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learning center  >  ACCOUNTING - VENDOR MEDIA IMPORTS  >  Advanced Vendor Media Imports

Vendor Media Imports

Topics Discussed Below

Enabling the Advanced VMI

Creating a New VMI Project

Creating a VMI Project from a Template

Advanced VMI Views

Rolling Back an Import

Retrying a Failed Import

Deleting a VMI Project

Advanced Vendor Media Import

Vendor Media Import allows you to build a template to import call records and one-time equipment or service charges into the active call database.

A few things need to be created within your database before you consider importing any call records. First, you need to add your call pricing groups into System Admin > Call Record Setup > Call Pricing Group. These groups allow you to apply rates to particular call types that enter your database.

Second, you need to add your call types into System Admin > Call Record Setup > Call Types. These allow you to match the call types from your vendors to the appropriate calls types within your database.

Third, you need to create your vendors within Equipment & Services > Vendor. When creating a project you need to associate the project to a vendor.

When creating an import template, you create a useable template for several different types of media imports. Two basic file types can be imported, a comma delimited test file (produced only through Microsoft Excel) and a *.csv file.

It is a good idea to look at and compare the total number of calls in your active call database after your import is complete.

When you import one-time charges, those equipment or services apply directly to the related telephone number. Each imported one-time charge needs to be associated with an equipment item so before importing make sure the equipment items exists within the database. Once imported, you can find the charges by accessing the telephone number within Configured Items > Set Management

Enabling the Advanced VMI

To ensure the Vendor Media Template menu option is available within the Navigation pane, do the following.

1.       Within the Navigation pane, click the System Admin menu.

2.       In the Navigation pane, click the plus sign (+) next to System Settings to access the submenus.

3.       Click Settings.

4.       The list of system settings displays. Within the list, double-click Use_Advanced_Media_Import.

5.       Click the Setting Value, and type True.

6.       Log out of cairs.net then log back in.

7.       Click the Accounting menu.

8.       Within the Accounting pane, click Vendor Invoices and Media and then Advanced Vendor Media Template.

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Creating a New VMI Project

Before you can create a project, you must have either the comma delimited text file or *.csv file.

1.       Click the Accounting menu.

2.       Within the Accounting pane, click Vendor Invoices and Media and then Advanced Vendor Media Import.

3.       Within the Actions pane, click the Add New Vendor Media Import Project link. The General – Vendor Media Import window opens.

4.       While there are three information panes, we are only concerned with the Project Information pane at this time. Within in the pane, complete the following fields (required fields are marked with an asterisk (*)):

·         Vendor Name* – click the field to access a drop-down list and from the list, select the vendor name to associate to the project.

·         Import Name* – type the import name.

·         Conversion Rate – if applicable, click the field to access a drop-down list and from the list, select the conversion rate, if applicable. (The conversion rate is added within System Admin Call Record Setup Call Pricing GroupAdd Call Pricing Group).

·         Month* – click the field to access a drop-down list and from the list, select the month of the call record or one- time charge.

·         Fiscal Year*– type the current fiscal year.

·         Default Install Date - click the drop-down arrow to access a calendar, from the calendar select the date install date. To change the month and year click the right or left arrow and once at the appropriate month and year, click the number to select the date. The date populates in the box.

5.   Once you have completed the information, within the Actions ribbon group, click the Save button to save your information.

Create Template

6.   Within the Template Action ribbon group, click the Create Template button to open the General – Vendor Media Import Template window.  The Select File or Files… popup opens to allow you to select the file to model the template after.  Browse to the location of the your text or .csv file. Once at the location, click the file name to select it then click the Open button.

7.   The pop-up closes and returns you to the General – Vendor Media Import Template window. Notice the selected file contents display in the lower right-hand pane.

8.   Within the Template Information pane, complete the following fields (required fields are marked with an asterisk (*)):

·         Disabled – click the box within the Disabled field to disable the template.

