Excel To CI - 2

Excel-to-Component Interface Comparison for Assets User Guide
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Proprietary & Confidential Excel to CI Comparison User Guide
OVERVIEW
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Proprietary & Confidential
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Excel to CI Comparison User Guide
Overview
You can use an Excel-to-Component Interface (CI) to load a large number of assets from an Excel Worksheet into PeopleSoft. During a conversion, use this tool to add asset information to your PeopleSoft database to populate financial and physical asset data. There is Business Logic built into the CI that provides a Data Validation process prior to loading the assets into PeopleSoft. This logic provides the same verification steps that the system uses when entering assets directly into the database. PeopleSoft delivers two different CIs for loading assets into Asset Management (AM). This user guide will review how to use both CIs and identify differences between the two tools. 1. Load the asset Interface Tables INTFC_FINPHY_SS_A 2. Load the assets directly into the AM tables BASIC_CI
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High Level Process for the CI to load the Interface Tables -INTFC_FINPHY_SS_A
This delivered CI allows you to load assets from an Excel Worksheet into the asset Interface tables, PS_INTFC_FIN and PS_INTFC_PHY_A. The data can be reviewed and approved on PS_INTFC_FIN and PS_INTFC_PHY_A before being loaded into the main asset tables by the Transaction Loader (AMIF1000).
Load the CI into the Interface Tables
Review and Approve the asset data on the Interface Tables
Load the assets into AM using the Transaction Loader
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Tables BASIC_CI
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This delivered CI allows you to load assets from an Excel Worksheet into the base asset tables.
Load the CI into the Asset Tables
Review the data online
Assets are available for use
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DESCRIPTION OF INDIVIDUAL TABS ON A CI WORKSHEET
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TAB S
Coversheet Tab Connect Information Tab Template Tab Data Input Tab Staging & Submission Tab
Description of the Individual Tabs on a CI Worksheet

The General CI worksheet contains five tabs.
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1. The Coversheet Tab
This tab provides information on how to use the rest of the file. NOTES:
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TAB S
2. The Connect Information Tab This tab stores provides information for the tool to connect to the appropriate database. You specify the environment and how to transmit the data. Once the file setup is complete, you will only need to change this information if you want to change the environment for your data load.
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Field Name Server Machine Name Protocol HTTP Port Portal PeopleSoft Site Name Node Language Code Chunking Factor Error Threshold Submit Blanks as Input Action Description The PeopleSoft web server for this data load. The protocol to access the web server The servers HTTP port numer The name of the portal Name given to site The local default node name The language used for the data submission The number of rows of data submitted to the database at one time The total number of errors allowed before the submission ends. When this threshold is reached, an error message appears. If you do not want blank cells considered values, set this field to No. The action is determined by the CI. In this type of load, we are creating assets.
You can identify the connection information based on the url of your environment. Use this example as a guide:
http://demo.dlzpgroup.com:8050/psp/fscm/EMPLOYEE/ERP/h/?tab=DEFAULT
Web Server Machine Name
HTTP Port
PeopleSoft Site Name
Portal
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TAB S
3. The Template Tab Use this tab to create the template for the CI. For this process, we have selected the INFTC_FINPHY_SS_A file. Select each individual field that will be used for this asset load into the PeopleSoft interface files. The fields that will be included in this data load are highlighted in pink. The fields that will not be used are grey. Once the template is populated for this type of asset load, you should not have to continue to update this tab. The necessary fields are already selected in the sample file. Fields on the 000 row identify the common key field values that are shared by INTFC_FIN and INTFC_PHY_A. Fields on the 100 row contain data for the INTFC_FIN table. Fields on the 200 row identify the data fields for the INTFC_PHY_A table.
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NOTES:
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TAB S
4. The Data Input Tab This tab is created based on the selected fields from the template. This will be the tab that you continuously update with new asset data to load into your system. You should reference the sample file for data values.
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NOTES:
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TAB S
5. The Staging and Submission Tab
This tab is populated based on the data that you key into the Data Input tab. This is the file layout that will be loaded into PeopleSoft.
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INSTRUCTIONS FOR USING THE INTFC_FINPHY_SS_A-CI
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INS T RUC T I O NS
1. 2. 3. Verify the information Enter your Data Select the Stage Data for Submission field Submit the Data Login Confirm that the assets were loaded correctly Repeat steps 3-6
Instructions for using the INTFC_FINPHY_SS_A CI

