AP Data Conversion

The AP Data Conversion process was created so that clients can convert Accounts Payable data from their legacy system to BusinessPlus. The process works based on a spreadsheet concept with column headings that tell the process what data is being converted. Information for each table is contained in a different file and is processed one at a time for maximum control.

The conversion process will update the Purchase Order (PO) and Encumbrance (EN) Subsystems based on a "HITPO" flag and a "PORECEIVE" flag on the common code. The logic is as follows:

Verify there is a Valid Purchase Order.
"HITPO" flag is set.
The status on the Purchase Order is either "PO" for "Open PO" or "PP" for "Partially Paid."
The Purchase Order status will be updated accordingly.
If the Encumbrance Flag is "Y," an entry will be made into the Encumbrance subsystem.
If the "PORECEIVE" flag is set to "Y," the PO Receiving Table will be checked. If a receiving record is needed, it will be placed in the table. A payment record will be placed in the table.

Note: There is a Special Flag called "FQA" for fully qualified accounts. If you want to be able to obtain the GL and JL key and object codes using an FQA, do the following:

Put "FQA" in the 3rd Associated Description field of the common code.
Put the fully qualified account number in the GL KEY column.
Have the GL Object column in the spreadsheet but leave blank.
If using a Job Ledger, place the GR, KEY and Object columns in the spreadsheet, but leave blank.
If using the Work Order, place the WO column in the spreadsheet, but leave blank.

For Invoice Sets, there is the option of using a system seed number to define each unique Set ID. This is only available for the OH-DTL table. If the flag is set, the OH-BATCH-ID field will be ignored and a system seed number will be generated for each new invoice being inserted into the table.

Spreadsheets

Spreadsheets allow maximum flexibility to the generic process. The key to the spreadsheet is row 1 in which the name of the information contained in that field column exists. These names match the name of the column in the database table as well as the online help field descriptions on each screen.

Some features to the process, on a file-by-file basis:

The columns do not have to be in any specific order. The process will handle special features based on the column heading of that field (row 1).
The name of the spreadsheet is the name of the table the information is being inserted into (e.g., OHDTL.xls).
The columns are color coded as to the importance of the data. Red columns must be in the data file, whether inserting or updating. Green columns must be there if inserting data. Gold columns are information needed/recommended by PowerSchool consultants. White columns are other optional information. All colors other than red are not necessarily needed in the file in order to process it.
Ensure that each column appears in the upload file only once. If there are duplicate columns, the Insert will not happen, regardless if the tail sheet says it did.

There are two tabs per spreadsheet file. The first tab is for the data. The second tab has the descriptions of the field columns. The page and tab to find this data is also contained in the field description tab as well as what type of data, length of text fields, how many digits follow the decimal point and any comments, defaults and recommendations.

The process will decipher the column heading row. It will handle dashes as well as lower and upper-case letters to adjust the field name to what it needs to be. If a field name specified is not one within the table, the process will display the error, but will still update/insert the data information for all other columns unless that one wrong column is a required one (red).
Dates – Eight different date formats are available for use. The only requirement is that all dates within a file are the same format. The user will specify the format and the program will modify the date to fit the correct format that the database table will accept.
Numbers/Amounts – The program handles all decimal options. It will calculate what type of number the data is, validate that it is a number, then format it to the correct form to be accepted by the database table. This is on a field by field basis. Only restriction: no dollar signs ($) are permitted.
The data file can be delimited three different ways: TAB, COMMA and PIPE. This is on a file-by-file basis. If a data file has many number fields with commas in the numbers, TAB delimited works better than COMMA.
When updating information, if a blank data field is found, the table will clear that field data as well.
Some data fields have been kept off the spreadsheet columns to minimize data clutter. These fields are usually standard data that is the same for all records. Based on this, if the process does not find that column field name, it will take the preset default. These fields are defined in the spreadsheet field description tab and are dependent on the database table. This default option can be overturned by manually inserting the column into the spreadsheet.
Sorting of a spreadsheet is usually based on the red columns and is specified on the field description tab. This is essential at times to find duplication of data or to be sure data is grouped properly for processing.

Tables

Tables are in update and insertion mode only. No purging of data will be done unless specified.

01 – Transactions (APOHUPTR)

OHDTL

1 or more records based on OH-PE-ID, OH-REF and OH-SEQ-NO.
PO, EN and PO Receiving can be affected when running this table.
Set Type Flag will need to be set. Default is "OH" for Open Hold. If you use "INS," you have the option of using a system seed number called SYNO/APRLSTID to set the Set ID number for each invoice.
Defaults:
OH-STATUS = "PD"
OH-GL-GR = USER GL CODE
OH-JL-GR = USER JL CODE
OH-REF-AMT = OH-DIST-AMT
OH-BATCH-ID = "ROLLOVER"
OH-JOB-NO = 0
OH-PREP-ID = User running conversion
OH-UNITS = 1
OH-UNIT-PRICE = OH-DIST-AMT
OH-PE-NAME = From the OH-PE-ID
OH-ALT-PE-ID = OH-PE-ID
OH-ALT-PEDB-CD = "P"
OH-ALT-ADDR-CD = OH-ADDR-CD
OH-TRNS-FORMAT = "NB"
OH-POST-DT = Current Date

02 – Transactions (APOHUPDV)

OHDIV

1 record per OH-DIV.

03 – Security Codes (APOHUPCD)

OHSEC

1 record per security code based on the OH-SEC-CD.

Common Code Options

APRL/ROLLOVER

How to Run the Process

Before running the process, the tail sheet needs to be set up to be archived so that it can be looked at later for statistics, totals and error reports.

APOHUTZZ

There are two options to running AP Conversion. The options are listed under the menu APOHUTZZ.

APOHUTZZ01 - Generic – Common Code Launch – This option uses the Common Code to set up the process. It asks three basic questions: which table information to convert, what input file to use, and whether or not to run the conversion in trial mode (debug). All other information is taken from the APRL/ROLLOVER common code. Locate the file you want to use for the conversion. After the file is selected, the question field displays the path to the file and is greyed out.
The remote upload may not be able to handle extremely large input files. Check the tail sheet to verify how many records were read/updated/inserted. If the input file is too large, either split the file up into smaller files, or place the file on the App server in the /admin/data directory, which can handle larger file sizes. When placed on the App server, the file name can be no longer than eight characters, all letters in uppercase and no file extension.
The default location of the input file question field is the /data/admin directory on the App server. If a file name is entered here instead of using the upload/browse feature, the system will look for that file on the App server when the utility is run.
For Trial (Debug) Mode: "YES" will have the process handle all the error checking, but not actually insert or update the table. "NO" inserts/updates the table.

APOHUTZZ02 - Custom Conversion – This option is used if there was a custom program written and will be set by the programmer.