the Manage Vendors screen.
Expense Line Description Number 30 Optional Default is Account description.
Pay Currency Code Character 3 Optional Currency for payment. Default is Transactional Currency Code.
Pay Amount - Pay Currency Number 15 Optional Required if Pay Currency is not equal to the Transactional Currency and no Rate Date is provided. -99999999999.99
Pay Exchange Rate Date Character 10 Optional Required if Pay Currency is specified, different from the Transactional Currency, and no Pay Amount is provided. YYYY-MM-DD
Pay Vendor Character 12 Optional Default is provided on the Manage Vendors screen.
Pay When Paid Flag Character 1 Optional Default is provided on the Manage Vendors screen. Y, N, or blank
Recovery Amount - Transactional Number 15 Optional Default is 0. Cannot be entered if Taxable Code is N. This is the transactional VAT recovery amount. If entered, the Recovery Amount overrides the Recovery Percentage. -99999999999.99
Recovery Percentage Number 6 Optional Default is 0 if Taxable Code is N. Default is taken from SALES_TAX table if Taxable Code is S or U. Cannot be entered if Taxable Code is N. 999.99
Notes Character 254 Optional Default is null.

Parent Topic:

Input Files for the Import TE Expenses/Advances Screen