StarBuilder Payroll/GL/AP Importing Session - 203 Presented by Melissa Issock Thank you for attending Imports to StarBuilder. My name is Melissa Issock and I am a senior product support rep working with the StarBuilder software. If you have any questions during this session, please ask. Everyone should have received a 30 page handout and a CD. Please raise your hand if you did not receive a handout or CD. (give them the handout or CD. ) I am going to first go through approximately 10 slides and then go through a demo of the import process. © 2005 Geac

Import options available for StarBuilder Payroll Batch Import Accounts Payable Import Invoices General Ledger Import Journal Entries There is one other Import area that is not on this slide and that is StarProject. StarProject can import Prime contract change orders, Sub contract change orders, progress billing completion amounts and changes to a job’s input % completion amounts. © 2005 Geac

Why use the Import? Payroll Batch Import - outsourcing payroll, multiple sites Accounts Payable Import Invoices - multiple sites General Ledger Import Journal Entries - allocations, payroll outsource There is one other Import area that is not on this slide and that is StarProject. StarProject can import Prime contract change orders, Sub contract change orders, progress billing completion amounts and changes to a job’s input % completion amounts. © 2005 Geac

Types of files that can be imported 2 types of files can be imported into Payroll, Accounts Payable and General Ledger. 1) ASCII text file – fixed length text file. 2) DIF file – data interchange format file. An ASCII text file is a standard text file. Word processors typically have an option to save as a .txt file. This is an ASCII text file. A DIF file format is a standard file format option that you can select when saving a spreadsheet file. © 2005 Geac

Creating an ASCII text import file. To create an ASCII text file to import to StarBuilder: 1) Check the import specs for the module that you are importing into. 2) Go into any word processor and create a document that contains the information that you are importing to StarBuilder. 3) Save the file as a text file. When you save the file as a text file, it will remove any formatting that the word processor put on the document. To check import specs, go into the StarBuilder help screen and click on the link for the import specs. It is suggested that you use the ‘Line Printer’ font as it uses actual spacing, not proportional spacing. This makes alignment and review a lot easier. © 2005 Geac

How to create a DIF file to import To create a DIF file to import into StarBuilder: 1) Check the import specs for the module that you are importing into. 2) Go into a spreadsheet program, like Microsoft Excel, and create a spreadsheet that has the same column headings as the import specs outline. Enter the data that you want to import – no need to enter every field. 3) Save the spreadsheet as a DIF file. After saving the file as a DIF file, go into StarBuilder and import the file. Notes - The import specs will explain how each field needs to be formatted. This is very important because if the field is not formatted correctly, there is a good chance that it will not import into StarBuilder correctly. If the field is supposed to be a text field and the field is set to general, which is the default for Excel fields, a value of 001 would import as 1. Notes – If the column headings are not spelled the same as the import specs require, it will not see that field during the import process. © 2005 Geac

Tips on creating DIF files When creating a spreadsheet for import into StarBuilder, it is important that the cells are formatted as text, date or number (depending on what the import spec requires). This will make troubleshooting the layout a lot easier. If you find problems with the import file, make corrections to the original spreadsheet file and re-save as a DIF file. 1) Format the cells prior to adding any data to the spreadsheet . If data does get entered prior to formatting the cells, review the data to make sure that it is still correct after reformatting has occurred. 3) This is necessary because the original spreadsheet has all of the original formatting and the DIF file does not. © 2005 Geac

Troubleshooting Import Issues Payroll and General Ledger - When importing, you have the option to correct errors. This option allows you to correct an error as it is being imported. Accounts Payable - Import invoices does not have this option, but will print a page with any import errors. 1) This option is recommended so that you can make corrections to data that is getting imported on the fly. When an invalid import record appears on the screen, it will highlight the field that it is seeing the incorrect information on. You will be able to correct the data and continue with the import. © 2005 Geac

Questions ??? 1) This option is recommended so that you can make corrections to data that is getting imported on the fly. When an invalid import record appears on the screen, it will highlight the field that it is seeing the incorrect information on. You will be able to correct the data and continue with the import. © 2005 Geac

StarImport Overview StarImport is used to import estimates from other packages into Job Cost. StarImport is a separate application that uses a Microsoft Access database to store information that gets imported into StarBuilder. StarImport allows changes to be made to imported estimates prior to importing them into StarBuilder. © 2005 Geac

Types of file that import into StarImport Bid to Win HCSS MC2 ProEst QuickPen TimberLine ASCII text file © 2005 Geac

StarImport – import field types Phase code Cost Code Cost Type Estimated cost Estimated quantity Estimated hours Description Unit of measure Worker’s Comp code Account number © 2005 Geac