·         Vendor Name* – this field populates with the vendor selected on the previous screen.

·         Template Name* – type the name of the template you are creating.

·         Import Type* – click the field to access a drop-down list and select either Call Import or One Time Charge Import. If One Time Charge Import is selected, the following fields and panes are removed, as they are not utilized for this import type:

Fields Removed

·         Cell Phone Import

·         Default Import Call Type

Panes Removed

·         Call Type Mapping

·         Media Type – click the field to access a drop-down list, from the list, select the appropriate media type, such as Fixed Width, CSV, Delimited File, etc.

·          The fields following Media Type will change based upon the selected import and media types.

·         Call Import/Delimited File – The following fields display when the combination of Call Import/Delimited File is selected:

·         Delimiter Name – click the drop-down arrow and select the delimiter name.

·         Cell Phone Import – click the box to insert a checkmark within the Cell Phone Import field to indicate the file is a cell phone import.

·         Default Import Call Type – click the field to select the default call type to associate to all the imported calls. This allows cairs.net to associate a call type to those call records that do not have a call type or a matching call type.

·         Model File Name – displays the import file path. If no file was previously selected, click the Select Model File button within the Template Actions ribbon.

·         File Has Header – click the box to insert a checkmark to indicate the file you are importing has column headers.

·         File Header String – if your file contains a header, the column headers populate within this field.

·         File Name Extension – depending on the file type selected, the extension will either be .txt or .csv.

·         File Column Count*– this field populates with the amount of columns present, if it is obvious. If not, then this field populates with one, and you need to add the additional columns in the next field.

·         Extra Columns – after you have counted the number of columns within your file, type the additional number of columns here.

·         Preview Row Count – click the field to access a drop-down list and select the number of rows you want to preview in the Data Preview pane. At some points, it is necessary to view 200 or more rows to ensure the data is consistent throughout the entire file.

·         Default Type for Missing Equipment or Service – click the field to access a drop-down list and from the list select the default equipment or service type to associate to incoming records 

·         Call Import/CSV – The following fields display when the combination of Call Import/CSV is selected:

·         Cell Phone Import – click the box to insert a checkmark within the Cell Phone Import field to indicate the file is a cell phone import.

·         Default Import Call Type – click the field to select the default call type to associate to all the imported calls. This allows cairs.net to associate a call type to those call records that do not have a call type or a matching call type.

·         Model File Name – displays the import file path.

·         File Has Header – click the box to insert a checkmark to indicate the file you are importing has column headers.

·         File Header String – if your file contains a header, the column headers populate within this field.

·         File Name Extension – depending on the file type selected, the extension will either be .txt or .csv.

·         File Column Count*– this field populates with the amount of columns present, if it is obvious. If not, then this field populates with one and you need to add the additional columns in the next field.

·         Extra Columns – after you have counted the number of columns within your file, type the additional number of columns here.

·         Preview Row Count – click the field to access a drop-down list and from the list, select the number of rows you want to preview in the Data Preview pane. At some points, it is necessary to view 200 or more rows to ensure the data is consistent throughout the entire file.

·         Default Type for Missing Equipment or Service – click the field to access a drop-down list and from the list select the default equipment or service type to associate to incoming records 

·         Call Import/Fixed Width – This media file type is not used when importing calls. 

·         One Time Charge Import/Delimited File – The following fields display when Fixed File is selected:

·         Delimiter Name – click the drop-down arrow and select the delimiter name.

·         Model File Name – displays the import file path.

·         File Has Header –click on the box to insert a checkmark to indicate the file you are importing has column headers.

·         File Header String – if your file contains a header, the column headers populate within this field.

·         File Name Extension – depending on the file type selected, the extension will either be .txt or .csv.

·         File Column Count*– this field populates with the amount of columns present, if it is obvious. If not, then this field populates with one and you need to add the additional columns in the next field.

·         Extra Columns – after you have counted the number of columns within your file, type the additional number of columns here.

