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For general information about accessing and working with Sub-Account documents, see Sub-Account E-Doc.
The Sub-Account Import (SAIP) e-doc is a financial maintenance document that provides the ability for a user to import a list of sub-account names and numbers into the financial system, bypassing the need to create each sub-account individually, with no approval required.
The Sub-Account Import document contains the Import Sub-Accounts Code tab.
Import Sub-Account Code Tab
The Import Sub-Account Code tab is the only document specific tab and is explained below. The remaining document tabs are common across financial e-docs. The SAIP document is unique in the fact that sub-account information is not manually keyed into the document. Rather, a pre-existing list of sub-accounts is imported into the appropriate tab.
The Import Sub-Account Code tab is where the import of the list of sub-accounts takes place. Before a list of sub-accounts can be imported, they must be properly arranged in a spreadsheet using a template. The template is used to create a .Comma Separated Values (.CSV) file from the spreadsheet that is imported into this tab on the e-doc. There are three buttons on this tab that are used with the import process.
This button is located at the top of the document next to the Sub-Account Import label. This button provides document level help, as well as access to the list of import templates. For importing sub-accounts choose the template named from the list of templates.
Import Lines button
This button is used to begin the process of importing the .CSV file containing sub-accounts into the Import Sub-Account Code tab. This process is very similar to the process of importing accounting lines into an e-doc. Click this button to browse and find the .CSV file that contains the sub-accounts being imported, and import that file into this tab of the e-doc.
Delete All button
Once the import of the .CSV file is complete, the sub-accounts will be displayed in the tab. This button is used if errors are detected after the import. Clicking this button will remove all import entries so that the file can be corrected and the import performed again.
Once the .CSV file has been created and saved, it can then be imported into the Import Sub-Account Code tab of the e-doc. Import the .CSV file using the following steps:
1. Click the import lines button to open the import line.
2. Click the Browse… button to find and select the .CSV file created earlier. Once the file is located, complete the import by clicking the add button.
3. The imported sub-accounts now appear in the Import Sub-Account Code tab.
4. Click the submit button to add these sub-accounts to the financial system.
For more information about the Document Overview tab go to the documentation in the KFS Overview and Introduction to the User Interface.
The Sub-Account Import document is subject to the same business rules as the Sub-Account document.
· If a sub-account contained in the import already exists on an account, the document will not overwrite the existing sub-account and an import error will occur.
· There is no mechanism for mass-deleting sub-accounts once they have been added to the finance system. They must be inactivated individually.
For the information about the Sub-Account document business rules, see Sub-Account.
The SAIP document has no approval workflow. Once the document is submitted the sub-accounts contained in the import are created and the financial system is immediately updated.