Difference between revisions of "Standard Task Import Guide"

Latest revision as of 11:37, 4 October 2024

Standard Task Import Screen

Menu Location: Transaction>>Importers/Exporters>>Task and Time Billing>>Standard Task Import

URL: importmaster_S.htm?mode=STANDTASK

Function: Allows for bulk importing of standard task templates

File Name/Browse: Use the Browse button to locate and select the completed Standard Task Import template file (in XLS format).

Export Template: Generates a blank Standard Task Import template file

Map Fields: Fields must be mapped prior to importing. If no changes have been made to the column headings, the mapping screen should show all green, and you can click OK to continue. If any of the Input Field Name columns on the left are red, single-click on the line on the left column, and then double-click the desired mapped field in the right column to complete the mapping. Repeat for any red lines on the left that should be mapped. If there are additional columns in the source file that should NOT be mapped, they can be left unmapped (displayed in red). Mandatory fields will require that they be mapped before clicking OK.

Standard Task Import File Definitions

Required fields are indicated with an *

*Task - Standard task code, number, or name (max 50 characters). This is the first line of the Standard Task field in the Standard Task screen.

*Descrip - Standard task description (max 50 characters). This is the second line of the Standard Task field in the Standard Task screen.

*DCode - Task Department Code from the Departments (DEPT) rule. Must be a valid department code.

*CCode - Task Priority Code from the Task Priority Codes (TASKCLASS) rule. Must be a valid class/priority code.

*WCode - Task Work Category Code from the Task Work Categories (WORKCAT) rule. Must be a valid work category code.

LCode - Task Service Order Group Code from the Service Order Groups (INSGRP) rule.

DueTime - Due Date Offset value entered as a date code, used to calculate the task due date from the task scheduled date. Valid date codes are ##d (for days), ##w (for weeks), or ##m (for months).

Admin - Enter a 'Y' to check the Admin box on the Options tab of the Standard Task screen. Leave blank or enter 'N' to leave the box unchecked.

NonBill - Enter a 'Y' to check the Non-Billable Task box on the Options tab of the Standard Task screen. Leave blank or enter 'N' to leave the box unchecked.

InHouse - Enter a 'Y' to check the In-House box on the Options tab of the Standard Task screen. Leave blank or enter 'N' to leave the box unchecked.

AlertStandIn - Enter a 'Y' to check the Alert Stand-In box on the Options tab of the Standard Task screen. Leave blank or enter 'N' to leave the box unchecked.

InspectReq - Enter a 'Y' to check the Inspection Required box on the Options tab of the Standard Task screen. Leave blank or enter 'N' to leave the box unchecked.

CheckDup - Enter a 'Y' to check the Check for Duplicates box on the Options tab of the Standard Task screen. Leave blank or enter 'N' to leave the box unchecked.

ExtAuth - Enter a 'Y' to check the External Authorization Required box on the Options tab of the Standard Task screen. Leave blank or enter 'N' to leave the box unchecked.

IntAuth - Enter a 'Y' to check the Internal Authorization Required box on the Options tab of the Standard Task screen. Leave blank or enter 'N' to leave the box unchecked.

ExcGrid - Enter a 'Y' to check the Exclude from Grid box on the Options tab of the Standard Task screen. Leave blank or enter 'N' to leave the box unchecked.

Milestone - Enter a 'Y' to check the Milestone box on the Options tab of the Standard Task screen. Leave blank or enter 'N' to leave the box unchecked.

Standard Task Import Reconciliation

Reconciling imported data should begin with spot-checking several records field-by-field for complete data import. Pick records from the source file that have the most data columns filled in. Verify that all source file data fields imported correctly and display as expected.

Run the Standard Task List report for the imported records. Review the report for basic details and look for any missing or incorrect records.

Standard Task Import Additional Steps

Manually update any additional details, such as detailed notes, resources, parts, solution codes, and any other fields that are not available on the import.

Standard Task Import Database Tables

RTSTASK - Each imported standard task creates a new KEYNO in the this table.

Timing and Preparation

The Standard Task Import is a foundational step in using the Task Management or Time Billing systems. It should occur as soon as the required Task Management Rule Maintenance records have been completely set up. Follow the Task Management Setup Guide for details on the required setup procedures.

The Standard Task Import can also be run to update existing task records where the task code matches.

