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Upload Data - eFinancials, Job Cost, Contracts, and Inventory

Make the following menu selections to display this page:

Data Transfer—Upload Data

Upload Data is a feature that allows you to upload a comma-separated values (CSV) format file of data.

For additional information about this process, please refer to the Using Upload Data for eFinancials, Job Cost, Contracts, and Inventory document found in the Documentation\Technical Documents\eFinancials folder on your installation download.

Fields Lists

For Upload Data, there are three forms:

To access the page, select Data Transfer—Upload Data.

The Upload Data page contains the Upload File and Show File Layouts buttons at the in the grid header that open additional pages, as well as a sortable grid.

Header Fields

Upload File button

Click the button to open the Upload File page and select a file to upload. See the Upload File Fields field list below for details.

Show File Layouts button

Click to view a file layout (a printable version of the fields in the uploaded file) that includes the following for each field: Refer to the File Layouts for the Upload Types section for more information.

Sequence Number

Field Label

Required (Y/N),

Maximum Length

Comment (includes the date format, (if a date)

Grid Fields

The grid provides a list of files that have been uploaded previously and shows the following information about each file:

Description

Description of the file and a link. The link opens another page that shows the uploaded data in a grid. The data that appears in the grid depends on the Upload Type selected when the file was uploaded. Each line in the grid can be deleted using the Delete icon.

Refer to the Upload Data > (Filename) Fields field list for more information.

Type

Upload Type selected for the file. Refer to the File Layouts for the Upload Types section for more information

User

User who uploaded the file.

Uploaded

The date and time that the file was uploaded.

Delete

Click the delete button to delete the uploaded file.

To access the page, select Data Transfer—Upload Data. Then, when you click the Upload File button, a new form appears.

Form Fields

NOTE that a red dot indicates a required field.

File to upload

Click the Choose File button to select the file to upload.

Upload Type

Use the drop-down box to select an upload type. The upload types that appear in the drop-down box are limited by application, for example the Cost Activities type appears in the list for eFinancials and Job Cost, only.

Refer to the File Layouts for the Upload Types section for more information.

Description

After you select a file to upload, the description defaults to username upload, for example, MaryJ upload. You can edit this description.

Upload File (button)

Click this button after completing the fields on the page to upload your selected file.

To access the page, select Data Transfer—Upload Data.

When you click a link in the Description column for an uploaded file (on the Upload Data grid page), the grid shows the data in the file. You can edit the data in the grid so that it can be validated and then finalized.

The columns on the grid vary based on the Upload Type of the file.

NOTE For eFinancials only, any eFinancials Data Uploads will show an Entity/Property column in the grid (after clicking a link), even for a company that uses Simplified Setup.

The buttons that appear on the page depend on the state of the data on the page.

Buttons

Validate Data

Click this button to validate the data in the file that you want to finalize. Exceptions in the data must be corrected, and then the Finalize button will appear.

Print Exceptions

Click this button to print an Upload Data Exceptions report to help you correct exceptions in the data file that you want to finalize.

Reset

This button appears when you are editing fields in the data file. If desired, click this button to discard all changes you made when editing.

Save Changes

When you are finished correcting exceptions in the data file, click this button to save changes. The Validate Data and Print Exceptions buttons appear.

File Layouts for the Upload Types

The Upload Types and File Layouts for each application have the same name because each Upload Type has its own file layout.

When you click the Show File Layouts button a .PDF appears, and it contains all the file layouts for all the Upload Types. This printable .PDF provides the file layouts in alphabetical order, one file layout per page.

Below is a list of File Layouts for each Upload Type by application.

AP Invoice

AP Payment

Cost Activities

Cost Type Accounts

Customers

JC Balance Fwd

Job Documents

Job Estimates

Jobs

Legal Descriptions

PO

Posted AR Billings

Posted AR Receipts

Subcontract

Subcontract C/O

Subcontract Document

T & M Job Markups

Tax Codes

Tax Jurisdictions

User Code Values

Workers Comp

Cost Activities

Cost Type Accounts

JC Balance Fwd

Job Documents

Job Estimates

Jobs

Legal Descriptions

T & M Job Markups

User Code Values

Workers Comp

Subcontract

Subcontract C/O

Subcontract Document

Inventory Receipts

Inventory Shipments

Item Master

Subclass

User Code Values

Warehouses

Warehouse Accounts

Warehouse Items

Warehouse Reserves

Procedures

ClosedTo Upload and Finalize a File

  1. Select Data Transfer – Upload Data. The Upload Data grid appears.
  2. Click Upload File. The Upload File page opens.
  3. Click Choose File. The Open window appears.
  4. Browse to the file you want to upload and then click Open. The file name of the file you will be uploading appears next to the Choose File button.
  5. Select Upload Type from the drop-down list.
  6. Accept the default Description or click in the field and edit the description.
  7. Click Upload File. A confirmation message appears. Click OK.
  8. Go to Data Transfer – Upload Data and click on the file you uploaded.
  9. If there are no exceptions, the Finalize button appears (go to step 9, below).

    If there are exceptions, the Validate Data and Print Exceptions buttons appear at the bottom of the page. Correct the exceptions:
     
    1. You can print a list of exceptions using the Print Exceptions button. You can also hover the mouse pointer over the red X in a field to see the exception.
    2. Correct all exceptions:
      1. Click in a field to edit the field. The field will show that it was edited by displaying a red triangle in upper left corner, and the Save Changes and Reset buttons become available.

        You can also use the Delete button to delete a row, and the Reset button to discard all of your changes.
      2. Continue editing fields to correct all exceptions.
      3. When finished editing, click Save Changes, and then the Validate Data button appears.
    3. Click Validate Data. If there are still exceptions, the Validate Data and Print Exceptions buttons appear again.
    4. Continue to make corrections until you can click Save Changes, then Validate Data, and the Finalize button appears. When the Finalize button appears, this means that the changes you made to the exceptions were validated by the system.
  10. Click Finalize to upload the file. The file no longer appears in the Upload Data grid.

See Also

Data Transfer Overview - eFinancials

Job Cost Overview

Welcome to Contracts

Inventory Overview

 

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