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Please refer to the Single Move Voucher Flexible Header Field Column Definition spreadsheet for a list of the supported fields, unsupported fields and business rules.

Note: Run the Equus Configuration Audit: Lookup Maintenance report and add Group Code as the report filter to view the details for a selected CLASSIFICATION table including the display values to use in the import.

The first non-blank row in the import file shall be interpreted as the header row. The header row shall be used to define which fields will be imported for the voucher and expense (as such, they are referred to as field-definition columns).

There are fifteen mandatory fields. Each field to be imported shall occupy one column. There is no upper limit to the number of columns. Every column should be unique within the header row (no duplicate columns).

The format for each field-definition column is <table name>!<field name>. For example, in order to update the VOUCHER_PAYMENT field of a VOUCHER record, the field-definition column should say “VOUCHER! VOUCHER_PAYMENT”.

Following the header row are one or more data rows. Each data row shall contain mandatory columns in addition to one or more data columns. The data columns must exactly match the layout defined in the header row. There are 15 mandatory columns that must appear in the import file are as follows:

1) New – You will want to enter 'New' as the voucher identifier for the first line for the voucher. All subsequent lines with both this field left blank and with all Voucher-related table field details identical to the previous row will be added to that voucher until New is specified again or any of the Voucher-related table fields differ.

2) Identifier - The following assignment/relocation level data fields can be used to identify the assignment/relocation for which you are trying to add import vouchers and expenses.

* If either the “CAID” or “CANO” identifier types are specified, the system will find the employee associated with the given identifier value and then will import the voucher to the employee’s most recently created assignment that is not Inactive, is not Cancelled, does not have a Start Date in the future, or if Start Date is blank, does not have an Effective Date in the future.

3) Value – The Corresponding value of the assignment identifier selected.

4) VOUCHER!PAYEE_TYPE - Supply a value for Payee Type, usually 'Employee' or 'Vendor'.

5) VOUCHER!VOUCHER_STATUS_ID - Supply a value from the NAME column of the VOUCHER_STATUS table such as: DRAFT, REVIEW, APPROVAL IN PROGRESS, APPROVED, DENIED, LOCKED, SUBMITTED, OR PAID. If nothing is entered, value will be defaulted to DRAFT.

6) VOUCHER!SUBMITTED_CURRENCY_MODE - Supply the value in the DISPLAY_VALUE column of the CLASSIFICATION table for group code EQVCMD such 'Single' or 'Multiple'.

7) ENTRY!ENTRY_TYPE_ID - Supply a value from the NAME column of the ENTRY_TYPE table. Normal Expense, but can be any of the following: Expense, Compensation, Service Fee, Referral Fee, Misc. Receivable, Withholding Adjustment. Usually it is 'Expense'.

8) ENTRY!ACCOUNT_ID - Supply a string that concatenates the values in the ACCOUNT_NUMBER and SUB_ACCOUNT_NUMBER fields of the ACCOUNT table. If SUB_ACCOUNT_NUMBER is null, just give the ACCOUNT_NUMBER, otherwise give ACCOUNT_NUMBER.SUB_ACCOUNT_NUMBER. If these values have been overridden at the company level, supply the company-overridden values (for the company with which the given assignment is associated).

9) ENTRY!AMOUNT - Supply the amount of the expense.

10) ENTRY!CURRENCY - Needs to be a GROW 3-digit currency code. Matches to the CODE column of the CURRENCY table.

11) ENTRY!SOURCE - Supply the value in the DISPLAY_VALUE column of the CLASSIFICATION table for group code EQEXSC for entry expense source and EQVCSC for voucher source.

12) ENTRY_EXPENSE!SUBMITTED_AMOUNT - Supply the amount of the expense.

13) ENTRY_EXPENSE!CURRENCY- Needs to be a GROW 3-digit currency code. Matches to the CODE column of the CURRENCY table.

14) ENTRY_EXPENSE!SUBMITTED_TO_ENTRY_EXCHANGE_RATE – Supply the Exchange Rate, use 1 if the Currency submitted is the same as entered.

15) ENTRY_EXPENSE!SUBMITTED_TO_ENTRY_EXCHANGE_RATE_DATE – Supply the Exchange Rate Date

All subsequent columns should contain data (or be blank when appropriate). The field order should exactly match the field order specified in the header row, as should the field count.

Any field which is left blank in the data row will be ignored. Such fields will not be given blank values in the database (they will not be updated at all). If you need the field to be set to “null” in the database, then specify the literal text “<blank>” in the value of the field. In the case of inserts, blank fields and fields that contain the text “<blank>” will both result in null values in the database.

Generally, each row in the import file will represent a new expense record which will be created either for a new voucher or for a voucher created in a preceding row. An exception to this exists in the case where you wish to have multiple Service Tax records attached to a single expense. When processing a data row, the system will not create a new expense and instead will create a new child Service Tax record when all of the following conditions are true: