MAINT

The MAINT interface is based on a .csv file that is populated to upload multiple maintenance transactions. Attached is sample Maintenance Import File showing format and content required. Once the file is succesfully imported and the data uploaded, Approvals and Maintenance records will be created based on the following logic.

This feature is still under development

Non Salary Packaged Contracts

  1. Where Supplier Code, Reference and Contract ID / Reg No are the same, they will be grouped into one Approval with multiple Maintenance records.

  2. Where one or all entries in Supplier Code, Reference and Contract ID / Reg No are the different, one Approval will be created to one Maintenance record.

  3. Blank fields will be excluded from the 'grouping' process.

  4. Each Approval will have 'Status' set to 'Active', until the Batch is posted.

  5. Each Maintenance record will have 'Status' set to 'Pending', until the Batch is posted.

    1. Where the 'Recharge Flag' is set to 'yes', 'Status' will be set to 'Recharge', until posted.

  6. 'Posted' transactions will also be posted to [gl_transactions] respecting existing behaviour and enabling existing export processes.

Salary Packaged Contracts

  1. Where the transaction is linked to an Item, one Approval will be created to one Maintenance record.

  2. The Approval record will have

    1. 'Status' set to 'Active'

    2. 'Sub Status' set to 'Pending Funds'

  3. The 'Payee' and the 'Payment Method' will be updated to the same as what has been set in the related Item.

  4. The 'Bank Account' will be updated to the same as what has been set in the related Item.

File Validation

The file being imported, must validate on all checks below, else it will fail and no data will be imported:

  1. The 'MAINT' interface has been set up

  2. The file must be in .csv format.

  3. The file must not have been previously imported.

File Content Validation

The data content of the file is validated to avoid incorrect or corrupt data being uploaded.
Where the data in the entire import file is deemed valid, it will import.
If one or more of the following data points are invalid, the import will fail displaying the following message.

  • Data validation has failed as follows: 'nn' record(s) found, nn record(s) failed to validate.
    Click 'Error Report' to get a complete list of errors or 'Re-Upload' to try again with a new file.

Creating an error report will identify and assist in resolving the error(s). No data will be imported.


See below for the data in the import file that is subject to validation rules and what they are.

Data Field

Validation Rules

Supplier Code

1. Entered Supplier Code must be a match for an existing Supplier Code.
2. Field cannot be blank

Contract ID / Reg No

1. One of these two must be entered and be matched to an existing Contract ID or Reg No.
2. Both cannot be blank

Class Code

1. Entered Class Code must be a match for an existing Posting Class Code.
2. Field cannot be blank

VMRS Code

1. Entered VMRS Code must be a match for an existing VMRS Code.
2. Field can be blank and is optional.

Description

Description cannot be blank

Recharge Flag

1. Import will validate flag setting in import file if included.
2. If this field is not populated, the import process will use the recharge setting that is stored on the contract's Contract Type / Expenses-Approvals tab for the nominated Class.

Quantity

1. Import will validate value import file if included.
2. If this field is not populated, the value will be set to zero (0).

Total Cost

1. Total Cost cannot be blank.
2. Total Cost can be zero (0).

GST Cost

1. GST Cost cannot be blank.
2. GST Cost can be zero (0), however it will be subject to a tolerance validation set in [gb_controls]gst_tolerance. The data will import but with a validation failure of 'failed-gst'.

Invoice No

1. Invoice No cannot be populated as NULL or zero (0).
2. Invoice No cannot be blank.

Invoice Date

1. Invoice Date cannot be blank NULL or zero (0)
2. Valid format is listed below
D/M/YYYY
D/MM/YYY
DD/M/YYYY
DD/MM/YYYY
YYYY-MM-DD

Odometer

1. This is an optional field. If it is zero (0) or missing, the odometer reading will be set to '0'.
2. The odometer entered will be subject to odmeter validation rules, but it will not cause the import to fail.

Odometer Date

1. This is an optional field.
2. If entered, it will be subject to the same date format rules as 'Invoice Date'.
3. If blank. the 'Invoice Date' entry will be used instead. This will ensure this date is populated.

File Columns and Mappings

File Column no

File Column Name

Notes

1

supplier_code

2

contract_id

If only a contract_id is imported, it's corresponding reg_no will be imported to the table

3

reg_no

If only reg_no is imported, it's corresponding contract_id will be imported to the table

4

class_code

5

vmrs_code

6

description

7

recharge_flag

If this field is not populated, the import process will use the recharge setting that is stored on the contract's Contract Type / Expenses-Approvals tab for the nominated Class.

8

Quantity

9

total_cost

Enter the GST exclusive amount

10

gst_cost

Enter the GST amount

11

invoice_no

12

invoice_date

13

odometer

14

odometer_date