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This material was adapted from {link-window:http://goo.gl/hSLmr|scrollbars=true|menubar=true|location=true|statusbar=true|resizable=true|width=800|height=600|icon=false}http://testdrive.kfs.kuali.org/kfs-ptd/static/help/default.htm?turl=WordDocuments%2Fkfsedocfundamentals.htm{link-window}, documentation for the KFS 4.x releases.
{note:title=Work in Progress}
This information will continue to be updated.
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h2. {anchor:_D2HTopic_283}Data Import Templates
{excerpt}OLE import templates allow you to import any number of accounting lines, endowment transaction lines, purchasing line items, and other types of data from a comma-delimited (.csv) file. This section contains a table that lists types of e-docs for which templates are available in the default system and provides a link to the corresponding template for each document type.{excerpt} Following the table is a process overview that includes complete instructions for using templates to import multiple lines of data. Additional subsections contain detailed information about each template.
h3. {anchor:_D2HTopic_284}Links to Default Data Import Templates
The following table lists the types of e-docs for which templates are available in the default system along with links to the corresponding templates.
*Data import templates by document type*
|| Document Type || Usage Notes ||
| Budget Adjustment (BA) \\
Year End Budget Adjustment (YEBA) | If an amount is erroneously entered in the *Base Budget Adjustment Amount* column, it is imported to the accounting line of the e-doc. An error is displayed when the data is validated via saving or submitting the e-doc. |
| Pre-Encumbrance (PE) \-disencumbrance lines only | Disencumbrance lines only |
| Purchase Requisition (REQS) and Purchase Order (PO) account import | The REQS and PO documents have no *Accounting Lines* tab, but clicking *setup distribution* in the *Items* tab opens an *Accounting Lines* section. This template imports account data into the *Accounting Lines* section. |
h3. {anchor:_D2HTopic_285}Process Overview
The *import lines* button is located in the upper right corner of the appropriate tab (for example, the *Accounting Lines* tab). This button allows you to import a .csv file containing multiple lines of data into the tab.
Different types of e-docs use different import templates, but in some cases multiple e-docs use the same template.
(!) The layout and format of the .csv import template files varies by document type. Using the incorrect format for the .csv file causes the import to fail. Note that, for financial transactions, a separate file is needed for each *Accounting Lines* tab section (for example, the *From* and *To* sections).
h4. {anchor:_D2HTopic_286}Creating a .csv File
OLE provides a template for each document type (in some cases, multiple document types use the same template), for example:
!worddav2583b062fc43cc12c17991bda9ca1fd6.png|width=500px!
The format of the .cvs file varies depending on the document type. The desired template file for the document may be downloaded from [Google Docs|https://docs.google.com/a/kuali.org/?tab=mo#folders/0B1zG4eNDtxYpTFB5dzR1VkhTdUt2a3MtZkZFVUUxUQ] (PURAP_Account_Import, PE_Disencumbrance_only_Import, BA_YEBA_Import).
# Please find the import rules and format requirements in the Driver's Manual (Managing Funds: Budget Adjustment, Transfer of Funds and More), found under [OLE:OLE 0.6 Milestone User Documentation]. In a future release, you will be able to access the templates through online help, {HTMLComment}the *question mark* icon !worddav598d15865ad0639fbb51cb55ac1e1732.png|height=14,width=14!, {HTMLComment}however this functionality is not yet working in OLE.\\
\\
# *In Google Docs*, open the template file that corresponds to the type of financial transaction document you are working on. You may "Download As" from the File menu of Google Docs to save the template to your desktop, please do not try to edit the document within Google Docs/Drive.\\
\\
!PURAPTemplateDownloadAs.png|width=600px!\\
\\
# Save the template to your computer as an Excel workbook.
\\
\\ !PURAPTemplateSaveFile.png|width=375px!\\
\\
# Add data to the file.
\\
(!) Required field headings are marked with an asterisk and appear in red.
\\
\\ !worddav2274c85357480ba84cfd73d1743a53eb.png|height=43,width=432!\\
\\
# If the file is to be used again in the future, save the file as an Excel workbook (don't delete the headers yet). If the file is not to be used again, skip this step.
