support  |  log in
learning center  >  ACCOUNTING - VENDOR MEDIA IMPORTS  >  Vendor Media Templates

Vendor Media Imports

Topics Discussed Below

Enabling the VMI Menu

Adding a New VMI Template

Enabling a VMI Template

Modifying a VMI Template

Disabling a VMI Template

Viewing a Disabled VMI Template

Vendor Media Templates

This menu option will only appear if you have turned off Advanced Vendor Media Imports.  To do, turn off Advances Vendor Media Imports, go to System Admin > System Settings > Settings, within the list find Use Advanced Media Imports, change the setting value to False.  You will have to logout of cairs.net and log back in to make the changes effective.  

Enabling the VMI Menu

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

1.       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 False.

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

7.       Click the Accounting menu.

8.       Within the Accounting pane, click Calls and Media Imports > Vendor Media Template.

 Top of Page

Adding a New VMI Template

1.       Click the Accounting menu.

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

3.       Within the Actions pane click the Add New Vendor Media Import Template.

4.       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.

5.       The General – Vendor Media Import Template window opens.

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

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

·         Vendor Name* – type the vendor name.

·         Template Name – 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).

·         Import Type* – click the field to access a drop-down list and from the list, 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 media type.

·         Delimited File – The following fields display when Delimited File is selected:

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

·         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.

·         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 

·         CSV – The following fields display when CSV is selected:

·         Cell Phone Import –  this field defaults to include a checkmark indicating that you are importing cell phone data.  Click the box to remove the check indicating that you are importing some other type of call data. 

·         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.

·         Fixed Width – The following fields display when Fixed File is selected:

·         Fixed Width String –

·         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.

! If the Import Type* is One Time Charge and the Media Type* is Fixed Width the following message pop-up displays. “The media file is not suitable for fixed width. Please try another media type. “

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

Create Template

8.   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.

9.   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.

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

·         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.

·         Cell Phone Import – click the box to insert a checkmark to indicate that the import is for cell phones.

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

·         Delimiter Name – click the field to access a drop-down list and from the list select the appropriate delimiter, for example; comma, tab, space, etc.

! If no delimiters display within the drop-down list, you need to create them. Within the Template Actions, ribbon group click the Create Delimiter button and within the Create Delimiter pop-up box, complete the following fields (required fields are marked with an asterisk (*)):

Delimiter Name – type the delimiter name.

Delimiter Text – type the delimiter symbol. If the desired symbol isn’t available use the Delimiter Ascii value field.

Delimiter Ascii Value – auto-populates with the Ascii value based on the value entered into the Delimiter Text field. If no value is entered into the Delimiter Text you can type the Ascii value within this field.

! You can create but not currently delete a delimiter.

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

! If the Import Type* is One Time Charge and the Media Type* is Fixed Width the following message pop-up displays. “The media file is not suitable for fixed width. Please try another media type. “

·         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.

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

Column Mapping

12. 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.

13. 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 D=Day, H=Hour, M = Minute, S = Second (colon):= (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. H = Hour, M = Minute, S = Second (colon):= 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.

14. 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 – display the information in the masked form. This tab is helpful in getting the correct mask for the column.

15. 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.

16. When you have completed filling in the information panes, click the Save & Close button within the Actions ribbon group. You are returned to the Vendor Media Template window.  

 Top of Page

Enabling a VMI Template

1.       Click the Accounting menu.

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

3.       Within the Views pane, click the Disabled Templates 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 Vendor Media Template name or portion of the name then click the magnifying glass.

·         Click the Show All button.

5.   A list of disabled Vendor Media Templates populates within the Vendor Media Template pane.

6.   Click and highlight the template within the Vendor Media Template pane and within the Actions pane click the Enable/Disable Template link.

7.   A pop-up window opens asking if you want to Enable this template?

8.   Click Yes to enable the template or No to close the pop-up window.

9.   The enabled template no longer displays within disabled list but rather now displays within the enabled template list. 

 Top of Page

Modifying a VMI Template

1.       Click the Accounting menu.

2.       In the Navigation pane, click Vendor Invoices and Media and then 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 Template name or portion of the name then click the magnifying glass.

·         Click the Show All button.

4.   A list of Vendor Media Templates populates within the Vendor Media Template pane.

5.   Double-click the template to modify. The Vendor Media Import window opens.

6.   Modify information as needed then click Save to save the information and remain on the window or Save & Close to save the information and close the window. 

 Top of Page

Disabling a VMI Template

The disable function is for templates that are in use, but no longer usable. Without Disable, the only way to delete templates currently in use would be to roll back all the projects using that template, delete all related projects, then delete the template (not something we want to do for obvious reasons).

! Disabled templates are not available within the Template Name* drop-down field when adding a new vendor media import project group list. Additionally, files cannot be added to disabled templates.

To disable a template, do the following:

1.       Click the Accounting menu.

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

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.   A list of Vendor Media Templates populates within the Vendor Media Template pane.

4.   Click and highlight the template within the Vendor Media Template pane and within the Actions pane click the Enable/Disable Template link.

A pop-up window opens asking if you want to Disable this template?

5.   Click Yes to disable the template or No to close the pop-up window.

6.   The template no longer displays within the list of enabled templates. 

 Top of Page

Viewing a Disabled VMI Template

To view disabled templates, do the following:

1.       Click the Accounting menu.

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

3.       Within the Views pane, click the Disabled Templates radio button.

4.       If the list of disabled Vendor Media Templates does not populate, either:

·         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.

4.   A list of disabled Vendor Media Templates populates within the Vendor Media Template pane. 

 Top of Page

 

Other Unique Sites

 

Unique.net 

 

Cairs Blog 

 

FTP Site

 

 

                          

 

 

Unique.net Pages

 

Our Products

 

About Us

 

Support

 

Cairs Blog

 

Contact Us

 

Learning Center Pages

 

Learning Center

 

Role-Based Training

 

Training-Courses

Support

 

Contact Us

 

Report a Trouble

 

Request a Feature

 

 

 

© Unique Communication Solutions 2012