Actuals Importer Business Process
Use the Actuals Importer business process exclusively for bulk creation of Actual business process records across multiple projects at once.
Characteristics
This is an Organization-level business process with a workflow, provided in the system template.
Record Statuses
Approved | terminal status |
|---|---|
Canceled | terminal status |
Rejected | terminal status |
Awaiting_Review | non-terminal status |
Pending_Approval | non-terminal status |
Sent_for_Revision | non-terminal status |
Workflow
The default workflow for the Actuals Importer business process is set up in a certain way; however, it may be used differently by your organization. Typically, a user with the necessary permissions can create the record and either move it directly to the end step or send it to others for review or approval. The recipients in the second step can approve or reject the record or send it on to others.
Related Processes
The Actuals Importer business process might create the following business processes: Actual
The Actuals Importer business process might be created by the following business processes: Not applicable
Creating an Actuals Importer Record
Create an Actuals Importer record by navigating to Actuals / Actuals Importer on the Organization tab, or from the Tasks log on the Organization or Home tab. Act on an existing Actuals Importer task that has been assigned to you from the Tasks log.
Complete the Actuals Importer form and attach related documents, if needed. After completing the form, click Send and select an action in the Workflow Actions list to determine the next step in the workflow. Click Send to route the form to the next assignee.
Note: You must enter a value in all required fields (*) before you can save the form.
- Go to your Organization tab and switch to User mode.
- In the left Navigator, select Actuals, and then select Actuals Importer.
- On the Actuals Importer page, click Create. Refer to the tables below to complete the form. You can click Save at any time to save a draft version of the form. Draft versions are stored under Drafts.
- To add attachments, click Attach Files
on the Attachments tab. - After completing the form, click Send.
- On the Workflow Action Details tab, select who should receive this Actuals Importer.
- If permitted, you can add users to the CC list. These users will receive a notification about this Project Status but are not assigned a task.
- If permitted, you can adjust task due dates for all users, or set individual task due dates for each assignee.
- Click Send.
- In the Notification window, review the content and click OK.
The record moves to the next step in the workflow.
Completing the Actuals Importer Form
Key Information
Key information about this Actuals Importer record
Field Name | Access | Description |
|---|---|---|
Title | Editable | Title of the record |
Amount | Read-Only | Total amount (sum of amounts for all line items) |
Period Start | Editable | The start date for the Payment Application being billed |
Period End | Editable | The end date for the Payment Application being billed |
Due Date | Editable | Target completion date for this record. A default duration has been set by your administrator but can be overridden here for this record. |
Description
Change description, assumptions, justification, and anything else needed for this Actuals Importer.
Field Name | Access | Description |
|---|---|---|
Short Description | Editable | Enter a description of 250 characters or fewer. |
Detailed Description | Editable | The detailed information about the short-description field. The field size can be expanded. |
Record Information
System information about this record
Field Name | Access | Description |
|---|---|---|
Record Number | Read-Only | System-assigned record number |
Status | Read-Only | Record status for a workflow BP record is based on the workflow action preceding the current workflow step. |
Creator | Read-Only | Creator of this record |
Creation Date | Read-Only | Date that the record was created |
Record Last Update Date | Read-Only | Date that the record was last updated |
Business Process Record URL | Read-Only | A shareable link to this record, for anyone with the necessary permissions |
Currency
If the currency of this Actual is different from the project currency, specify it here.
Field Name | Access | Description |
|---|---|---|
Transaction Currency | Editable | If there are multiple currencies defined, use this field to specify a currency other than the project currency. |
Rate in Project Currency | Read-Only | Exchange rate that will be used to calculate the Project Currency Amount. This will be set after the record is saved, submitted, or sent forward in the workflow. After it is set for a record, it cannot be changed. |
Project Currency Amount | Read-Only | This field shows the amount of the transaction, according to the project currency. |
Project Currency Rate Override | Editable | Overrides the project currency exchange rate for this record. This can only be specified on the first step of the workflow. |
Base Currency Rate Override | Editable | Overrides the base currency exchange rate for this record. This can only be specified on the first step of the workflow. |
Completing the Standard tab
Main Form
The information here will be used in the main form of the created Actuals records down at the project level. For multiple lines to be created within a single Project Actuals record, the information in this block must be an exact match.