·         Preview Row Count – click the field to access a drop-down list and from the list, select the number of rows you want to preview in the Data Preview pane. At some points, it is necessary to view 200 or more rows to ensure the data is consistent throughout the entire file.

·         Default Type for Missing Equipment or Service – click the field to access a drop-down list and from the list select the default equipment or service type to associate to incoming records 

·         One Time Charge Import/CSV – The following fields display when the combination of One Time Charge Import/Delimited File is selected:

·         Model File Name – displays the import file path.

·         File Has Header –click on the box to insert a checkmark to indicate the file you are importing has column headers.

·         File Header String – if your file contains a header, the column headers populate within this field.

·         File Name Extension – depending on the file type selected, the extension will either be .txt or .csv.

·         File Column Count*– this field populates with the amount of columns present, if it is obvious. If not, then this field populates with one and you need to add the additional columns in the next field.

·         Extra Columns – after you have counted the number of columns within your file, type the additional number of columns here.

·         Preview Row Count – click the field to access a drop-down list and from the list, select the number of rows you want to preview in the Data Preview pane. At some points, it is necessary to view 200 or more rows to ensure the data is consistent throughout the entire file.

·         Default Type for Missing Equipment or Service – click the field to access a drop-down list and from the list select the default equipment or service type to associate to incoming records 

·         One Time Charge Import/Fixed Width – This media file type is not used when importing one time charges. 

9.   Within the Actions ribbon group, click the Save button to save your information and remain within this window.

Column Mapping

10. The next step is to associate the columns from your file to the fields within the cairs.net database. To do so, utilize the Column Mapping and the Data Preview panes.

11. In the Column Mapping pane, the number of rows matches the number of columns. Complete the following information for each row (required fields are marked with an asterisk (*)):

·         Import Column Index – this field populates with a cairs.net created index number.

·         Import Column Name – this field populates with the number of the column you are matching.

·         Alternate Name – type any alternate name information.

·         Related Column Name – click the field to access a drop-down list and from the list, select one of the following:

·         Call Date – indicates the date the call was made.

·         Call Time – indicates the time the call was initiated.

·         Call Type – indicates the call type, for example, INTNL, In-house, Local, etc.

·         Extension – indicates the telephone number that made the call or the telephone number that incurred the charge.

·         Called Number – indicates the dialed telephone number.

·         Duration – indicates the call duration.

·         Cost – indicates the call or equipment cost.

·         City – indicates the city of the called number.

·         State ­– indicates the state of the called number.

·         Mask – in some columns, there may be extra information that needs to be striped before the file can be imported into the database. The mask allows you to define how the column is to be imported into you call database. The following options are available and described under the Mask Info tab in the lower left portion of the window. Type the mask within the Mask column corresponding to the desired row.

! All masks apply from left to right in the column. You can use a | character between the masks as a delimiter to combine two masks.

·         Empty – no mask. Use the | character between masks as a delimiter to combine with other masks.

·         Trim – removes the space before and after the date.

·         Number – removes anything from the data that is not a number. Also strips + and – characters.

·         Currency – removes anything from that data that is not a number. Leaves + and – prefix characters and interprets number surrounded by ( ) as negative values.

·         Last – includes the last characters or digits. This must be followed by the number of characters to include as indicated by a # sign.

·         First – includes the first characters or digits. This must be followed by the number of characters to include as indicated by a # sign.

·         Strip – specify a number of characters or digits to strip from the front of the data. This must be followed by the number of characters to strip as indicated by a # sign.

·         Remove – used to remove single characters from data. This must be followed by the single character to remove.

·         Duration – used to format time data, a H = hour, M = minute, S = second, := = ignore. For example, if your time in the raw file looked like 0000:32.0 you would enter HHHH:MM.

·         Date – Used to format date data. Y=Year, M=Month, D=Date (colon):=(Ignore) Date MM/DD  12/25 will be changed to 12/25/2009 (If today is earlier than 12/25/2010 or 12/25/2010.