\\
\\ !worddav0dedfe227d1109c643a940e62e0b062e.png|height=58,width=457!\\
\\
# Delete the header rows at the top.
\\
\\ !worddav1ee48c05e57cf11752943221c3477a3a.png|height=35,width=469!\\
\\
# Save the file again, with a new name, in .csv format.
\\
\\ !worddav4e2fad6e6c74386e6bd3c03d389860d9.png|height=58,width=457!\\
\\
*In OLE* the *import lines* button is located in the upper right corner of the applicable tab.\\
\\
# Click !worddav9cb52067b9f9d3dd296265f6e3984f19.png|height=15,width=72!.\\
\\
\\ !worddav76f3cb86e7b69a029128e2d7dfa1561a.png|height=128,width=209!\\
\\
The system displays additional buttons such as *Browse*, *add*, and *cancel import*.\\
\\
# Click !worddave0921bd7a6067872a51dea7ed67de2d7.png|height=18,width=76! and locate the file you have created from your computer.\\
\\
\\ !worddavdbc571792ed6eb584f082e812ae3ff93.png|height=111,width=328!\\
\\
# From the Choose File window, select the .csv file to be imported and click !worddav82703cf05c75abca0f823eb0d2588bac.png|height=22,width=76! .\\
\\
# Click !worddav38f3b05841f2bcf8f10583ccf04977dc.png|height=15,width=40!.\\
\\
\\ !worddav856b3f7e41120f2983f3ea9e877b2843.png|height=127,width=382!\\
\\
The screen displays the imported data.
\\
\\ !worddavdf6b7953421166bdfe3784dfac0ea53d.png|height=170,width=566!\\
\\
# When finished, archive or delete the .csv file.
!worddavbc8d93fff1d854b3182ccbac6911d512.png|height=15,width=15! When the file is needed again, follow these instructions:
# Open the saved Excel workbook with the data from Step 5 above.
# Edit the file as necessary.
# Follow steps 6 - 12 above.
h3. {anchor:_D2HTopic_289}BA_YEBA_Import.xls
The {link-window:http://goo.gl/c26Hd|scrollbars=true|menubar=true|location=true|statusbar=true|resizable=true|width=800|height=600|icon=false}BA_YEBA_Import Google Doc{link-window}{HTMLcomment}[| Section |
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This material was adapted from , documentation for the KFS 4.x releases. | Note |
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| This information will continue to be updated. |
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| _D2HTopic_283 |
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| _D2HTopic_283 |
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|
Data Import Templates| Excerpt |
|---|
OLE import templates allow you to import any number of accounting lines, endowment transaction lines, purchasing line items, and other types of data from a comma-delimited (.csv) file. This section contains a table that lists types of e-docs for which templates are available in the default system and provides a link to the corresponding template for each document type. |
Following the table is a process overview that includes complete instructions for using templates to import multiple lines of data. Additional subsections contain detailed information about each template.| Anchor |
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| _D2HTopic_284 |
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| _D2HTopic_284 |
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|
Links to Default Data Import TemplatesThe following table lists the types of e-docs for which templates are available in the default system along with links to the corresponding templates.
Data import templates by document type
Document Type | Usage Notes |
|---|
Budget Adjustment (BA)
Year End Budget Adjustment (YEBA) | If an amount is erroneously entered in the Base Budget Adjustment Amount column, it is imported to the accounting line of the e-doc. An error is displayed when the data is validated via saving or submitting the e-doc. |
Pre-Encumbrance (PE) -disencumbrance lines only | Disencumbrance lines only |
Purchase Requisition (REQS) and Purchase Order (PO) account import | The REQS and PO documents have no Accounting Lines tab, but clicking setup distribution in the Items tab opens an Accounting Lines section. This template imports account data into the Accounting Lines section. |
| Anchor |
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| _D2HTopic_285 |
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| _D2HTopic_285 |
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|
Process OverviewThe import lines button is located in the upper right corner of the appropriate tab (for example, the Accounting Lines tab). This button allows you to import a .csv file containing multiple lines of data into the tab.
Different types of e-docs use different import templates, but in some cases multiple e-docs use the same template.
The layout and format of the .csv import template files varies by document type. Using the incorrect format for the .csv file causes the import to fail. Note that, for financial transactions, a separate file is needed for each Accounting Lines tab section (for example, the From and To sections).
| Anchor |
|---|
| _D2HTopic_286 |
|---|
| _D2HTopic_286 |
|---|
|
Creating a .csv FileOLE provides a template for each document type (in some cases, multiple document types use the same template), for example:
Image Added
The format of the .cvs file varies depending on the document type. The desired template file for the document may be downloaded from Google Docs (PURAP_Account_Import, PE_Disencumbrance_only_Import, BA_YEBA_Import).
- Please find the import rules and format requirements in the Driver's Manual (Managing Funds: Budget Adjustment, Transfer of Funds and More), found under OLE 0.6 Milestone User Documentation. In a future release, you will be able to access the templates through online help,
| HTML Comment |
|---|
the question mark icon  Image Added, |
however this functionality is not yet working in OLE.
- In Google Docs, open the template file that corresponds to the type of financial transaction document you are working on. You may "Download As" from the File menu of Google Docs to save the template to your desktop, please do not try to edit the document within Google Docs/Drive.
