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Import TE Expenses/Advances

You must complete the Configure TE Suspense Settings screen before using this preprocessor.

If you have multiple companies in the same database, you must have a separate upload file for each company.

Use this screen to import expense reports and advances from an ASCII file and create vouchers. You can import both open payables and paid vouchers on this screen. You can view and edit the transactions loaded by this preprocessor on the Manage Accounts Payable Vouchers screen. Use the Print Voucher Edit report screen to review the transactions.

When Costpoint processes the import file, it sorts the incoming Time & Expense records primarily by expense report or advance record, then by expense report or advance line. Costpoint formats all numbers and dates in the file in the U.S. format, regardless of the currency used. Costpoint then creates vouchers by grouping the expense report or advance information. After Costpoint groups and validates the vouchers, the upload process adds permanent voucher numbers in accordance with the setting selected.

Note: If you are importing advances, the Expense Report ID field in the A/P Voucher tables is used as the Advance ID and the Expense Report Pay Amount field is used as the Advance Amount. Time & Expense advance vouchers are assigned a voucher type of TA.

Each time that you use this screen, Costpoint automatically creates and prints edit reports, error reports, and files. As a result, you have printed copies of both the vouchers created and the error records.

This preprocessor accepts pay currencies, pay amounts, and/or pay exchange rate dates.

There are two ways to work with input files in Costpoint:

  • You can access the input file from the network by using Alternate File Locations.
  • You can upload the input file to the Costpoint database; in which case, no further access to network folders is necessary.

If you decide to use the first option, click in the Location field to select an alternate file location. If you choose the second option, leave the Location field blank and use the File Upload Manager to upload the input file to the Costpoint database.

Note: The input file layout may contain fields that are available only in Costpoint Advanced. If you are using Costpoint Essentials, these fields are excluded from the import process and may be left blank or null when you create the input file.

Fields Validated by Company

The following fields are validated by company:

  • Vendor
  • Vendor Employee
  • 1099 Flag
  • Pay Vendor
  • Pay Vendor Address Code
  • Project
  • Project Abbrev Code
  • Project Account Abbrev Code
  • Organization
  • Organization Abbrev Code
  • Voucher/Fiscal Year
  • Account Entry Group
  • Subperiod Journal Status
  • AP Account
  • Cash Account
  • Sales/Use Tax Code
  • Reference ID
  • General Labor Category
  • Project Labor Category

Fields Controlled by Company

The following fields are controlled by company:

  • Suspense Values
  • Voucher Settings
  • Vendor Settings
  • Multicurrency Settings