Import Organizations

This feature allows for the importing of Organization information into the Unanet system.

Roles

This screen is available to users having any of the following roles: Administrator, P&R Administrator.

License

This feature is available with any Unanet edition.

Performance Tip Note:  Depending on the number of users in your installation and other factors such as the overall performance of your platform, the activity of importing one or many files may take up to several minutes.  Should this be the case with your installation, you may want to consider running these processes at non-peak times to minimize database contention.

 

Topics covered on this help page include:


Import File Record Layout

 

 

Field Header Name

Required/Comments

1

A

Organization_Code

ALWAYS REQUIRED. The Organization Code is the abbreviation for the company, agency, department, or division (depending on your usage) and is a unique code.    These are used as either "Project Organizations" or "People Organizations" (or both).

You can use the organization import to change an organization code for an existing organization by supplying the following syntax in this field.

"!RENAME!,old_organization_code,new_organization_code"  -- this entire string must be enclosed in double quotes.

For example, if you were attempting to change:

1) Existing Organization Code "Org1" to "Org_One", the import file would include:
"!RENAME!,Org1,Org_One"

Maximum Length: 25 characters

See the Excel Tips regarding the use of double quotes and more.

2

B

Organization_Name

REQUIRED on ADD. This field will contain a more descriptive name to accompany the organization code.

Maximum Length: 128 characters

3

C

Parent_Org_Code

This field allows you to enter a Parent Organization Code if you wish to enter your organizations in a hierarchical manner (tree view).  You can leave this field blank.

Note that you cannot have a circular relationship, that is, the system will prevent you from having a child organization also defined as the parent within the same organization tree branch.

Note that when defining a new set of Organizations, if you intend to define a hierarchy of organizations (ie you plan to populate the parent organization field), you will need to create the higher level organizations first (that is, the parent must first exist if you are trying to associate a child to it).

You can use the special tag !BLANK! to remove an existing entry in this field.

See Organization Hierarchies for more information.

4

D

Org_Type

The type of the Organization.  This value must match an existing Organization Type value defined in your system.  If the Organization Type you are trying to import does not already exist in the database, the entire record will be rejected.  You can leave this field blank.

You can use the special tag !BLANK! to remove an existing entry in this field.

5

E

Size

The size of the Organization.    If the data in this field is not a whole number, the value for this field will be ignored.  This field can be blank.  You can use the special tag !BLANK! to remove an existing entry in this field.

Enter any whole number.

6

F

External_System_Code

This field can be blank.   You can use the special tag !BLANK! to remove an existing entry in this field.

Maximum Length: 25 characters

Note: This field used to be named Account_Number.  Beginning with v10.0, the account number functionality has been altered and the fields previously referred to as account_number have been changed to external_system_code.  While the import column header Account_Number will continue to be a recognized alias for some time, you may want to take measures to update any automated imports to use the new name.

7

G

SIC_Code

This field can be blank. You can use the special tag !BLANK! to remove an existing entry in this field.

Maximum Length: 10 characters

8

H

Classification

This field can be blank. You can use the special tag !BLANK! to remove an existing entry in this field.

Maximum Length: 25 characters

9

I

Industry

This field can be blank.  You can use the special tag !BLANK! to remove an existing entry in this field.

Maximum Length: 64 characters

10

J

Sector

This field can be blank.  You can use the special tag !BLANK! to remove an existing entry in this field.

Maximum Length: 64 characters

11

K

Stock_Symbol

This field can be blank. You can use the special tag !BLANK! to remove an existing entry in this field.

Maximum Length: 10 characters

12

L

URL

This field can be blank.  You can use the special tag !BLANK! to remove an existing entry in this field.

Maximum Length: 128 characters

13

M

User01

OPTIONALLY REQUIRED.  Depending on how you have configured the user defined fields in your system, this field may be a Date, Numeric, String or value that matches a Pick List entry.  This field can be left blank if not configured to be required.  You can use the special tag !BLANK! to remove an existing entry in this field.

Maximum Length: 128 characters

Click here for more information about user defined fields for organizations.

14

N

User02

See note for User Defined 1 above

15

O

User03

See note for User Defined 1 above

16

P

User04

See note for User Defined 1 above

17

Q

User05

See note for User Defined 1 above

18

R

User06

See note for User Defined 1 above

19

S

User07

See note for User Defined 1 above

20

T

User08

See note for User Defined 1 above

21

U

User09

See note for User Defined 1 above

22

V

User10

See note for User Defined 1 above

 

23

W

Delete

This field is used to trigger the system to delete an Organization (including any of it's relationships to other organizations).  In order for the delete to happen, you must have the following text string !DELETE! in this field.

