Project Import Guide

General Information

'Menu Location: Transaction>>Importers/Exporters>>Projects>>Project Import

URL:importmaster_S.htm?mode=PROJECTIMPORT

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.

Project Import Notes

Timing and Preparation

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 Project 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)

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.

Project Import File Definitions

Required fields are indicated with an *

*f1 - Name - Name of the Project. 40 characters max.

*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.

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.

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.

f5 - CompDate - Project Completion Date. Must be formatted as a date in MM/DD/YY format.

f6 - ProdDate - Production/Fab Date. Must be formatted as a date in MM/DD/YY format.

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.

*f8 - Whse - Warehouse name for the project. Must match a warehouse name that has been set up in the Warehouses screen.

f9 - PM - Name of the Project Manager. Must match the full name of a contact in Adjutant with the Project Manager attribute.

f10 - ShortNote - A note or extended description of the project. Updates the Project Master Remarks area. 200 characters max.

f11 - BillType - Project Billing Type. Must match a value in the Project Billing Types (BILLTYPE) rule.

f12 - BillAmount - The amount that has been billed on the project.

f13 - AccrAmount - The current accrual amount on the project.

f14 - ContractAmt - The contract amount of the project.

*f15 - TCode - Project Type. Must match a value in the Project Types (PROJTYPE) rule.

*f16 - SCode - Project Status. Must match a value in the Project Status (PROJSTATUS) rule.

f17 - AccMgr - Name of the Account Manager. Must match the full name of a contact in Adjutant with the Account Manager attribute.

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.

f21 - RevNum - Revision number of the project.

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.

*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.

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.

Project 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 Project List report to select the imported records. Review the report for basic details and look for any missing or incorrect records.

Project Import Additional Steps

If Project Phases need to be imported, run the Project Phase Import.

Project Import Database Tables

MSN - Each imported project creates a new KEYNO in the this table. The MSNNUM value holds the project number.

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.

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.