Standard Task Import File Data Scrubbing

Every customer's data will have different issues that need addressing. Some of the issues will not make themselves visible until after the data has been imported and is in use during parallel testing. This is why it is critically important to perform an early import, and keep accurate notes on issues that need to be addressed on a supplemental import, or for a complete re-import. Some common things that need attention during Sales Order data scrubbing include:

Codes - The import relies heavily on the code values from the corresponding Rule Maintenance records. Review each task, or group of tasks carefully to ensure that the correct codes are being used for the correct columns.

Task - Work with customer to develop a task numbering/naming scheme that makes sense. Consider how the tasks will sort in look-ups, and what formatting features of the task number/name will be most helpful to end-users. If using a numbered system, carefully review for duplicates, and make sure that Excel auto-fill hasn't altered any of the numbers.

Descrip - Standardize terms and review spelling on the descriptions. If time allows, standardize capitalization.

If duplicate tasks (based on the Task column) are found in the file, only the last task found on the spreadsheet will be imported. Review carefully for duplicated tasks.

@@ Line 1: / Line 1: @@
+__NOTOC__
+==Standard Task Import Screen==
-==General Data Import Notes==
+'''Menu Location:''' Transaction>>Importers/Exporters>>Task and Time Billing>>Standard Task Import
-Refer to the [[Data Import General Information]] page for information and guidance on general import timeline, formatting import templates, as well as how to ensure you are using the most current template information for data imports.
+'''URL:''' importmaster_S.htm?mode=STANDTASK
+'''Function:''' Allows for bulk importing of standard task templates
+[[image:taskimportscreen.png]]
-==Project Import Notes==
+'''File Name/Browse:''' Use the Browse button to locate and select the completed Standard Task Import template file (in XLS format).
-===Timing and Preparation===
+'''Export Template:''' Generates a blank Standard Task Import template file
-The Project Import can occur any time after all customers have been imported, all project managers, account managers and salespersons have been established, and all Project Control rules have been completed.
-===General Notes===
-The Project Import creates the base project record. In order to fully work with imported project records, customers should expect to complete other required data and linked records such as tasks and orders manually.
-The Project Import will create the default project phase. Use the Project Phase Import to create additional phases.
-==Project Import File Data Scrubbing==
-Every customer's data will have different issues that need addressing.  Some of the issues will not make themselves visible until after the data has been imported and is in use during parallel testing.  This is why it is critically important to perform an early import, and keep accurate notes on issues that need to be addressed on a supplemental import, or for a complete re-import. Some common things that need attention during Sales Order data scrubbing include:
-* '''Dates''' - Make sure all dates follow the MM/DD/YY format before importing. Also review each date column and work with the customer to ensure the right dates are being imported in the right columns.
-* '''Project #''' - The 'msnnum' column sets the project number. If the msnnum value is left blank, the project number will default to the next consecutive MSN datatable keyno available, according to the spreadsheet order. The system will not use CID counters or Project auto-numbering rules to establish the project number. Review the file data and make sure the msnnum value is filled in for all records, unless the customer approves to auto-assign the project numbers based on database keyno sequence.
-* '''Project Manager/Account Manager/Salesperson''' - In order for these records to import and update correctly, the contact record must exist with the correct attribute, and the name must match exactly. Review all names in the file to ensure that all names match and are set up with the correct attributes.
-* '''Project Bill Type/Type/Status''' - These fields are validated against the corresponding rule name value (not the code value). These names must exist in the corresponding rules, or they will not import. The import will not create new rule details for the imported records.
-*'''CompFlag and OnHold''' - These y/n fields must be entered with a lowercase letter. An uppercase Y will not set the corresponding flag.
-==Project Import Screen (IMPORTPROJECT)==
-Menu Location: Transaction>>Importers/Exporters>>Projects>>Project Import
-[[File:IMPORTPROJECT.png]]
-'''File Name/Browse:''' Use the Browse button to locate and select the completed Project Import template file (in XLS format).
-'''Export Template:''' Generates a blank Project Import template file