You will not be permitted to delete an organization if it is associated with any People or Projects.

24

X

Financial_Org

This field is used to indicate whether the current Organization is a Financial Organization.  

A value of "Y" indicates that the organization is a Financial Org .  If not provided, the default is "N".

Once an Organization has been designated as a Financial Organization, this attribute can never be changed.

When this value is set to "Y", you must also indicate to which Legal_Entity_Code this organization is to be associated (either it is a Legal Entity itself or it belongs to some other Legal Entity).

25

Y

Legal_Entity

This field is used to indicate whether the current Organization is a Legal Entity.  

A value of "Y" indicates that the organization is a Legal Entity .  If not provided, the default is "N".

 

An Organization cannot be designated as a Legal Entity if it is not also a Financial Organization.

26

Z

Legal_Entity_Code

CONDITIONALLY REQUIRED.  This field is used to indicate the Legal Entity Code to which the current organization is to be associated.  The value supplied must match an existing active Organization Code and that organization must be designated as a Legal Entity.  

If the Financial_Org for the current organization being imported is "Y", then this field will need to be populated with either:

  • Sub-Division of a Legal Entity -- Should this organization be a sub-division of a Legal Entity, supply the Legal Entity Code of the Legal Entity to which this organization belongs.  This assumes the Legal_Entity field contained a "N".
  • Legal Entity -- Should this organization be a Legal Entity (ie the Legal_Entity field contained a "Y"), then this field can either be left blank or you must supply the current organization being imported in this field.

 

This field is ignored if the organization being imported is not a Financial_Org.

27

AA

Default_GL_Post_Org

Should the current organization be a Legal Entity, you will have the option to specify a Default GL Posting Organization for use in the posting procedures.

Any value supplied must be an active Legal Entity Organization (belonging to the same Legal Entity as the current organization).

You can use the special tag !BLANK! to remove an existing entry in this field.

28

AB

Entry_Allowed

This field is used to indicate whether the current Organization is available for financial transaction entry.  

A value of "Y" indicates that transaction entry is allowed.  If not provided, the default is "N".

The current organization must be a Financial Organization in order to supply a value of "Y".

This value can be disabled at any time regardless whether the current organization has been used in processing transactions (only future posting activity will be impacted).

29

AC

Entry_Begin_Date

This date is used to limit when financial transactions can be entered for the current financial organization.  If no date is supplied (and Entry_Allowed is "Y"), then BOT (beginning of time) is assumed.  When a date is specified, the organization will only be available for transaction entry if the post date is greater than or equal to this date.

This value can be changed at any time regardless whether the current organization has been used in processing transactions (only future posting activity will be impacted).

You can use the special tag !BLANK! to remove an existing entry in this field.

Recommended date format:   yyyy-MM-dd    See Allowable Date Formats for more options

30

AD

Entry_End_Date

This date is used to limit when financial transactions can be entered for the current financial organization.  If no date is supplied (and Entry_Allowed is "Y"), then EOT (end of time) is assumed. When a date is specified, the organization will only be available for transaction entry if the post date is less than or equal to this date.

When supplied, this value cannot be prior to the Entry_Begin_Date.

This value can be changed at any time regardless whether the current organization has been used in processing transactions (only future posting activity will be impacted).

You can use the special tag !BLANK! to remove an existing entry in this field.

Recommended date format:   yyyy-MM-dd    See Allowable Date Formats for more options

31

AE

Financial_Parent

The Financials Parent field is used to group organizations into a hierarchy for use in Financial Statements.  This is an optional field (that is, if no value is supplied, the current Org will be treated as a root organization).  To identify this organization as being included in a Financial Hierarchy, you would need to supply the Organization Code of the immediate parent financial organization.  This value must be an active organization belonging to the same Legal Entity.  This value cannot be the same as the current organization being imported, and it cannot be an organization that has designated this organization as it's parent.

There are no restrictions as to when you can change or remove an organization from participating in a Financial Org hierarchy.

You can use the special tag !BLANK! to remove an existing entry in this field.

See Organization Hierarchies for more information.

