Page Comparison

Task

Process / Helpful Hint

Upload Template

• Click on Upload Allocations button

• Click on Instructions and Template

Field Definitions and important information

DO NOT remove any columns or headers from the file when uploading.  While they may not be required or may not be applicable for travel, they are critical for the upload to function properly.

• Segment Name

  • Required

  • Max character length 30

• Allocation Name

  • Required - maximum

  • Max character length of 45 characters

• Allocation Description

  • Not Required - maximum

  • Max character length of 180 characters

• Allocation Code

  • Required if you want to capture a numeric value or string - maximum length of 35 characters

  • Max character length 45

• Parent Allocation Name

  • Required if Nesting one Allocation to another - Optional field unless you are using Nested field

  • Max character length 45

• Expense Approver ID

  • Not applicable for Travel

• Expense Approval Threshold Amount

  • Not applicable for Travel 

• Travel Approval External ID

  • Not Required

Nesting Fields

• In the case of a nested segment, the Parent Allocation name must exist/be configured, in order for it to upload successfully

File type

• .CSV (Comma Delimited)

Character limits

• Special Characters not supported: ~ ` ! @ # $ % ^ & * ( ) _ - + = { : ; } [ < , . > ] ? / " ' | \

Common issues that cause a failure

• Ensure ALL columns and headers are included in the file - use the template, and ensure the headers are added correctly 

• Input Segment Name is not present in the system

• Parent Segment not found in system for the input Parent Allocation name

• Input Parent Allocation name is not present in the system

• Linking active child allocation to inactive parent allocation

• Parent allocation's segment is not the parent of the segment that owns the child allocation

• Duplicate Allocation Names are NOT allowed

Task

Process / Helpful Hint

Parent Field

• Setting up Parent field within upload file (Top of upload file)

  • Segment Name – Enter Parent field name

    • In this example, Project Code is the parent field name

    • Max character length 30

  • Allocation Name – Data field collection for Parent (Searchable on purchase page)

    • Max character length 45

  • Allocation Description – Leave blank

    • Max character length 180

  • Allocation Code

    • Enter number associated to this parent

    • Note: This number cannot be reused for any new Parent fields and do not change once associated with the Parent field.

    • In this example, we started off with 12345 and then continued the numbering from there.

    • Max character length 45

Child Field

• Setting up Child field within upload file  (bottom of upload file)

  • Segment Name: Enter Child field name

    • In this example, Project Name is the child field name

    • Max character length 30

  • Allocation Name: Data field collection for child (Searchable on purchase page)

    • Max character length 45

  • Allocation Description: Leave blank

    • Max character length 180

  • Allocation Code: Enter child data field collection for child again

    • Max character length 45

  • Parent Allocation Name: Enter parent data collection associated with the Child data field.

    • Max character length 45

• Note: One to one parent child relationship only. Each entry for parent must be associated with a child entry, and vice versa.

Save File

• Best practice is to save file name as --- siteid-costallocation_yyyymmdd.csv

  • This example: acme-agency_costallocation_20220817.csv

Upload File

• Click Upload Allocations

• Under Upload Template click on Choose File

• Find file and then click on Upload

• Confirmation screen will appear

• Click Close

• Click on Recent Upload History, to validate if the file was successful or if there were errors indicated

• This upload was successful, with no errors

• List of both parent and child fields you have uploaded will appear at the bottom of the home page for Cost Allocation. 

  • Click on the field name listed under the Cost Segment box to see each list.