Image Added
- Save the template to your computer as an Excel workbook.
Image Added
- Add data to the file.
Required field headings are marked with an asterisk and appear in red.
Image Added
- If the file is to be used again in the future, save the file as an Excel workbook (don't delete the headers yet). If the file is not to be used again, skip this step.
Image Added
- Delete the header rows at the top.
Image Added
- Save the file again, with a new name, in .csv format.
Image Added
In OLE the import lines button is located in the upper right corner of the applicable tab.
- Click
Image Added.
Image Added
The system displays additional buttons such as Browse, add, and cancel import.
- Click
Image Added and locate the file you have created from your computer.
Image Added
- From the Choose File window, select the .csv file to be imported and click
Image Added .
- Click
Image Added.
Image Added
The screen displays the imported data.
Image Added
- When finished, archive or delete the .csv file.
Image Added When the file is needed again, follow these instructions:
- Open the saved Excel workbook with the data from Step 5 above.
- Edit the file as necessary.
- Follow steps 6 - 12 above.
| Anchor |
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| _D2HTopic_289 |
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| _D2HTopic_289 |
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BA_YEBA_Import.xlsThe
...
template ...
applies
...
to
...
two
...
document
...
types:
...
...
...
...
...
...
The
...
basic
...
format
...
of
...
the
...
template
...
is
...
shown
...
below
...
in
...
two
...
parts.
Image Added
Image Added
BA_YEBA_Import
...
template
...
format
...
Column | Field Name |
|---|
A | Chart Code*
If your institution has set the ACCOUNTS_CAN_CROSS_CHARTS_IND |
...
...
...
...
...
...
...
...
...
...
...
|
B | Account Number* |
C | Sub-Account |
...
...
|
D | Object Code* |
E | Sub-Object |
...
...
|
F | Project Code |
G | Organization Reference Id |
H | Current Budget Adjustment Amount* |
I | Base Budget Adjustment Amount |
J | Month 1 Budget Amount |
K | Month 2 Budget Amount |
L | Month 3 Budget Amount |
M | Month 4 Budget Amount |
N | Month 5 Budget Amount |
O | Month 6 Budget Amount |
P | Month 7 Budget Amount |
Q | Month 8 Budget Amount |
R | Month 9 Budget Amount |
S | Month 10 Budget Amount |
T | Month 11 Budget Amount |
U | Month 12 Budget Amount |
Image Added If an amount is erroneously entered in the Base Budget Adjustment Amount column, it is imported to the accounting line of the e-doc. An error is displayed when the data is validated via saving or submitting the e-doc.
| Anchor |
|---|
| _D2HTopic_298 |
|---|
| _D2HTopic_298 |
|---|
|
PE_Disencumbrance_Only_Import.xls...
The
...
template applies to the Pre-Encumbrance ...
(disencumbrance
...
lines
...
only)
...
document
...
type.
...
The
...
basic
...
format
...
of
...
the
...
template
...
is
...
shown
...
below.
Image Added
| Anchor |
|---|
| _Toc185050818 |
|---|
| _Toc185050818 |
|---|
|
| Anchor |
|---|
| _d2h_bmk__Toc185050818_16 |
|---|
| _d2h_bmk__Toc185050818_16 |
|---|
|
...
PE_Disencumbrance_Only_Import ...
template
...
format
...
Column | Field Name |
|---|
A | Chart Code*
If your institution has set the ACCOUNTS_CAN_CROSS_CHARTS_IND |
...
...
...
...
...
...
...
...
...
...
...
|
B | Account Number* |
C | Sub-Account |
...
...
|
D | Object Code* |
E | Sub-Object |
...
...
|
F | Project Code |
G | Organization Reference Id |
H | Reference Number* |
I | Amount* |
| Anchor |
|---|
| _D2HTopic_300 |
|---|
| _D2HTopic_300 |
|---|
|
PURAP_Account_Import.xls...
The
...
template ...
applies
...
to
...
both
...
the
...
Requisition
...
document
...
type
...
and
...
the
...
Purchase
...
Order
...
document
...
type.
...
It
...
is
...
used
...
to
...
import
...
accounting
...
lines
...
into
...
a
...
requisition
...
or
...
purchase
...
order.
...
The
...
basic
...
format
...
of
...
the
...
template
...
is
...
shown
...
below.
Image Added
PURAP_Account_Import
...
template
...
format
...
Column | Field Name |
|---|
A | Chart Code*
If your institution has set the ACCOUNTS_CAN_CROSS_CHARTS_IND |
...
...
...
...
...
...
...
...
...
...
...
|
B | Account* |
C | Sub-Account |
D | Object Code* |
E | Sub-Object Code |
F | Project |
G | Org Ref ID |
H | %* |