Service Entry Sheet Download
This integration downloads SAP Fieldglass line items as they relate to Service Entry Sheets for purchase order (PO) integration.
Connector Overview
|
Component |
Detail |
|---|---|
|
Company Type |
Buyer |
|
Version Type |
1.0 |
|
Format |
CSV |
|
Prerequisites |
Company Details Setting must be turned on for Integration – Service Entry Sheet Download. User role permission must be turned on for Upload Data and Download Data. |
|
Predecessors |
Statement of Work SOW Line Items Time Sheets for SOW Workers Expense Sheets for SOW Workers |
|
Related Connectors |
N/A |
Triggering Events
When set by a user with the proper approval credentials, the status of a Line Item should be 'Pending Approval'. The Line Item revision_time should be between the last run date and the run date.
File Formatting
Detail
|
Column Header Name |
Data Type |
Length |
Enabled by Default? |
Value(s)/Format |
Description/Use/Field Rules |
|---|---|---|---|---|---|
|
Company Code |
Text |
6 |
Yes |
Valid SAP Fieldglass buyer code |
Buyer Code |
|
Company Name |
Text |
100 |
Yes |
Buyer Name |
|
|
Line Item ID |
Text |
16 |
Yes, if External Line Item ID is not entered. |
Examples:
|
Line Item ID, including Event ID, Schedule ID, Fee ID, Timesheet ID, Expense Sheet ID, or Misc Invoice ID. |
|
External Line Item ID |
Text |
100 |
Yes, if Line Item ID is not entered. |
External ID for the line item. |
|
|
Line Item Name |
Text |
100 |
No |
Name of the Line Item. For Misc Invoice, the Reason code displays. Not applicable to Time Sheets or Expense Sheets. Pull blank value for Time sheet or expenses sheet. |
|
|
Line Item Type |
Text |
2 |
Yes |
Valid values are:
|
The type of document: ES = Expense Sheet PE = Event PS = Schedule TS = Timesheet TU = Fee MI = Miscellaneous Invoice |
|
Revision? |
Text |
4 |
Yes |
Valid values:
|
Indicates whether the Line Item is a revision to a different Line Item. |
|
Revision Number |
Numeric |
No |
Example: 0 |
The revision number of the Line Item. |
|
|
Revision Type |
Text |
8 |
No |
Valid values are:
|
The original line item, the reversed line item, or the revised line item. |
| Original Line Item ID |
Text |
16 |
Yes, if Original External Line Item ID is not entered. |
Example: XXXXTS00001158 |
Line Items that are revised will show their Original Line Item ID in this field, to indicate from which Line Item the revision was created |
|
Original External Line Item ID |
Text |
100 |
Yes, if Original Line Item ID is not entered. |
Line Items that are revised will show their previous Line Item’s External ID. |
|
|
Supplier Code |
Text |
6 |
Yes |
Valid SAP Fieldglass Supplier Code |
Supplier Code for Buyer |
|
Supplier Name |
Text |
100 |
Yes |
Supplier Name |
|
|
Vendor ID |
Text |
100 |
No |
The Vendor ID value associated to the Supplier. |
|
| Service Date |
Date |
No |
Valid values are:
|
The date most typically associated with completion of work for the Line Item. Varies by Line Item module. |
|
|
Submit Date |
Date |
Yes |
The date when the line item was submitted. |
||
|
Main Document ID |
Text |
16 |
No |
Example: Example for SOW: ABCDTQ00001234 Example for Contingent: ABCDJP00001122 |
Statement of Work ID or Job Posting ID of the Line Item. |
|
Project ID |
Text |
16 |
No |
Example for SOW: ABCDTQ00001234 Example for Contingent Work Order: ABCDWO00001122 |
SOW Statement of Work Reference or Contingent Work Order Reference. |
|
PO Number |
Text |
100 |
No |
Example: 7000154099 |
Optional purchase order number from the SOW or Work Order related to the invoice. |
|
Master SOW ID |
Text |
100 |
No |
Example for SOW: ABCDTQ00129093 Example for contingent work order: Blank |
Statement of Work ID of the Master SOW. Defaults to blank for contingent work order. |
|
Master SOW PO Number |
Text |
100 |
No |
Example for SOW: 7000154099 Example for contingent work order: Blank |
Optional purchase order number from the Master SOW related to the invoice. Defaults to blank for contingent work order. |
|
Legal Entity Code |
Text |
100 |
No |
Valid SAP Fieldglass Legal Entity Code |
Legal Entity Code related to the Line Item |
|
Legal Entity Name |
