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Title: Historical data load considerations of project expense

Brief description:

This entry describes considerations when importing expenses.

What’s covered in this document:

Initial Considerations Prior to Importing

  1. Consider the user to which you will be uploading the expense. This may be an Admin user or the original historical user. Note that if it is the original historical user then you will need to take into consideration active user licenses (even if temporary).
  2. Verify which expense types you will use (recall that you can't import against a wizard).

  3. Be sure that any expense types you use are fully mapped to a Cost Element and an Account.

  4. Trial Balances will typically be only account balances and often without projects attached.  

    1. Note: Sometimes balances can be brought in via a Journal Entry with projects associated. This would allow for associating with an expense type that has a wizard (for a seamless look).

  5. Consider the granularity level to use when selecting criteria to create Expense reports.
    1. Person/Post Date: Will generate less expense reports (one exp report per month).

    2. Person/Project/Post Date: Will generate more expense reports, but they will be easier to correct since you can delete at the expense report level.

Expense Import Procedure

Constructing the expense import file

It is important to review the specifications of each column in the Help links below, as well as the following consideration points when constructing the import file.

  • Include Task on import file if the project requires tasks (and remember that task names must exactly match the tasks in the project).
  • Make sure you consider Post Date when bringing in expenses.
    • Note that Post Date will only apply if you import the expense as EXTRACTED. If you choose Person/Post Date or Person/Project/Post Date, the resulting status will default to EXTRACTED.
  • Loading historical Other Direct Costs (ODCs) on projects is straightforward. ODCs in the General Ledgers are pulled along with the associated project and linked with an expense type in Unanet. A mapping between GL accounts and Unanet expense types must be defined prior to loading ODCs. Once this mapping is complete, the transfer of ODCs is straightforward.
    • Typically, labor costs that are not entered into timesheets are loaded as expenses. For example, Subcontractor Labor that does not require hours may be brought in through Expense Reports.
  • For projects that have both billable and non-billable expenses, both project types must be included in the import file.
    • If no project type is specified, it will default to the project's project type.
  • If a markup is required on billable expenses, the correct markup must be configured in Unanet prior to loading expenses, either on the master or project level.

Procedure

Navigate to Admin > Import and select "Expense" from the TYPE OF IMPORT dropdown menu.

  • The following screen is displayed. The sections and available options that are shown are directly related to Expense Imports.
  • Select the desired options for each section.


Click Import.

  • Review any error messages displayed in the output.
  • Possible errors may include:
    • Tasks are not on the import file, but the project is requiring tasks in Unanet.
    • Purpose or Location fields are not filled out.
    • Expense Type does not exist.
    • Person is inactive.
  • To resolve, download the error file, edit the error file and re-import the corrected error file.

Run Reports to verify the data is correct.

  • Reports you may wish to run include:
    • Project Actuals Summary
    • Project costing reports (EX: Project Cost Summary or ODC Details).
  • Note: In the INCLUDE EXPENSE REPORTS section, be sure to select either Using Line Item Date within range or Using Posted Date within range (Extracted Expense Reports only) as appropriate. 

Lock the data.

  • After you have verified that the data is correct, re-import the data to lock it if it has not been locked already. You can do this via two methods:
    1. You can export all the expenses, delete the existing expense reports (through the UI or the import), and bring the expenses in again with a Post Date into the LOCKED status.
    2. You can manually lock the existing expenses in the UI.
      • Note: You can use the expense export with the check box to MARK DATA AS EXTRACTED selected and a Post Date specified. For reporting purposes, you may want the Post Date to be set to the expense date. This will require you to run the export for each posting period.
  • Note: While Time imports have a "First Purge" option, Expense imports do not. Re-importing expenses may result in duplicate entries.

Unmapped expenses.

  • If you did not have cost structures specified on your projects prior to import, you will need to run a script to associate the expenses with the cost structures. If you are a Cloud customer, you can submit a request to Support to run this script. If you are On Premise, you can submit a request to Support to provide the script, but will need to run it yourself.

Additional Information

Quick Topic - Historical data load considerations of labor


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