AR Customer Upload

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Description

Overview of the AR Customer Upload

1. Purpose

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

Specifically:

  • the ability to default the operating unit and profile class from the Operating Unit and Profile Class 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 at which the profile class, receipt method, tax registration, bank account, contact point, contact, and attachment details are to be associated;
  • support for uploading file attachments.

2. Process Parameters

ParameterDescription
Operating UnitRestricts the download to customer sites of this operating unit, and is the default operating unit when creating new customers.
When creating a new customer in the upload, once you start entering the site level details (Site Number, Name, Country or Site Address), the Operating Unit column defaults to this operating unit. If the parameter is empty, your default operating unit is used.
Profile ClassRestricts the download to customers and sites with this profile class, and is the default profile class when creating new customers.
When creating a new customer in the upload, the Profile Class column defaults to this profile class.
Default Profile Assign. LevelDetermines the default level (Party, Account or Site) to which the profile class should be associated with.
Default Receipt Mthd Assign. LevelDetermines the default level (Account or Site) to which the receipt methods 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 Point Assign. LevelDetermines the default level (Party or Site) to which the contact points (phone, email, URL) 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 assignment level columns are available in the upload Excel:

Upload ColumnDescription
Profile Assignment LevelDetermines if the Profile should be linked to the Party, Customer Account or Customer Site.
Receipt Method Assignmt LevelDetermines if the Receipt Method 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.
Point Of Contact Assign LevelDetermines if the phone, email and URL contact points should be linked to the Party 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.
  • These columns appear in the upload Excel at the start of the columns that pertain to each entity (Profile, Receipt Method, Tax Registration, Bank Account, Contact Point, Contact, or Attachment). E.g.
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  • The List of Values for these columns is ‘Account’ or ‘Site’ (‘Party’, ‘Account’ or ‘Site’ for the profile, ‘Party’ or ‘Site’ for the contact points).
  • 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 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 … Assign. Level 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 column, and no default assignment level is specified in the 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 supports the upload of File Attachments.

  • Select an Attachment Type of ‘File’.
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  • 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, you are prompted to select the file to be uploaded. Alternatively, enter the file path as free text:
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  • Once selected, the location (directory path and file name) of the file is displayed in the Attachment Content column:
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  • Prior to uploading the upload Excel into Oracle, it is first necessary to upload the file attachments, using the ‘Upload Attachments’ button on the ‘Blitz Upload’ tab of the upload Excel:
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Clicking on the ‘Upload 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 the file identifier. This is used during the AR Customer Upload process to link the uploaded file to the Customer Account or Site attachment.
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  • Once the files to be attached have been uploaded, click Validate and Save, then click Upload in Blitz Report and select the saved Excel file. The result report lists every row with its status and message.
  • Existing file attachments can be updated with the AR Customer Upload as well.

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