Other Charges Import
Other Charges Import
The Other Charges Import process gives the ability to import Other Charges and create the billing lines for each imported Other Charge.
Create Template
Click "Create Template to create a template to use for importing other charges. The first row has all the column headers.
Populate the template.
Import Template
On the "Other Charges Import" screen, click "Import Template". This will launch a file browser window allowing the user to select a comma-separated values (CSV) file to import. The user will only be able to use a CSV file to import other charges.
The imported charges will run through validation and be displayed in a list that shows all of the charges. If a charge did not pass validation it will be displayed but will be disabled and not allowed to be selected to generate the tenant ledger lines.
For the imported charges that pass validation, there will be a checkbox so the user can select the charge. The user can go through the list and select multiple charges. Once the user has selected all the charges they will click the "Run" button to generate the tenant ledger lines.
After the process is complete, a message box will display how many charges were successfully imported and the ntenaids of any charges that failed.
CSV Validation Rules
The first row will be the column headers for each column. Listed below the column headers are in ("") If any field fails validation the whole charge will be considered invalid.
Column A: "ResidentLedgerID" (tenantlst.ntenaid)
Validation: Must be an integer
Validation: Must be greater than 0
Validation: ResidentLedgerID must be existing in the database
Validation: Cannot be empty
Column B: "Description" (tledcdef.ccdefdescrip)
Validation: Must be alpha-numeric
Validation: Must be 40 characters or less
Validation: Cannot be empty
Column C: "AccountNumber" (accountlst.cacctid)
Validation: Must be 15 characters or less
Validation: AccountNumber must be existing in the database
Validation: Cannot be empty
Column D: "Amount" (tledcdef.ncdefrate)
Validation: Must be numeric
Validation: An empty cell will be converted to 0.00
Column E: "Rate Type"
Validation: Must be "M", "W", "D", "N", "P", "R", "Y"
Field Mapping
"M" - Monthly
"W" - Weekly
"D" - Daily
"N" - Nightly
"P" - Package
"R" - Rate (%)
"Y" - Yearly
Column F: "Prorate"
Validation: Must be "Pro", "No-Pro", "A-Pro", "Cap"
Field Mapping
"Pro" - Prorate partial period (Default)
"No-Pro" - No Prorating
"A-Pro" - ALWAYS Prorate
"Cap" - Cap Monthly Rate
Column G: "Frequency"
Validation: Must be "Mon", "Mon2-Pro", "Mon-30", "W", "D", "N", "S", "P"
Field Mapping
"Mon" - Monthly
"Mon2-Pro" - Second month pro-in
"Mon-30" - Monthly - 30 days
"W" - Weekly
"D" - Daily
"N" - Nightly
"S" - Single
"P" - Period
Column H: "StartDay"
Validation: Must be "FirstDayMon", "BillStartDate", "Sunday" through "Monday", "1" through "31"
Field Mapping
"FirstDayMon" - First day of the month (pro-in)
"BillStartDate" - Bill Start Date (anniversary)
Note: When the user enters a day of the week in this column the program will know they want to use the "Day of the week" frequency and the start day as the day they provide. An example, if a user wants to use the "Day of the week" frequency and have the start day as Wednesday, then the user will simply type in "Wednesday" into the column.
Note: When the user enters a day of the month in this column the program will know they want to use the "Day of the month" frequency and the start day as the day of the month they provide. An example, if a user wants to use the "Day of the month" frequency and have the start day as the 5th of the month, then the user will simply type in "5" into the column.
Column I: "BillStart"
Validation: Values must be "ARRIVAL", "DEPARTURE", "BILLFROM", "BILLTO", "YYYYMMDD"
"ARRIVAL" - Charge will start from the arrival date of the reservation
"DEPARTURE" - Charge will start from the departure date of the reservation
"BILLFROM" - Charge will start from the bill from date of the reservation
"BILLTO" - Charge will start from the bill to date of the reservation
"YYYYMMDD" - Charge will start from the data provided.
Note: When using the "YYYYMMDD" option the user must write the date into field using the yyyymmdd format. (ie. 07/31/2014 would be 20140731)
Column J: "BillEnd"
Validation: Values must be "ARRIVAL", "DEPARTURE", "BILLFROM", "BILLTO", "YYYYMMDD"
"ARRIVAL" - Charge will end from the arrival date of the reservation
"DEPARTURE" - Charge will end from the departure date of the reservation
"BILLFROM" - Charge will end from the bill from date of the reservation
"BILLTO" - Charge will end from the bill to date of the reservation
"YYYYMMDD" - Charge will end from the data provided.
Note: When using the "YYYYMMDD" option the user must write the date into field using the yyyymmdd format. (ie. 07/31/2014 would be 20140731)
There will be validation to make sure that the calculated "BillStart" is less than or equal to the calculated "BillEnd" date.
After the validation has run through the values of all the fields it will validate all the proper billing frequency scenarios are correct. The validation will be based on the billing frequency on the Other Charges Setup screen. If a charge has an invalid billing frequency scenario it will cause the charge to be invalid.