·         Time – used to format time data, a H = hour, M = minute, S = second, := = ignore. For example, HH:MM:SS.

·         Prefix – prefix characters or digits. This mask must be followed by the number of characters to prefix. PREFIX (702)-  123-4567 will be changed to (702)-123-4567.

The following fields display if the Import Type and Media Type combination is Call Import/Delimited File:

·         Service/Equipment Type – click the drop-down arrow and select the service or equipment type.

·         Service/Equipment Name – click the drop-down arrow and select the service or equipment name.

·         Part Name – click the drop-down arrow and select the part name.

12. There are three information tabs located at the bottom of the Data Preview pane.

·         Raw Tab – displays the information as it displays in the file from the Vendor.

·         Formatted – displays the information in the columns as it will be imported into cairs.net.

·         Masked – displays the information in the masked form. This tab is helpful in getting the correct mask for the column.

13. If you are importing calls, you need to complete the Call Type Mapping pane. This pane matches the call types from your Vendor to call types within the cairs.net database. There are two columns within this pane:

·         Call Type – click the field to access a drop-down list of the call types displaying in your Vendor raw file. Select the call type to change to the new call type.

·         Imported Call Type – click the field to access a drop-down list of the call types displaying within your cairs.net database. Select the new call type.

! If there is no call type within your raw file, use the Default Import Call Type field within the Template Information pane.

14. When you have completed filling in the information panes, click the Save & Close button within the Action ribbon group.

15. You are returned to the General – Vendor Media Import window. Notice the template you just created displays in the lower left hand corner of the Template Information pane.

16. The next step is to create a group, which allows you to upload the files before they are actually imported. CES completes the import process.

17. Within the Import Files pane, complete the following fields to create a group:

·         Group Name – type a group name, for example, call records, one-time charges, CSV, etc.

·         Template Name – click the field to access a drop-down list and from the list select the name of the template to associate to the group. A group can contain only one template.

18. Click the plus sign (+) next to your group name. Make sure the group name and template name row remains highlighted.

19. Within the Project Action ribbon group, click the Add Files button.

20. Within the Select File or Files to model the template after pop-up, browse to the location of your text or .csv file. Once at the location, click the file name to select it, and click the Open button.

21. Your file name displays in the line directly below the group name. Notice the Status column says ‘Not Started.’ You need to upload the files so CES can import the calls into your database.

22. Within the Project Action ribbon group, click the Import Now button. This button both uploads and imports the file(s). Depending on the file size, this process may take a moment. When the process finishes, a message displays notifying you the File transfer is complete. Within the pop-up, click the OK button.

23. Within the Actions ribbon group, click the Refresh button. When the refresh is complete, click the plus sign (+) next to your group name. Notice the status of your file has changed to Ready to Import.

24. Within the Actions ribbon group, click the Save & Close button.

25. When CES runs again, it imports your file into the Active Call Database or into Equipment & Service for each telephone number. 

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Creating a New VMI Project from a Template

To open an existing vendor media import template, do the following:

1.     Click the Accounting menu.

2.     In the Navigation pane, click Vendor Invoices and Media > Advanced Vendor Media Import.

3.     Within the Actions pane click the Add New Vendor Media Import Project link. The General – Vendor Media Import window opens.

4.     Within in the Import Files pane, click the drop-down arrow and select template to use for the project.

5.     Complete the following fields within the Project Information pane:

·         Vendor Name* – click the field to access a drop-down list and from the list, select the vendor name to associate to the project.

·         Import Name* – type the import name.

·         Conversion Rate – if applicable, click the field to access a drop-down list and from the list, select the conversion rate, if applicable. (The conversion rate is added within System Admin - Call Record Setup - Call Pricing Group - Add Call Pricing Group).

·         Month* – click the field to access a drop-down list and from the list, select the month of the call record or one- time charge.

·         Fiscal Year*– type the current fiscal year.