1. Verify that the information on the Connect Information tab is pointing to the correct database. You may need to update the Web Server machine name and HTTP Port fields for the appropriate database.
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HTTP Port
Portal
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INS T RUC T I O NS
2. Enter your data ino the Data Input field. Use the sample file provided as a guide. Each time you enter data for a new load, make sure to update the Interface ID, Asset ID and Tag Number columns. You cannot load the file if those three numbers already exist in the system due to duplicate number errors. This is an example of the Data Verification process that the CI accomplishes for you prior to loading the assets into PeopleSoft. There are several fields that are repeated throughout the file because the fields exist on both Interface tables. It is important to remember to update all instances of these fields. 3. Once all of the data has been entered on this tab, select the Stage Data for Submission field that is considered an add-in.
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INS T RUC T I O NS
4. Now your updated data appears on the Staging and Submission tab in the appropriate format for the load into PeopleSoft. If you need to make any changes to the data, make sure to go back to the Data Input tab and click the button to restage the data. Click the Submit Data button. It is best to only have one CI file open when you select the Submit Data button.
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INS T RUC T I O NS
5. You will be prompted to enter login information for this PeopleSoft environment. This is to ensure that you are authorized to load data into the database through this CI. This feature is maintained in the security associated with your user id. The Generate Log checkbox allows you to view errors if any are created during the asset load.
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6. A status appears for each asset. Assets that were loaded correctly are marked with a green OK. Those in error are identified with a red Error. Click the Post Results button to update the Data Input tab with the new status.
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INS T RUC T I O NS
7. The Data Input tab is updated with a status for each status. Assets that were loaded onto the Asset Interface tables correctly are marked with a green OK. Those in error are identified with a red Error. If there are any errors, the assets will not load into your database. You need to make updates on the Data Input tab. Once the changes are made, repeat from step 3 until all rows have an OK status. Now your assets are available on the Interface tables and you can begin to process them into AM.
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PROCESS THE ASSETS THAT WERE LOADED ONTO THE PEOPLESOFT INTERFACE TABLES
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INS T RUC T I O NS
1. Navigate to the Financial and Physical Enter the Interface ID Select the first line to review Review the Financial Transaction Tab Review the Physical Transaction Tab Repeat the review for each asset Navigate to Approve Enter the Interface ID Select the Interface ID
Process the assets that were loaded onto the PeopleSoft Interface Tables
1. Navigate to: Main Menu Asset Management Send/Receive Information Import Data via Spreadsheet Financial and Physical When clicking on the Preview Fin and Phy Spreadsheet Page, you will be prompted to Find an Existing Value. 2. Enter the Interface Id used in the Data Input tab. Click the Search button to retrieve results. 3. Select the first line to review.
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10. Check Approve 11. Naviagate to Approve-A 12. Enter the Interface ID 13. Select the Interface ID 14. Check Approve 15. Navigate to Load Transactions into AM
16. Search for a Run Control ID or create a new one
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INS T RUC T I O NS
4. Financial Transaction Tab Use this page to review the fields that are considered part of financial data. This page contains information such as Asset Id, In Service Date, Cost and Quantity. This tab is for review only. You cannot change any fields on this page.
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INS T RUC T I O NS
5. Physical Transaction Tab Use this page to review the fields that are considered financial data. This page contains information such as Type, Tag Number, Class, In Service Date, Cost and Quantity. This tab is for review only. You cannot change any fields on this page.