 '''Map Fields:''' Fields must be mapped prior to importing. If no changes have been made to the column headings, the mapping screen should show all green, and you can click OK to continue. If any of the Input Field Name columns on the left are red, single-click on the line on the left column, and then double-click the desired mapped field in the right column to complete the mapping.  Repeat for any red lines on the left that should be mapped.  If there are additional columns in the source file that should NOT be mapped, they can be left unmapped (displayed in red). Mandatory fields will require that they be mapped before clicking OK.
@@ Line 51: / Line 18: @@
-==Project Import File Definitions==
+==Standard Task Import File Definitions==
 Required fields are indicated with an *
-'''*f1 - Name''' - Name of the Project. 40 characters max.
+'''*Task''' - Standard task code, number, or name (max 50 characters). This is the first line of the Standard Task field in the Standard Task screen.
-'''*f2 - MSNNum''' - Project number. 20 characters max. If left blank, the import will assign a unique number based on the key number value from the database.
+'''*Descrip''' - Standard task description (max 50 characters). This is the second line of the Standard Task field in the Standard Task screen.
-'''f3 - SDate''' - Project Start Date. Must be formatted as a date in MM/DD/YY format. This is the first of the two date fields under the Ship To field in the Project Master tab.
+'''*DCode''' - Task Department Code from the Departments (DEPT) rule. Must be a valid department code.
-'''f4 - EDate''' - Project End Date. Must be formatted as a date in MM/DD/YY format. This is the second of the two date fields under the Ship To field in the Project Master tab.
+'''*CCode''' - Task Priority Code from the Task Priority Codes (TASKCLASS) rule. Must be a valid class/priority code.
-'''f5 - CompDate''' - Project Completion Date. Must be formatted as a date in MM/DD/YY format.
+'''*WCode''' - Task Work Category Code from the Task Work Categories (WORKCAT) rule. Must be a valid work category code.
-'''f6 - ProdDate''' - Production/Fab Date. Must be formatted as a date in MM/DD/YY format.
+'''LCode''' - Task Service Order Group Code from the Service Order Groups (INSGRP) rule.
-'''f7 - AddDate''' - Project Add/Creation Date. Must be formatted as a date in MM/DD/YY format. If left blank, the added date will be set to the system date at the time of import.
+'''DueTime''' - Due Date Offset value entered as a date code, used to calculate the task due date from the task scheduled date. Valid date codes are ##d (for days), ##w (for weeks), or ##m (for months).
-'''*f8 - Whse''' - Warehouse name for the project. Must match a warehouse name that has been set up in the Warehouses screen.
+'''Admin''' - Enter a 'Y' to check the Admin box on the Options tab of the Standard Task screen. Leave blank or enter 'N' to leave the box unchecked.
-'''f9 - PM''' - Name of the Project Manager. Must match the full name of a contact in Adjutant with the Project Manager attribute.
+'''NonBill''' - Enter a 'Y' to check the Non-Billable Task box on the Options tab of the Standard Task screen. Leave blank or enter 'N' to leave the box unchecked.
-'''f10 - ShortNote''' - A note or extended description of the project. Updates the Project Master Remarks area. 200 characters max.
+'''InHouse''' - Enter a 'Y' to check the In-House box on the Options tab of the Standard Task screen. Leave blank or enter 'N' to leave the box unchecked.
-'''f11 - BillType''' - Project Billing Type. Must match a value in the Project Billing Types (BILLTYPE) rule.
+'''AlertStandIn''' - Enter a 'Y' to check the Alert Stand-In box on the Options tab of the Standard Task screen. Leave blank or enter 'N' to leave the box unchecked.
-'''f12 - BillAmount''' - The amount that has been billed on the project.
+'''InspectReq''' - Enter a 'Y' to check the Inspection Required box on the Options tab of the Standard Task screen. Leave blank or enter 'N' to leave the box unchecked.
-'''f13 - AccrAmount''' - The current accrual amount on the project.
+'''CheckDup''' - Enter a 'Y' to check the Check for Duplicates box on the Options tab of the Standard Task screen. Leave blank or enter 'N' to leave the box unchecked.
-'''f14 - ContractAmt''' - The contract amount of the project.
+'''ExtAuth''' - Enter a 'Y' to check the External Authorization Required box on the Options tab of the Standard Task screen. Leave blank or enter 'N' to leave the box unchecked.
-'''*f15 - TCode''' - Project Type. Must match a value in the Project Types (PROJTYPE) rule.
+'''IntAuth''' - Enter a 'Y' to check the Internal Authorization Required box on the Options tab of the Standard Task screen. Leave blank or enter 'N' to leave the box unchecked.
-'''*f16 - SCode''' - Project Status. Must match a value in the Project Status (PROJSTATUS) rule.
+'''ExcGrid''' - Enter a 'Y' to check the Exclude from Grid box on the Options tab of the Standard Task screen. Leave blank or enter 'N' to leave the box unchecked.
-'''f17 - AccMgr''' - Name of the Account Manager. Must match the full name of a contact in Adjutant with the Account Manager attribute.