6.   Within the Template Action ribbon group, click the Create Template button. Two things happen, the General – Vendor Media Import Template window opens and the Select File or Files to model the template after pop-up opens.

7.   Within the Select File or Files to model the template after pop-up, browse to the location of your text or csv file. Once at the location, click the file name to select it then click the Open button.

8.   The pop-up closes and returns you to the General – Vendor Media Import Template window. Notice the selected file contents display in the lower right-hand pane.

9.   Within the Template Information pane, complete the following fields (required fields are marked with an asterisk (*)):

·         Disabled – click the box within the Disabled field to disable the template.

·         Vendor Name* – this field populates with the vendor selected on the previous screen.

·         Template Name* – type the name of the template you are creating.

·         Import Type* – click the field to access a drop-down list and from the list select the import type; either a call import or a one-time charge for equipment/services import.

·         Media Type – click the field to access a drop-down list, from the list, select the appropriate media type, such as Fixed Width, CSV, Delimited File, etc.

·          The fields following Media Type will change based upon the selected import and media types.

·         Call Import/Delimited File – The following fields display when the combination of Call Import/Delimited File is selected:

·         Delimiter Name – click the drop-down arrow and select the delimiter name.

·         Cell Phone Import – click the box to insert a checkmark to indicate the file is a cell phone import.

·         Default Import Call Type – click the field to select the default call type to associate to all the imported calls. This allows cairs.net to associate a call type to those call records that do not have a call type or a matching call type.

·         Model File Name – displays the import file path. If no file was previously selected, click the Select Model File button within the Template Actions ribbon.

·         File Has Header – click the box to insert a checkmark to indicate the file you are importing has column headers.

·         File Header String – if your file contains a header, the column headers populate within this field.

·         File Name Extension – depending on the file type selected, the extension will either be .txt or .csv.

·         File Column Count*– this field populates with the amount of columns present, if it is obvious. If not, then this field populates with one and you need to add the additional columns in the next field.

·         Extra Columns – after you have counted the number of columns within your file, type the additional number of columns here.

·         Preview Row Count – click the field to access a drop-down list and from the list, select the number of rows you want to preview in the Data Preview pane. At some points, it is necessary to view 200 or more rows to ensure the data is consistent throughout the entire file.

·         Call Import/CSV – The following fields display when the combination of Call Import/CSV is selected.

·         Cell Phone Import – click the box within the Cell Phone Import field to indicate the file is a cell phone import.

·         Default Import Call Type – click the field to select the default call type to associate to all the imported calls. This allows cairs.net to associate a call type to those call records that do not have a call type or a matching call type.

·         Model File Name – displays the import file path.

·         File Has Header – click on the box to insert a checkmark to indicate the file you are importing has column headers.

·         File Header String – if your file contains a header, the column headers populate within this field.

·         File Name Extension – depending on the file type selected, the extension will either be .txt or .csv.

·         File Column Count*– this field populates with the amount of columns present, if it is obvious. If not, then this field populates with one and you need to add the additional columns in the next field.

·         Extra Columns – after you have counted the number of columns within your file, type the additional number of columns here.

·         Preview Row Count – click the field to access a drop-down list and from the list, select the number of rows you want to preview in the Data Preview pane. At some points, it is necessary to view 200 or more rows to ensure the data is consistent throughout the entire file.

·         Call Import/CSV – The following fields display when the combination of Call Import/CSV is selected:

·         Cell Phone Import – click the box to insert a checkmark within the Cell Phone Import field to indicate the file is a cell phone import.

·         Default Import Call Type – click the field to select the default call type to associate to all the imported calls. This allows cairs.net to associate a call type to those call records that do not have a call type or a matching call type.

·         Model File Name – displays the import file path.

·         File Has Header – click on the box to insert a checkmark to indicate the file you are importing has column headers.

·         File Header String – if your file contains a header, the column headers populate within this field.

·         File Name Extension – depending on the file type selected, the extension will either be .txt or .csv.