32

AF

Cost_Pool_Parent

The Cost Pools Parent field is used to group organizations into a hierarchy for use in cost pools setup.  This is an optional field (that is, if no value is supplied, the current Org will be treated as a root organization).  To identify this organization as being included in a Cost Pool Hierarchy, you would need to supply the Organization Code of the immediate parent financial organization.  This value must be an active organization belonging to the same Legal Entity.  This value cannot be the same as the current organization being imported, and it cannot be an organization that has designated this organization as it's parent.

There are no restrictions as to when you can change or remove an organization from participating in a Cost Pools Org hierarchy.

You can use the special tag !BLANK! to remove an existing entry in this field.

See Organization Hierarchies for more information.

33

AG

Active

This field is used to indicate whether the current Organization is available for use in the system.  

A value of "Y" indicates that the organization is active.  If not provided, the default is "Y".

34

AH

Vendor_1099

This field is used to indicate whether the current Organization is to be designated as a 1099 Vendor.  

A value of "Y" indicates that the organization is a 1099 Vendor.  If not provided, the default is "N" when adding a new org.

35

AI

Recipient_Name_1099

This field is used to provide the Recipient Name that is intended to be eventually displayed on a 1099 form.  

This field is optional. You can use the special tag !BLANK! to remove an existing entry in this field.

Maximum Length: 128 characters

36

AJ

Email_1099

This field is used to supply a single email address.  The value supplied must be a valid email format.

This field is optional.  You can use the special tag !BLANK! to remove an existing entry in this field.

Maximum Length: 255 characters

37

AK

Federal_Tax_Id_Type

CONDITIONALLY REQUIRED.  This field is used to supply the Type of Federal Tax Id should this be a 1099 eligible Vendor organization.  This field is required if the Federal Tax Id field has been supplied (when adding a new org).

When adding a new org, if this value is provided, but no value has been provided for the Federal Tax Id, this value will be ignored (and thus not recorded in the org record).

When updating an existing org, if this value is provided, but no value is provide in this import record for Federal Tax Id nor is there an existing Federal Tax Id recorded in the system for this org,  this value will be ignored (and thus not recorded in the org record).

You can use the special tag !BLANK! to remove an existing entry in this field.

Valid values include 1, 2 or 3:

  • 1  for  EIN
  • 2  for  SSN
  • 3  for  ITIN

38

AL

Federal_Tax_Id

This field is used to supply the Federal Tax Id that will eventually be displayed on a 1099 form should this be a 1099 eligible Vendor organization.  

This field is optional.   You can use the special tag !BLANK! to remove an existing entry in this field.

When provided, the value must be 9 digits (and cannot contain any non-numeric values, including hyphens).  

When the Federal Tax ID Type is ITIN, this value must begin with 9, and should have a range of 70 to 88, 90 to 92, or 94 to 99 in the fourth and fifth digits.

 

Note: Check out the Unanet Data model for specific field data types, lengths, and other attributes.


Import File Format

The file to import must be saved in a comma delimited format.   The fields can be enclosed in double quotes -- which would be particularly necessary should the data being imported contain commas.

Importing a Sub-Set of Columns using a Field Header Record

If you are not using the default column layout sequence as defined above, you must include a header record (prefixed with an asterisk *), containing the column Header Names for those columns you are including in the import file (to indicated what data is contained in each column).  The specific Header Names for each column are listed in the table above.

Example:

*Organization_Code,Delete
org1,!DELETE!


Excel Template

You can create the comma delimited import file with any number of tools.  For those interested in using an Excel spreadsheet to create the file, you can download an Excel Template with predefined headers and required fields noted.    

See the Excel Tips regarding the use of double quotes and more.


Import Screen

The Import Organization screen simply looks like:

Field Descriptions:

Field

Description

Type of Import

Select the appropriate import type from the list of available types of imports.

File to Import

Enter (or browse for) the file that you would like to import.

Output Options

Specify the level of detail included in the output.  

 

The import process is triggered by pressing the Import button.  All Warnings and Error messages are written to the screen and can then be saved if desired.  While some line items may be found invalid and rejected, the remaining line items will be successfully imported and saved in the database.  The rejected line items will be written out to a file on the Unanet server as well as displayed at the bottom of the user feedback screen.  The rejected record file name will be UnanetOrganizationImportErrorxxx, where xxx is a randomly generated number.  The file will be placed in the Unanet temporary directory (which is defined by the Temp Directory (Fully Qualified Directory Name) (unanet.temp_directory) Unanet property).

Related Topics