Importing Multiple Line Items - PM Facilities

Importing multiple line items to Preventative Maintenance Facilities can be done in mass, similar to how multiple line items on invoices/proposals are imported. Importing these line items to a PM Facility can be super useful when multiple line items need to be added for multiple stores. 

Reach out to our Support Desk to take a look at the import spreadsheet if necessary to avoid importing bad data. 

If the goal is to update EXISTING facilities line items on existing programs, follow these steps: 

1. Navigate to the Reports grid. 
   
2. Create a new report by selecting the plus sign in the top right corner of this grid. 
   
3. Add the following criteria to the report
   
4. In order to filter a report for the Program needed, a statement must be added looking for the name of the Program. Select Add Filter and add a filter with the program name that has stores to be updated. 
   
   
5. Update the report to Full Data, run the report and export the data. 
   
   
   
6. Navigate to the Imports grid. 
   
7. Create a new import by selecting the plus sign in the top right corner of this grid.
   
8. Select the import type 'Preventative Maintenance Program Facilities and download the import template. 
   
9. Copy and paste the IDs of the PM Facilities from the created/exported report to column A (ID) of the import sheet. 
   
10. Columns V-AO (Client Invoice LI ID:1-Vendor Invoice LI Incurred:1) are the line item columns. If the goal is to upload multiple of both types of line items, highlight all of those columns and drag the small square by column AO to the right until you have Client Invoice LI ID:2-Vendor Invoice LI Incurred:2 (or however many line items you need. If you need 4, drag those columns until you get to :4).
    1. If the goal is to upload multiple client invoice line items, do this with only Columns V-AE.
    2. If the goal is to upload multiple vendor invoice line items, do this with only Columns AF-AO. (See videos to drag and drop excel column headers)
       
11. Add the required/desired line item data. 
    
    1. Required data can be found on the Mapping Information within the create import screen. For multiple line items, fill out the following columns: LI Type, LI Class, LI QTY, LI Rate, and LI Description. Below are screenshots of 2 line items filled out per client and vendor invoice: 
       
       
       
       
    2. The Generate Vendor Invoice column should be set to TRUE if you are adding vendor invoice line items. For multiple line items, set the 'Vendor Invoice Single Line Item' column to FALSE.
    3. The Generate Client Invoice column should be set to TRUE if you are adding client invoice line items. For multiple line items, set the 'Client Invoice Single Line Item' column to FALSE.
12. Once all of the necessary columns filled out, save the spreadsheet. 
13. Navigate back to Fexa's importing screen, browse files, select the import file, and select Upload. 
    
14. On the Mapping screen, it's very important to make sure all column headers on the left hand side match the correct field on the right hand side. If these are not all matching, it will result in bad data being imported or failures. 
    
15. Once the above has been verified, select Save Mappings. 
    

If the goal is to add NEW facilities and line items on existing programs, follow these steps: 

1. Verify the program has been created in Fexa. 
2. Follow steps 6-8 from above. 
3. Enter the required fields:
   1. Program = The name of the program 
   2. Store = Store identifier
4. For multiple line items on these stores, follow steps 10-12 from above. 
5. To import the spreadsheet, follow steps 13-15 from above.