Overview of the AR Customer Upload

1. Purpose

The AR Customer Upload allows users to create Customer Accounts and Sites on a single Excel line while being able to individually default the level (Account or Site) at which the profile class, tax registration, bank account, contact, and attachment details are to be associated.

Specifically:

  • the ability to default the operating unit and profile class from report parameters when creating new customers or customer sites;
  • the creation of the Customer Account and Site on a single Excel line while being able to individually default the level (Account or Site) at which the profile class, tax registration, bank account, contact, and attachment details are to be associated;
  • support for uploading file attachments.

2. Process Parameters

ParameterDescription
Default Operating UnitThe default operating unit to be used when creating new customers.
When creating a new customer in the upload, once you start entering the site level details (Site Number, Name or Country), the Operating Unit will be automatically defaulted to the operating unit name specified in this parameter.
Default Profile ClassThe default profile class to be used when creating new customers.
When creating a new customer in the upload, the profile class will be defaulted to the profile class name specified in this parameter.
Default Profile Assign. LevelDetermines the default level (Account or Site) to which the profile class should be associated with.
Default Tax Reg. Assign. LevelDetermines the default level (Account or Site) to which the tax registrations should be associated with.
Default Bank Acct Assign. LevelDetermines the default level (Account or Site) to which the bank accounts should be associated with.
Default Contact Assign. LevelDetermines the default level (Account or Site) to which the contacts should be associated with.
Default Attachment Assign. LevelDetermines the default level (Account or Site) to which the attachments should be associated with.

3. Upload Excel Columns

The following new columns have been made available in the Upload Excel:

Upload ColumnDescription
Profile Assignment LevelDetermines if the Profile should be linked to the Customer Account or Customer Site.
Tax Reg Assignment LevelDetermines if the Tax Registration should be linked to the Customer Account or Customer Site.
Bank Account Assignment LevelDetermines if the Bank Account should be linked to the Customer Account or Customer Site.
Contact Assignment LevelDetermines if the Contact should be linked to the Customer Account or Customer Site.
Attachment Assignment LevelDetermines if the Attachment should be linked to the Customer Account or Customer Site.
  • By default, these new columns appear in the upload excel template at the start of the columns that pertain to each entity (Profile, Tax Registration, Bank Account, Contact, or Attachment). E.g.
  • The List of Values for these columns is either ‘Account’ or ‘Site’.
  • The value of ‘Site’ is only selectable once the user has started to enter some site level details.
  • The values for these columns will automatically default from the corresponding default report parameter detailed above. However, the default value can be overridden in the upload excel.
  • If the assignment level columns are hidden in the upload excel, the values specified in the Default Assignment Level report parameters will still be applied by the upload. That is to say: it is not a requirement to have the Assignment Level columns visible in the upload excel template.
  • If a value is not specified in the assignment level parameters, and no default assignment level is specified in the report parameters, then the upload will automatically determine the level at which the entity should be linked based on the presence of site level data in the upload row. If no site level data is present, then the entity will be linked at the customer account level. If site level data is present, then the entity will be linked at the site level.

4. Support for File Attachments

The upload now supports the upload of File Attachments.

  •  You can now select an Attachment Type of ‘File’.
  • When you select an attachment type of File, the attachment content column contains the location (directory path and file name) of the file name to be uploaded on the user’s PC. If you double click on the Attachment Content Column, the user will be prompted to select the file to be upload:
  • Once selected, the location (directory path and file name) of the file is displayed in the Attachment Content column:
  • Prior to uploading the upload excel into Oracle, it is first necessary to upload the file attachments. A new ‘Attachments’ button has been added to the ‘Blitz Upload’ tab in the upload excel:

Clicking on the ‘Attachments’ button will upload the File Attachments listed in the ‘Attachment Content’ Column to Oracle.

  • Once the files to be attached are uploaded, the ‘Attachment File ID’ column will be populated with File Identifier. This is used during the AR Customer Upload process to link the uploaded file to the Customer Account or Site attachment.
  • Once the files to be attached have been uploaded, the AR Customer Upload excel can be uploaded following the normal process.
  • Note that it is also possible to update existing file attachments using the AR Customer Upload as well.