·         File Column Count*– this field populates with the amount of columns present, if it is obvious. If not, then this field populates with one and you need to add the additional columns in the next field.

·         Extra Columns – after you have counted the number of columns within your file, type the additional number of columns here.

·         Preview Row Count – click the field to access a drop-down list and from the list, select the number of rows you want to preview in the Data Preview pane. At some points, it is necessary to view 200 or more rows to ensure the data is consistent throughout the entire file.

·         Call Import/Fixed Width – This media file type is not used when importing calls.

·         One Time Charge Import/Delimited File – The following fields display when the combination of One Time Charge Import/Delimited File is selected:

·         Delimiter Name – click the drop-down arrow and select the delimiter name.

·         Model File Name – displays the import file path.

·         File Has Header –click on the box to insert a checkmark to indicate the file you are importing has column headers.

·         File Header String – if your file contains a header, the column headers populate within this field.

·         File Name Extension – depending on the file type selected, the extension will either be .txt or .csv.

·         File Column Count*– this field populates with the amount of columns present, if it is obvious. If not, then this field populates with one and you need to add the additional columns in the next field.

·         Extra Columns – after you have counted the number of columns within your file, type the additional number of columns here.

·         Preview Row Count – click the field to access a drop-down list and from the list, select the number of rows you want to preview in the Data Preview pane. At some points, it is necessary to view 200 or more rows to ensure the data is consistent throughout the entire file.

·         One Time Charge Import/CSV – The following fields display when the combination of One Time Charge Import/Delimited File is selected:

·         Model File Name – displays the import file path.

·         File Has Header –click on the box to insert a checkmark to indicate the file you are importing has column headers.

·         File Header String – if your file contains a header, the column headers populate within this field.

·         File Name Extension – depending on the file type selected, the extension will either be .txt or .csv.

·         File Column Count*– this field populates with the amount of columns present, if it is obvious. If not, then this field populates with one and you need to add the additional columns in the next field.

·         Extra Columns – after you have counted the number of columns within your file, type the additional number of columns here.

·         Preview Row Count – click the field to access a drop-down list and from the list, select the number of rows you want to preview in the Data Preview pane. At some points, it is necessary to view 200 or more rows to ensure the data is consistent throughout the entire file.

·         One Time Charge Import/Fixed Width – This media file type is not used when importing one time charges. 

10. Within the Actions ribbon group, click the Save button to save your information and remain within this window.

Column Mapping

11. The next step is to associate the columns from your file to the fields within the cairs.net database. To do so, utilize the Column Mapping and the Data Preview panes.

12. In the Column Mapping pane, the number of rows matches the number of columns. Complete the following information for each row (required fields are marked with an asterisk (*)):

·         Import Column Index – this field populates with a cairs.net created index number.

·         Import Column Name – this field populates with the number of the column you are matching.

·         Alternate Name – type any alternate name information.

·         Related Column Name – click the field to access a drop-down list and from the list, select one of the following:

·         Call Date – indicates the date the call was made.

·         Call Time – indicates the time the call was initiated.

·         Call Type – indicates the call type, for example, INTNL, In-house, Local, etc.

·         Extension – indicates the telephone number that made the call or the telephone number that incurred the charge.

·         Called Number – indicates the dialed telephone number.

·         Duration – indicates the call duration.

·         Cost – indicates the call or equipment cost.

·         City – indicates the city of the called number.

·         State ­– indicates the state of the called number.

·         Mask – in some columns, there may be extra information that needs to be striped before the file can be imported into the database. The mask allows you to define how the column is to be imported into you call database. The following options are available and described under the Mask Info tab in the lower left portion of the window. Type the mask within the Mask column corresponding to the desired row.

! All masks apply from left to right in the column. You can use a | character between the masks as a delimiter to combine two masks.

·         Empty – no mask. Use the | character between masks as a delimiter to combine with other masks.

·         Trim – removes the space before and after the date.