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You will see that the Load Status on this page is equal to Pending. This means that the asset is in the Interface Table waiting to load into the asset tables.
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6. Repeat this review for each asset loaded into the system.
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INS T RUC T I O NS
7. Navigate to: Main Menu Asset Management Send/ Receive Information Approve Financial Information Approve 8. Enter the Interface Id and click Search. One row appears for each Interface Id.
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INS T RUC T I O NS
1. Navigate to the Financial and Physical Enter the Interface ID Select the first line to review Review the Financial Transaction Tab Review the Physical Transaction Tab Repeat the review for each asset Navigate to the Approve Enter the Interface ID Select the Interface ID
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Select the Interface Id.
10. Check the box next to Approve to signify your approval of all of the assets associated with this Interface Id. 11. Navigate to: Main Menu Asset Management Send/ Receive Information Approve Physical Information Approve-A 12. Enter the Interface Id and click Search. One row appears for each Interface Id.
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10. Check Approve 11. Naviagate to Approve-A 12. Enter the Interface ID 13. Select the Interface ID 14. Check Approve 15. Navigate to Load Transactions into AM 16. Search for a Run Control ID or create a new one
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INS T RUC T I O NS
13. Select the Interface Id. 14. Check the box next to Approve to signify your approval of all of the assets associated with this interface Id.
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It is very important that you mark each Financial and Physical Interface ID as Approved. If you only mark one and not the other, the assets will not load into AM. The process will complete successfully, but the assets will remain on the Interface tables in an error status.
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INS T RUC T I O NS
15. Navigate to: Main Menu Asset Management Send/ Receive Information Load Transactions Load Transactions into AM 16. Click Search to find an existing Run Control Id or create a new one if necessary.
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INS T RUC T I O NS
8. 9. Enter the Interface ID Select the Interface ID
17. Select your Run Control Id. In this example, we used Load.
10. Check Approve 11. Naviagate to Approve-A 12. Enter the Interface ID 13. Select the Interface ID 14. Check Approve 15. Navigate to Load Transactions into AM 16. Search for a Run Control ID or create a new one 17. Select your Run Control ID 18. Search to retrieve Valid Interface IDs 19. Verify your Interface ID in the Total Items 20. Update the Interface ID To-and-From fields 21. Click Run 22. Navigate to Review and verify assets 23. Enter the Interface ID 24. Check the Asset Status
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INS T RUC T I O NS
18. Click the Search button to retrieve valid Interface Ids.
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INS T RUC T I O NS
19. Verify that your Interface Id is available with the correct number of assets in the Total Items in the Query Field. 20. Update the Interface Id To and From fields on the Run Control page.
21. Click the Run button.
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When the process ends successfully, your assets will be available in AM. NOTES:
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INS T RUC T I O NS
22. Verify that the assets were loaded into AM by navigating to: Main Menu Asset Management Send/ Receive Information Approve Financial Information Review 23. Enter the Interface Id and click Search.
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INS T RUC T I O NS
Select one of your assets. 24. Check the Asset Status. If it loaded into the AM tables, the status is equal to Loaded.
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If the system encountered an issue loading the asset into AM, the status would equal Error and the Error Message box would contain details about the problem. You may receive an error if you approved the Financial but not the Physical tabs. If this occurs, then go back to step 5 or 7 and make sure that both tabs are approved. Then you can rerun the Transaction Loader and verify the results. Now your converted assets are available in AM.
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INSTRUCTIONS FOR USING THE BASIC_CI
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INS T RUC T I O NS
1. Verify the information
Instructions for using the BASIC_CI CI