Field Name | Access | Description |
|---|---|---|
Destination Project | Required | Project where the Actuals record is created |
Shell location | Read-Only |
|
Payment No. | Required | Indicates the payment number, which might include the check number, wire number, electronic funds transfer (EFT) number, and so on. |
Title | Editable | Title of the record |
Actual Type | Editable | Type of actual, used for classification and reporting |
Actuals Record | Read-Only | Link to the created Actuals record, after it is created |
Payment Date | Editable | Date of the payment |
Payment Processed Date | Editable | Date the payment was processed by the finance department |
Vendor | Editable | Select the vendor for this record. |
Legal Vendor Name | Editable | Lists the legal vendor name if the vendor name is different from the vendor full legal business name, the vendor has a name longer than 50 characters, or both. |
Vendor ID | Editable | Populates based on the selected Vendor. Can be manually completed if no Vendor record exists. |
General
Cost Code for this Actuals line item
Field Name | Access | Description |
|---|---|---|
Cost Code | Required | Enter a cost code. |
Code Name | Read-Only | Populates the code name of the selected cost code |
Actuals Details
Cost for this line item. This can be entered as either lump sum or unit rate.
Field Name | Access | Description |
|---|---|---|
Item Quantity | Required | Enter the item quantity. |
Unit of Measure | Editable | The unit-of-measure used when reporting costs per project unit. |
Item Unit Cost | Required | Enter the item unit cost. |
Amount | Read-Only | Amount of this line item |
Description
Description for this Actuals line item.
Field Name | Access | Description |
|---|---|---|
Short Description | Required | Enter a description of 250 characters or fewer. |
Detailed Description | Editable | Enter any additional information to the short description. This field can be expanded, if needed. |
Additional Information
Additional information specific to this Actuals line item.
Field Name | Access | Description |
|---|---|---|
Effective Date | Required | Enter the date this record takes effect. |
Spend Category | Editable | Select the spending category. |
Custom Fields
The Custom Fields block is reserved for future use by your organization.
Field Name | Access | Description |
|---|---|---|
Actuals Line Item Picker UDF 1 | Disabled | Reserved for future use by your organization |
Actuals Line Item Text 255 UDF 1 | Disabled | Reserved for future use by your organization |
Main Form Additional Information
The Main Form Additional Information block is reserved for future use by your organization.
Field Name | Access | Description |
|---|---|---|
Actuals Date Picker UDF 1 | Disabled | Reserved for future use by your organization |
Actuals Date Picker UDF 2 | Disabled | Reserved for future use by your organization |
Actuals Decimal UDF 2 | Disabled | Reserved for future use by your organization |
Actuals Decimal UDF 1 | Disabled | Reserved for future use by your organization |
Actuals Date Only Picker UDF 1 | Disabled | Reserved for future use by your organization |
Actuals Date Only Picker UDF 2 | Disabled | Reserved for future use by your organization |
Actuals Currency Amount UDF 1 | Disabled | Reserved for future use by your organization |
Actuals Currency Amount UDF 2 | Disabled | Reserved for future use by your organization |
Actuals Picker UDF 1 | Disabled | Reserved for future use by your organization |
Actuals Picker UDF 2 | Disabled | Reserved for future use by your organization |
Main Form Additional Notes
The Main Form Additional Notes block is reserved for future use by your organization.
Field Name | Access | Description |
|---|---|---|
Actuals Text 255 UDF 1 | Disabled | Reserved for future use by your organization |
Actuals Text 255 UDF 2 | Disabled | Reserved for future use by your organization |
Actuals Text 255 UDF 3 | Disabled | Reserved for future use by your organization |
Actuals Text 255 UDF 4 | Disabled | Reserved for future use by your organization |
Actuals Long Text UDF 1 | Disabled | Reserved for future use by your organization |
Actuals Long Text UDF 2 | Disabled | Reserved for future use by your organization |
Last Published Monday, April 14, 2025