Considerations when Changing Import Profiles

Import Profiles are powerful tools that can reduce your workload overhead by helping you automate some system process, such as creating payables. Depending on which type of import you are handling the system displays different column types in the Field Map and different types of field rows. You can modify these based on what you need to import for business purposes. You can build your own import profiles or use a standard profile to copy and modify.

Note: All changes in records are saved in the Maintenance Log for the updated record.

Copying Import Profiles

You cannot change standard, installed import profiles from Eclipse. When you open these profiles, the system displays a View Only message in the bottom status bar. If you want to use the profile as a model, you can copy it and make changes to it without affecting the original Eclipse profile.

For example, to alter the number of data fields that the system uses in the ORDER import profile, you need to make a copy of the ORDER profile and give it a new name. The ORDER profile is the uneditable Eclipse base profile. With the new profile, you can edit the field map section.

To copy an import profile:

From the Tools > Importing menu, select Import Profile Maintenance to display the Import Profile Maintenance window.
In the Import Profile ID, enter the profile name you want to copy.
From the File menu, select Copy Profile.
Make changes and edit as needed.
Save your changes and exit the window.

Updating the Field Map Columns

The following fields display on the Field Map. Consider the implications of changing the information by consulting the descriptions below for more information:

Column	Important Notes or Special Attention
Field Label	The field name to display in the import utility that users see when running the process. The Field Label value is directly ported to all Import Maps that use this profile. Changing a Field Label requires you to update each Import Map that uses the profile.
Field ID	The field name to display in the import utility that users see when running the process.
Required	Select if you want to make this field required during the import process.
Constant Value Allowed	Indicate what value you want the system to use for this field. If specified, then the system does not use the import file values for this field. Note: This column is mutually exclusive from Import Field Map column.
Default Value Allowed	Indicate if you want to allow default values for this field. This field works in conjunction with the Default Value field in the Import Map.
Field Validation	An item to display in the import utility for the Constant Value Allowed and Default Value Allowed fields. If the Field Validation field is left blank, the system does not check entries and free-form information can be added.
Field Conversion	Determines how to modify the Constant Value Allowed and Default Value Allowed field for display purposes. For example, you may import TERMS_ID, but want the system to display Terms Type. For example, if you set the Field Validation column to Date, use the Field Conversion column to dictate how the date should display, such as MM-DD-YYYY.
Field Conversion	The Field Validation and Field Conversion fields work together. The value or field type you have in the Field Validation field, determines what you need to enter in the Field Conversion field. Similar to a MS Excel cell format, if you select in the Field Validation field for the value to be Numeric, then you use the Field Conversion field to tell the system how you want that number to use the decimals. For example, to move the decimal to the right two places, you enter MR2. Press F10 to display a list of valid options.