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