Using Import to Create Summary Payment Application Line Items

You can export a template that includes detail form fields as columns for a specific business process (BP). These fields include the detail form line item fields defined in Integration, and the exported template includes Schedule of Values (SOV) record information.

You can edit the exported template and import it to create line items for the BP.

When you import Summary Payment line items for Payment Application BPs, the system uses values that users provided for auto-populated data elements (DEs) if those fields were originally editable. Otherwise, the system uses values from Base Commit or Change Commit line items.

Export the Line Item Template

If a BP includes multiple tabs for line items, the export includes only data from the Standard tab. For other tabs, the tab name appears in the exported data for reference, but the export does not include tab data. The export includes data from all columns in the Reference Base Commit.

To export the template:

  1. Navigate to the Summary Payment Application BP log.
  2. From the toolbar, select Create.
  3. Select a Reference Base Commit for the BP.

    If you do not select a Reference Base Commit, the exported template does not contain data. Data from all columns in the Reference Base Commit exports.

  4. From the More Actions menu, select Export Line Item Template, and then select CSV or Microsoft Excel.

    Depending on your browser, the template downloads automatically, or you are prompted to download it manually.

Modify the Line Item Template

To modify the template:

  1. Open the exported CSV or Excel file in Microsoft Excel.

    The SOV line items are listed.

  2. Enter the line item information in the spreadsheet.

    Each line must begin with D. For multiple tabs, enter the appropriate tab name in the Tab Name column.

  3. Enter data in the required fields and any nonrequired fields as needed.
Important Information
  • Data for formula-based columns is ignored.
  • If you provide auto-populated data, the system imports the value and does not override the imported values, except for fields auto-populated by Base Commit, Change Commit, or SOV.
  • When a DE is set to auto-populate from a Base Commit, Change Commit, or SOV, the auto-populated values take precedence when a zero value is sent for those DEs in CSV, Excel, or the REST API. Any value specified in the input request is ignored.
  • Any line items with an amount of zero are not imported.
  • Use the template to add new lines only. Do not use it to modify existing lines.
  • Imported line items are added after existing line items.
  • Data created through CSV import rolls up to the cost sheet.
  • For data to import correctly, you might need to change some cells in the CSV file to text type. For example, if you have a CBS code of 1-1, Microsoft Excel can interpret the entry as a month-day combination and reformat it to Jan-1. In this case, the data import fails because the CBS code is invalid.

Import the Line Item Template

To import the template:

  1. Navigate to the Summary Payment Application BP log, and select the applicable BP.
  2. From the toolbar, select Actions, select Import, and then select From CSV File or From Microsoft Excel File.
  3. Browse to select the file to import, and then select Next.
  4. Add any attachments to the import.
  5. Select Upload when you finish.

    If any import errors occur, open the CSV or Excel file, correct the error, and import the file again. If any row contains an import error, the system imports no records.

Add Partial Line Items

When you add partial line items through CSV or Excel import or a REST API request to the Summary Payment Applications BP, the system adds all other existing SOV lines along with the line items in the CSV, Excel, or REST API request.

When you schedule payments by creating payment line items through CSV or Excel import or a REST API request, add all payment line items to the grid to avoid discrepancies in the Schedule of Values (SOV). To avoid discrepancies in the SOV when the payment record is approved, you can view all SOV line items that were added to the payment grid on the Standard tab in the following cases:

  • Partial line items are included in the CSV or Excel import or REST API request.
  • The record is created through CSV or Excel import or through a REST API request.
  • The record is created through a REST API request (CreateBPRecord) and partial line items are included in the input request.
  • The record is updated through a REST API request (UpdateBPRecord) and partial line items are included in the input request, provided that no other line items were added to the payment grid.

When you create payment applications in the Payment Items tab, and you are exporting the record CSV or Excel template (or line item CSV or Excel template):

  • If the payment record is created through line items or partial line items by using input from the CSV or Excel template, the system adds all existing SOV lines to the payment grid along with the imported line items, if the import succeeds.
  • If the payment record is created without line items or partial line items, the system does not add any line items or partial line items to the payment grid.
  • If the payment record is created by adding all the payment line items by using input from the CSV or Excel template, the system adds all line items to the payment grid when the import succeeds.

Oracle recommends setting the data definition (DD) value as the default value or defining auto-population when the payment detail form includes required string DEs, such as a short description. If the required string DE does not include a value, the CSV or Excel import or REST API request fails because the system adds all existing line items from the SOV into the payment grid. In this case, the system sends an error email for record creation or displays an error message in the imported CSV template for line item creation.

The system validates payment line items that you add through CSV or Excel import or a REST API request against the SOV line items, even if partial line items were added previously.

Note:

The existing process remains unchanged for CSV or Excel import or REST API requests for line items in nonstandard tabs within Summary Payment Applications SOV BPs.

When you export the record or line item CSV or Excel template, the template displays the following message: The system will add existing SOV lines into the payment grid when importing partial line items.