1. Verify that the information on the Connect Information tab is pointing to the correct database. You may need to update the Web Server machine name and HTTP Port fields for the appropriate database.
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Review the fields on the Template Tab

Enter your Data Select the Stage Data for Submission field Submit the Data Login
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Click Post Results

Confirm that the assets were loaded correctly Repeat steps 3-60
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HTTP Port
Portal
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INS T RUC T I O NS
2. This CI uses the BASIC_CI tool. Review the fields selected on the Template Tab.
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Click Post Results

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INS T RUC T I O NS
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3. Enter your data in the Data Input field. Use the sample file provided as a guide. Each time you enter data for a new load, make sure to update the Asset Id and Tag Number columns. You cannot load the file if those three numbers exist in the system due to duplicate number errors. This is an example of the Data Verification process that the CI accomplishes for you prior to loading the assets into PeopleSoft. 4. Once all of the data has been entered on this tab, select the Stage Data for Submission field that is considered an add-in.
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Click Post Results

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INS T RUC T I O NS
5. Now your updated data appears on the Staging and Submission tab in the appropriate format for the load into PeopleSoft. If you need to make any changes to the data, make sure to go back to the Data Input tab and click the button to restage the data. Click the Submit Data button. It is best to only have one CI file open when you select the Submit Data button.
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Click Post Results

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INS T RUC T I O NS
6. You will be prompted to enter login information for this PeopleSoft environment. This is to ensure that you are authorized to load data into the database through this CI. This feature is maintained in the security associated with your User Id. The Generate Log checkbox allows you to view errors if any are created during the asset load.
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Click Post Results

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INS T RUC T I O NS
7. A status appears for each asset. Assets that were loaded correctly are marked with a green OK. Those in error are identified with a red Error. Click the Post Results button to update the Data Input tab with the new status.
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Click Post Results

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INS T RUC T I O NS
8. The Data Input tab is updated with a status for each asset. Assets that were loaded onto the asset Interface tables correctly are marked with a green OK. Those in error are identified with a red Error. 9. If there are any errors, the assets will not load into your database. You need to make updates on the Data Input tab. Once the changes are made, repeat from step 3 until all rows have an OK status. Now your assets are available in AM.
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Click Post Results

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COMPARISONS BETWEEN THE INTFC_FINPHY_SS_A_CI AND THE BASIC_CI
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Comparisons between the INTFC_FINPHY_SS_A CI and the BASIC_CI

INTFC_FINPHY_SS_A CI
Complexity of the CI This template is complicated since there are several required fields repeated throughout the file. This is because the fields appear on multiple records. Examples of these fields include currency and status codes.
BASIC_CI
This template is less complicated because the fields are not repetitive and there are less required fields.
Approval Process after load
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Review/ Update Process of 5 data
This CI allows the user to mark The assets are loaded directly the assets to load in an into AM in an approved status. unapproved status. Then the user must complete an approval process before the assets can load into AM. Because the assets can be loaded into the Interface tables in an unapproved status, the user can review and, if necessary, reload the assets. Because the assets are loaded into AM in an approved status, the user can make changes with delivered on-line functionality like cost adjustments.
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Excel To CI - 2

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Excel-to-Component Interface Comparison for Assets User Guide

Load the CI into the Interface Tables

Review and Approve the asset data on the Interface Tables

Load the assets into AM using the Transaction Loader

4 5 High Level Process for the CI to load the AM

Load the CI into the Asset Tables

Review the data online

Assets are available for use

DESCRIPTION OF INDIVIDUAL TABS ON A CI WORKSHEET

Description of the Individual Tabs on a CI Worksheet

Web Server Machine Name

PeopleSoft Site Name

5. The Staging and Submission Tab

INSTRUCTIONS FOR USING THE INTFC_FINPHY_SS_A-CI

Instructions for using the INTFC_FINPHY_SS_A CI

Web Server Machine Name

PeopleSoft Site Name

16. Search for a Run Control ID or create a new one

16. Search for a Run Control ID or create a new one

16. Search for a Run Control ID or create a new one

16. Search for a Run Control ID or create a new one

Select the Interface Id.

18. Click the Search button to retrieve valid Interface Ids.

21. Click the Run button.

INSTRUCTIONS FOR USING THE BASIC_CI

Instructions for using the BASIC_CI CI

Review the fields on the Template Tab

Click Post Results

Web Server Machine Name

PeopleSoft Site Name

Review the fields on the Template Tab

Click Post Results

Review the fields on the Template Tab

Click Post Results

Review the fields on the Template Tab

Click Post Results

Review the fields on the Template Tab

Click Post Results

Review the fields on the Template Tab

Click Post Results

Review the fields on the Template Tab

Click Post Results

COMPARISONS BETWEEN THE INTFC_FINPHY_SS_A_CI AND THE BASIC_CI

Comparisons between the INTFC_FINPHY_SS_A CI and the BASIC_CI

Approval Process after load

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