·         Number – removes anything from the data that is not a number. Also strips + and – characters.

·         Currency – removes anything from that data that is not a number. Leaves + and – prefix characters and interprets number surrounded by ( ) as negative values.

·         Last – includes the last characters or digits. This must be followed by the number of characters to include as indicated by a # sign.

·         First – includes the first characters or digits. This must be followed by the number of characters to include as indicated by a # sign.

·         Strip – specify a number of characters or digits to strip from the front of the data. This must be followed by the number of characters to strip as indicated by a # sign.

·         Remove – used to remove single characters from data. This must be followed by the single character to remove.

·         Duration – used to format time data, a H = hour, M = minute, S = second, := = ignore. For example, if your time in the raw file looked like 0000:32.0 you would enter HHHH:MM.

·         Date – Used to format date data. Y=Year, M=Month, D=Date (colon):=(Ignore) Date MM/DD  12/25 will be changed to 12/25/2009 (If today is earlier than 12/25/2010 or 12/25/2010.

·         Time – used to format time data, a H = hour, M = minute, S = second, := = ignore. For example, HH:MM:SS.

·         Prefix – prefix characters or digits. This mask must be followed by the number of characters to prefix. PREFIX (702)-  123-4567 will be changed to (702)-123-4567.

The following fields display if the Import Type and Media Type combination is Call Import/Delimited File:

·         Service/Equipment Type – click the drop-down arrow and select the service or equipment type.

·         Service/Equipment Name – click the drop-down arrow and select the service or equipment name.

·         Part Name – click the drop-down arrow and select the part name.

13. There are three information tabs located at the bottom of the Data Preview pane.

·         Raw Tab – displays the information as it displays in the file from the Vendor.

·         Formatted – displays the information in the columns as it will be imported into cairs.net.

·         Masked – displays the information in the masked form. This tab is helpful in getting the correct mask for the column.

14. If you are importing calls, you need to complete the Call Type Mapping pane. This pane matches the call types from your Vendor to call types within the cairs.net database. There are two columns within this pane:

·         Call Type – click the field to access a drop-down list of the call types displaying in your Vendor raw file. Select the call type to change to the new call type.

·         Imported Call Type – click the field to access a drop-down list of the call types displaying within your cairs.net database. Select the new call type.

 ! If there is no call type within your raw file, use the Default Import Call Type field within the Template Information pane.

15. When you have completed filling in the information panes, click the Save & Close button within the Action ribbon group.

16. You are returned to the General – Vendor Media Import window. Notice the template you just created displays in the lower left hand corner of the Template Information pane.

17. The next step is to create a group, which allows you to upload the files before they are actually imported. CES completes the import process.

18. Within the Import Files pane, complete the following fields to create a group:

·         Group Name – type a group name, for example, call records, one-time charges, CSV, etc.

·         Template Name – click the field to access a drop-down list and from the list select the name of the template to associate to the group. A group can contain only one template.

19. Click the plus sign next to your group name. Make sure the group name and template name row remains highlighted.

20. Within the Project Action ribbon group, click the Add Files button.

21. Within the Select File or Files to model the template after pop-up, browse to the location of your text or csv file. Once at the location, click the file name to select it click the Open button.

22. Your file name displays in the line directly below the group name. Notice the Status column says ‘Not Started’. You need to upload the files so CES can import the calls into your database.

23. Within the Project Action ribbon group, click the Import Now button. This button both uploads and imports the file(s). Depending on the file size, this process may take a moment. When the process finishes, a message displays notifying you the File transfer is complete. Within the pop-up, click the OK button.

24. Within the Actions ribbon group, click the Refresh button. When the refresh is complete, click the plus sign (+) next to your group name. Notice the status of your file has changed to Ready to Import.

25. Within the Actions ribbon group, click the Save & Close button.

When CES runs again, it imports your file into the Active Call Database or into Equipment & Service for each telephone number. 