+'''Milestone''' - Enter a 'Y' to check the Milestone box on the Options tab of the Standard Task screen. Leave blank or enter 'N' to leave the box unchecked.
-'''f18 - ContractDate''' - Contract Date. Must be formatted as a date in MM/DD/YY format.
-'''f19 - SP''' - Name of the Salesperson . Must match the full name of a contact in Adjutant with the Salesperson attribute.
-'''f20 - CompFlag''' - Completion status of the project. Use a 'y' if the project is complete and a 'n' if it is still active. '''Must be entered as a lowercase letter.'''
+==Standard Task Import Reconciliation==
-'''f21 - RevNum''' - Revision number of the project.
+Reconciling imported data should begin with spot-checking several records field-by-field for complete data import.  Pick records from the source file that have the most data columns filled in.  Verify that all source file data fields imported correctly and display as expected.
-'''f22 - OnHold''' - On hold status of the project. Use a 'y' if the project is on hold and a 'n' if it is not. '''Must be entered as a lowercase letter.'''
+Run the Standard Task List report for the imported records. Review the report for basic details and look for any missing or incorrect records.
-'''*f23 - SoldTo''' - Organization ID of the customer.
-'''*f24 - ShipTo''' - Organization ID of the shipping/work location.
-'''f25 through f31 - Custno1/2/3/4''' - Organization ID of other companies linked to the project.
+==Standard Task Import Additional Steps==
-'''f26 through f32 - Attrib1/2/3/4''' - Attribute code that signifies the relationship of the other companies linked to the project. Use the Attribute Code from text1 of the Organization Attributes rule - i.e SOLDTO, SHIPTO, BILLTO, REMITTO, SOLDFROM, etc.
+Manually update any additional details, such as detailed notes, resources, parts, solution codes, and any  other fields that are not available on the import.
-==Project Import Reconciliation==
+==Standard Task Import Database Tables==
-Reconciling imported data should begin with spot-checking several records field-by-field for complete data import.  Pick records from the source file that have the most data columns filled in.  Verify that all source file data fields imported correctly and display as expected.
+'''RTSTASK''' - Each imported standard task creates a new KEYNO in the this table.
-Run the Project List report to select the imported records. Review the report for basic details and look for any missing or incorrect records.
+===Timing and Preparation===
+The Standard Task Import is a foundational step in using the Task Management or Time Billing systems. It should occur as soon as the required Task Management Rule Maintenance records have been completely set up. Follow the [[Task Management Setup Guide]] for details on the required setup procedures.
+The Standard Task Import can also be run to update existing task records where the task code matches.
-==Project Import Additional Steps==
-If Project Phases need to be imported, run the Project Phase Import.
+==Standard Task Import File Data Scrubbing==
+Every customer's data will have different issues that need addressing.  Some of the issues will not make themselves visible until after the data has been imported and is in use during parallel testing.  This is why it is critically important to perform an early import, and keep accurate notes on issues that need to be addressed on a supplemental import, or for a complete re-import. Some common things that need attention during Sales Order data scrubbing include:
-==Project Import Database Tables==
+* '''Codes''' - The import relies heavily on the code values from the corresponding Rule Maintenance records. Review each task, or group of tasks carefully to ensure that the correct codes are being used for the correct columns.
-'''MSN''' - Each imported project creates a new KEYNO in the this table. The MSNNUM value holds the project number.
+* '''Task''' - Work with customer to develop a task numbering/naming scheme that makes sense. Consider how the tasks will sort in look-ups, and what formatting features of the task number/name will be most helpful to end-users. If using a numbered system, carefully review for duplicates, and make sure that Excel auto-fill hasn't altered any of the numbers.
-'''MSNPHASE''' - Each imported project will create an entry in this table for a default phase. The KEYNO value of the default phase will be linked to the MSNID value which should match the MSN table KEYNO value for the associated project.
+* '''Descrip''' - Standardize terms and review spelling on the descriptions. If time allows, standardize capitalization.
-'''MSNCUST''' - All organization IDs linked to the project are saved in this table as CUSTIDs with a unique KEYNO value for each. They are linked to the MSN table by KEYNOH which will match the MSN KEYNO.
+* If duplicate tasks (based on the Task column) are found in the file, only the last task found on the spreadsheet will be imported. Review carefully for duplicated tasks.
 [[Category: Tasks and Time Billing]]
 [[Category: Import Guides]]
+[[Category: Time and Material]]