Difference between revisions of "Item OHF Accounts Import Guide"

Revision as of 09:01, 5 August 2019

1 General Data Import Notes
2 Item OHF Accounts Import Notes
- 2.1 Timing and Preparation
3 Item OHF Accounts File Data Scrubbing
4 Item OHF Accounts Import Screen (IMPORTOHF)
5 Item OHF Account File Definitions
6 Item OHF Accounts Additional Steps
7 Item OHF Accounts Reconciliation
8 Item OHF Accounts Database Tables

General Data Import Notes

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.

Item OHF Accounts Import Notes

The OHF Accounts Import will update the GL Account overrides on existing Item OHF records. The import can be used to add GL Account overrides or to update existing accounts.

Timing and Preparation

Import OHF Accounts can be used at any time after the OHF records exist to update the GL Accounts associated with an Item OHF combination.

Item OHF Accounts 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.

This file is generally built from existing ITEM OHF data and existing GL Account data, so there is rarely a need for scrubbing customer data, beyond verifying that the item, gl account, and OHF data is correct.

Item OHF Accounts Import Screen (IMPORTOHF)

Menu Location: Transaction>>Importers/Exporters>>Item Control>>Item OHF Accounts Import

Item File Name/Browse: Use the Browse button to locate and select the completed Item OHF Accounts import template file (in XLS format).

Export Template: Generates a blank Item OHF Accounts 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.

Item OHF Account File Definitions

Required fields are indicated with an *

*f1 - Item - Item Master item code for the associated OHF record. The item code must exist in Adjutant, or it will fail validation.

*f2 - Whse - Inventory warehouse name. This is required to update existing records. If left blank, the warehouse will be set to the default from the import request screen.

f3 - LeadTime - Order lead time in days for use in calculating delivery time. The Lead Time details in the Item C/V Part tab will override the OHF setting.

f4 - OrderInc - Order increment in stock units. The order increment can cause the recommended order quantity to exceed the maximum quantity setting

f5 - Min - Minimum on-hand stocked quantity, or reorder point, in stock units. Quick Buy will prompt for order when the projected quantity is below the minimum.

f6 - Max - Maximum on-hand stocked quantity, in stock units. Quick Buy will not suggest an order amount that exceeds this quantity.

f7 - OrderQty - Order quantity in stock units. Generally the difference between minimum and maximum quantity.

f8 - ScrapAtQty - On-hand quantity, in stock units, that should be considered scrap. Import accepts only whole numbers, no decimal values.

*f9 - HeldFor - Inventory holder name from the HOLDER rule. This is required to update existing records. If left blank, the Held For will be set to the default from the import request screen.

*f10 - Owner - Inventory owner organization ID. This is required to update existing records. If left blank, the Owner will be set to the default from the import request screen.

f11 - Bin - Default stocking bin location based on the OHF combination. Also known as ProBin. The bin must exist in the Bins screen, the import will not create bins.

f12 - PWOBin - Default bin for produced items

f13 - CtrlAcct - Inventory GL account for the OHF combination. Overrides the CID Master and Warehouse Item Control account.

f14 - POAcct - PO Clearing GL account for the OHF combination. Overrides the CID Master and Warehouse PO Clearing account.

f15 - ICCAcct - Inventory Clearing GL account. Overrides the CID Master and Warehouse IC Clearing account.

f16 - WIPAcct - Work in progress GL account. Overrides the CID Master and Warehouse WIP account.

f17 - ItemCat - Item category from the ITEMCAT rule. If left blank, the item category code marked as 'default' in the rule will be used.

f18 - BCost - Updates the Bcost value in OHF. This field is part of a custom solution that will not be used for new customers.

f19 - BQty - Updates the Bqty value in OHF. This field is part of a custom solution that will not be used for new customers.

f20 - PSelCode - Purchase Selection code for use in Quick Buy purchasing to sort and group items with similar codes. Accepts 10 characters alphanumeric.

f21 - StkCode2 - Stock code for use in Quick Buy purchasing to sort and group items with similar codes. Accepts 10 characters alphanumeric.

f22 - OrderFreq - Order frequency, in days

f23 - IncReOrder - Include on reorder. Set this to 'Y' to include the item OHF combination in Quick Buy.

f24 - FixReOrder - Enter 'Y' to mark the item OHF combination as a fixed redorder.

f25 - ProdPlant - Enter 'Y' to set the 'Produce in this Location flag for the item OHF combination.

f26 - Consig - Enter 'Y' to mark the item OHF combination as a consignment item.

f27 - CycleCode - Custom cycle count code to select similarly coded items for a cycle count. Accepts 4 characters alphanumeric.

f28 - DefSource - Enter 'Y' to mark the item OHF combination 'Default Source' flag and establish the default order source.

f29 - AvgCost - Average cost per stocking unit for the item OHF combination.

f30 - LastCost - Last received cost per stocking unit for the item OHF combination

Item OHF Accounts Additional Steps

There are no additional steps needed after the import.

Item OHF Accounts 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.

Item OHF Accounts Database Tables

ITEMDET - Each imported OHF combination will create a unique KEYNO in this table linked to the item's IKEY and combination of LOCTID (warehouse), VENDID (Owner ID), and HELDFOR.

@@ Line 8: / Line 8: @@
 ==Item OHF Accounts Import Notes==
-The OHF Accounts Import will update the GL Account overrides on existing Item OHF records.
+The OHF Accounts Import will update the GL Account overrides on existing Item OHF records. The import can be used to add GL Account overrides or to update existing accounts.
 ===Timing and Preparation===
-The base OHF record, and additional combinations of OHF records can be created during the initial item import. The OHF import is generally used to update the details for accounting control, or Quick Buy order control based on the item's stocking/receiving warehouse.  The OHF import can be performed at any point during the implementation once the item records have been created.
+Import OHF Accounts can be used at any time after the OHF records exist to update the GL Accounts associated with an Item OHF combination.
-===General Notes===
-All of the quantity values on this import are expressed in stock unit. The Quick Buy application suggests order quantities in stock units, but will convert to purchase units on the purchase order as long as item units, unit groups, and unit conversions are all set appropriately.
@@ Line 27: / Line 21: @@
 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.
-This file is generally built from various sources of customer supplied data, so there is rarely a need for scrubbing customer data, except when item codes or vendor numbers are changed from the customer's legacy system.
+This file is generally built from existing ITEM OHF data and existing GL Account data, so there is rarely a need for scrubbing customer data, beyond verifying that the item, gl account, and OHF data is correct.
@@ Line 43: / Line 37: @@
 '''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.
-'''Default Owner:''' Sets the inventory owner for all imported OHF records where the Owner column is left blank. This list is populated with Organization records that have the Inventory Owner attribute.
-'''Default Warehouse:''' Sets the warehouse location for all imported OHF records where the Whse column is left blank.. This list is populated by Warehouse Control records that have been created.
-'''Default HedlFor:''' Sets the inventory holder for all imported OHF records where the HeldFor column is left blank.. This list is populated from the Item Held For Codes (HOLDER) Rule Maintenance record. If a catch-all code such as 'DEF' is used, make sure the HOLDER rule is set up properly.
-'''Validate to TXT File:''' Generates a TXT file of errors that will prevent the import from completing.