Advanced VMI Views

To view the status of all imports including those in progress, completed, failed etc., do the following:

1.     Click the Accounting menu.

2.     In the Navigation pane, click Vendor Invoices and Media > Advanced Vendor Media Import.

3.     Within the Views pane, are the following views.

·         Simple List – displays the following information: Import Name, Month*, Fiscal Year*, Vendor Name*, Vendor Email Address.

·         Fiscal Year – displays the following information: Fiscal Year*, Month*, Total Records. This view consolidates imports by their fiscal year. Click the plus sign (+) to the left of the Fiscal Year* field to expand the row and display additional import details.

·         Import Name – displays the following information: Import Name, Total Records. This view displays imports by the import name. Click the plus sign (+) to the left of the Import Name field to expand the row and display additional import details.

·         Vendor Name – displays the following information: Vendor Name*, Total Records. This view displays imports by the vendor name. Click the plus sign (+) to the left of the Vendor Name field to expand the row and display additional import details.

4.   Within the Views pane, click the radio button next to the desired view.

5.   Depending on the amount of records you have within your database, the list may not readily populate. To populate the list, perform one of the following actions:

·         Within the search box, type the search criteria then click the magnifying glass.

·         Click the Show All button.

6.   This information displays within the Vendor Media Import pane. 

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Rolling Back an Import

To roll back an import, do the following:

1.     Click the Accounting menu.

2.     In the Navigation pane, click Vendor Invoices and Media then Vendor Media Import.

3.     Within the Views pane, click the All File Imports radio button.

4.     Depending on the amount of records you have within your database, the list may not readily populate. To populate the list, perform one of the following actions:

·         Within the search box, type the import name or portion of the name then click the magnifying glass.

·         Click the Show All button.

5.   Within the list double click on the project to open the General – Vendor Media Import screen. 

6.   With the Import Files pane, click on the plus sign next to the Template Name to view the imported projects.  Highlight the project that you want to rollback.

7.   Within the Project Actions ribbon group, click on the Rollback Imports button.

8.   You have two choose when rolling back, you can either rollback the entire project or just roll back an individual file.  To rollback the whole project click on the Yes, to rollback just an individual file click on No. 

9.   If the records have already been billed, you will not be able to rollback the import.  In this case you could rollback the bill and then rollback the import. 

10. When the project or file is rolled back the status changes Completed to Roll Back. 

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Retrying a Failed Import

To retry a failed import, do the following:

1.     Click the Accounting menu.

2.     In the Navigation pane, click Vendor Invoices and Media > Vendor Media Import.

·         Depending on the amount of records you have within your database, the list may not readily populate. To populate the list, perform one of the following actions:

·         Within the search box, type the Vendor Media Template name or portion of the name then click the magnifying glass.

·         Click the Show All button.

3.   Within the list double click on the project to open the General – Vendor Media Import screen. 

4.   With the Import Files pane, click on the plus sign next to the Template Name to view the imported projects.  Highlight the project that you want to retry.

5.   Within the Project Actions ribbon group, click on the Retry Failed Imports button.

6.   A pop-up opens displaying the following text, “All the rows failed during the last import will be reset to import again. Do you want to continue?”

7.   Click Yes to continue with the import or No to cancel and close the window. 

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Deleting a VMI Project

To delete a Vendor Media Import Project, do the following:

1.       Click the Accounting menu.

2.       In the Navigation pane, click Vendor Invoices and Media > Advanced Vendor Media Template.

3.       Depending on the amount of records you have within your database, the list may not readily populate. To populate the list, perform one of the following actions:

·         Within the search box, type the Vendor Media Project name or portion of the name then click the magnifying glass.

·         Click the Show All button.

4.       A list of Vendor Media Import Projects populates within the Vendor Media Import pane. Click the project to delete and within the Actions pane click Delete Vendor Media Import Project.

5.       A pop-up window opens asking “Are you sure you want to delete the selected vendor media import?”

6.       Click Yes to delete the project or No to close the window. 

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