Import session costs

Import session costs

Open the menu Settings > Data import

File format

1. Select the file format for this import: CSV file, Syfadis format, Session costs. The import format is a CSV file -therefore in text format. The encoding is ANSI by default, but it can be changed.

2. Choose a separator for columns that can contain several values, by default this is the " | " character.

3. Choose the column separator character (usually a "," or "; ").

4. Check or uncheck the 2 options checkboxes:

   • Import the first line of the file (which sometimes can be the labels of the columns).

   • With preview of the result. This allows you to view the import prior  to the actual import.

5. Options of responsibility of the operations. Check the boxes to enable import insertions (or creations) or updates for this import.

File contents

The columns taken into account in the file to be imported are defined in a configuration parameter from the configuration page, node Data import > Training.

This setting is Column order for CSV file, Syfadis format, Session costs and has the default value:

ExternalId;Name;Import_Session.TrainingSession.ExternalId;Nature.Nature.ExternalId;Nature.Nature.Name;RevenueType;BeforeTaxPrice;Import_User.User.ExternalId;User_BeforeTaxPrice;StartedOn;FinishedOn;Provider.AbstractTrainingProvider.ExternalId;Origin

The order of the columns is important for the import mechanism!

Through this import, here are the entities that can be created or updated:

• Cost: Revenue

• Nature of cost: Nature

Import rules

• For a collective cost = 1 line

• For an individual cost = 1 line per registrant

• For an additional cost = 1 line per registrant

• Management of the organisation or the provider of the cost that if it exists – no creation!

• Active or cancelled session

• Active or cancelled registration

• Registration in connection with an active or archived user – it doesn't matter

• A cost import on a session or a deleted registration is not affected – only cancellations are !

Special cases during an import

• For an individual cost, in the import file, if for 1 line, the user entered is not known to the session – no registration of this user to the session, the error is indicated at the exit of the import for the current user.

• For an individual cost, in the case of a session with 3 registered users, if an import contains only 2 lines for the same cost that concern 2 registrants only, after import, the individual cost is imported but with 2 amounts entered for the 2 registrants – for the other registrants, the amount will be 0.

• No import is done on a closed session.

• No import is done on a deleted session.

• No import is done on a deleted registration.

Here is a description of the columns provided for in the import file in the standard:

Additional column information

• Price: for price columns, a decimal place must be filled in

• Start and end date: take into account the dates of the session in case they are not filled in the import file.

• Nature: If the identifier defined in the file does not correspond to an existing cost type in the application, the nature will be created, of course, in this case, the associated name must be entered, otherwise the nature will not be created. If the identifier defined in the file corresponds to an existing nature in the application and the name entered is not the same, the nature will be updated with the new name entered.

• Organization or Vendor: If the identifier defined in the file does not match an existing organisation or vendor in the application, the link will not be made to the cost – not found, no creation for this item.

Settings

The license

License key: Module.Finance

Privileges

Configuration settings

Rules

As a reminder for this import:

• For a collective cost = 1 line

• For an individual cost = 1 line per registrant

• Management of the organisation or the provider of the cost that if it exists – no creation!