Importing Account Components
This document describes the procedures for importing account component data from a fixed length ASCII file. This flexible import tool allows the data fields to be imported to appear in the file in any order. Using a record definition line, the field order and length are specified at the time the data is imported.
Component Import Rules
The following are the rules to follow when attempting to import account information into Escape:
- The import file must be fixed length ASCII, without commas or other delimiters between fields.
- Each row (record) in the file must end with carriage return and line feed characters.
Fields Available for Import
The following table lists the account component fields available for import. Remember that they can appear in any order within the file, as long as the field width for each is consistent within the file.
| Component Field | Escape Field Length | Field Identifier | Field Desc |
|---|---|---|---|
| Component Type | s8 | \CT\ | Component Name as set up in Account Structure Screen |
| Component Code | s6 | \CD\ | Component value |
| Component Description | s40 | \DS\ | Long component description |
| Short Description | s10 | \SD\ | Short component description |
| Alpha Sort | s15 | \AS\ | How components will sort on Escape lists |
| Approval #1 | s6 | \A1\ | First approval code, used in requisition approvals |
| Approval #2 | s6 | \A2\ | Second approval code, used in requisition approvals |
| Restricted | s1 | \RS\ | Restricted Accounts Flag (Y=Restricted) |
| Alternate Code #1 | s6 | \C1\ | Code used in translating components for other systems |
| Alternate Code #2 | s6 | \C2\ | Code used in transating components for other systems |
| No PERS Recapture | s1 | \NA\ | Flag for PERS Recapture (Y=NO PERS recapture) |
| Justification Needed | s1 | \JU\ | Flag for Escape justification required (Y=Needs Justification) |
NOTE: The only required fields are the Component Type and Component Code.
- s indicates a string field (alpha or numeric)
- n indicates number field
Running the Import Procedure
Importing your components is easy. From the Components List, (CMPLST procedure #122), first select a fiscal year for the components to be imported. Then choose Import Components from the file pulldown of the Components List. Specify the file name and press F3.
Your file will appear on screen, with instructions as to how to create a definition line. Create the definition line, using the field identifiers as listed in the table above. Press F3 to begin the import.
Move the cursor to line above the data you want to import. Press "Enter" to insert a blank line. Now place "\" characters at the start and end of each field you want to import. In between these "\" characters enter one of the field names below (e.g. "\CT \" for the Component Type field):
| CT - Component Type (Required) | AS - Alpha Sort | C1 - Alternate Code #1 |
| CD - Component Code (Required) | A1 - Approval #1 | C2 - Alternate Code #2 |
| DS - Description | A2 - Approval #2 | NA - No PERS Recapture |
| SD - Short Description | RS - Restricted | JU - Justification Needed |
Example of Import of Fund Components
Press "F3" key when you have entered the field position layout. You will be prompted to confirm that you want to import the file. When the import is complete, press any key to return to the list. Select the FISCAL YEAR again to refresh the list with the new components you just imported.
Reimporting Component Values
You can also update existing component records. If needed, you can modify your import file and try again. If you need to do separate imports for the different component types, be sure to verify where the slashes appear and the field codes are correct once the import file is brought up. The program remembers what was used the last time and may or may not match the component you are currently importing.
For complete instructions on this process, see your Escape Chart User Manual.