Text |
100 |
No |
Legal Entity Name related to the Line Item |
|
|
Site Code |
Text |
100 |
Yes |
Valid SAP Fieldglass Site Code |
Site Code related to the Line Item |
|
Site Name |
Text |
100 |
Yes |
Site Name related to the Line Item |
|
|
Capitalized? |
Text |
3 |
No |
Valid values:
|
Indicates if line item is to be capitalized. This value can be edited at the characteristic level. |
|
Business Unit Code |
Text |
100 |
Yes |
Valid SAP Fieldglass Buiness Unit Code |
Business Unit Code related to the Line Item |
|
Business Unit Name |
Text |
100 |
Yes |
Business Unit Name related to the Line Item |
|
|
Cost Center Code |
Text |
100 |
Yes |
Valid SAP Fieldglass Cost Center Code |
Cost Center Code related to the Line Item |
|
Cost Center Name |
Text |
100 |
Yes |
Cost Center Name related to the Line Item |
|
| Cost Center Allocation % |
Decimal |
Yes, if Cost Center Allocation Amount is not entered. |
Example: 17.500 |
Allocation percentage associated to the Line Item’s cost center. If company configuration 'Cost Allocation Percentage decimal precision' is enabled, this field shows zeros beyond the precision value set digit. |
|
| Cost Center Allocation Amount |
Decimal |
Yes, if Cost Center Allocation % is not entered. |
Example: 2500.00 |
Allocation amount associated to the Line Item’s cost center. |
|
| Currency |
Text |
100 |
Yes |
Examples:
|
Currency of the line item. |
| Charge Code |
Text |
100 |
Yes |
Valid SAP Fieldglass Task Code or Expense Code. |
Charge Code for line item. Only applicable to Time Sheets and Expense Sheets and for the Schedule, Event and Fee definition. Schedule Event and Fee definition pull blank value. |
|
General Ledger Account Code |
Text |
100 |
Conditional |
Valid SAP Fieldglass General Ledger Account Code |
General Ledger Account Code related to the Line Item. Mutually exclusive with Segmented Object Detail. |
| Hours |
Decimal |
No |
Example: 8.5 |
Line Item Hours, if applicable |
|
| Rate Category Code |
Text |
100 |
Conditional |
Valid SAP Fieldglass Rate Category code. Examples:
|
Line Item Rate Category Code. Only applicable to Time Sheets. For Expense sheet, Schedule, Event, Fee definition, pull blank value. |
| Rate |
Decimal |
No |
Example: 22.58 |
Line item rate |
|
| Segmented Object Detail |
Text |
2000 |
Conditional |
Examples:
|
Segmented Object Detail string. Segments will be separated by delimiter on the Segmented Object. Valid delimiters are colon (:), semi-colon (;), pipe (|), and dash (-). Required if 'Segmented object detail’ configuration is set. More than one string can appear for a cost center. This field is mutually exclusive with GL Account fields. |
|
User defined Segment Names |
Text |
Example: A user selected segment name on Standard Event- Scaffolding is Contract Line then this will be displayed on the SOW Download template with a pre-fix [seg]. |
In the connector configuration's optional column list view Show segment selection config will be set to true by default if Data Set and Enable Buyer Defined Sequence company configs are enabled. If the Data set company config is enabled, then this column will be supported in this upload. This column will display each of the user selectable segments which are associated to the Event Item category type and each segment value. Valid values of the user selectable segments will picked up from the Event line. Max number of segment headers will be 20. Only applicable for hierarchical events. |
||
|
Item Category |
Text |
Conditional |
Available only when Enable Buyer Defined Sequence company configs are enabled. Defines whether the line item is of type Limit or Standard which are planned or unplanned work. Using the Item Category of Limit creates a PO Line for a specified amount. Using the Item Category Type of Standard creates a PO Line where the Qty, Unit, and Unit Rate can be specified. Only applicable for hierarchical events. |
||
|
Product Type |
Text |
Conditional |
Available only when Enable Buyer Defined Sequence company configs are enabled. Only applicable for hierarchical events. |
||
|
Units |
Decimal |
Conditional |
The number of units being billed. Only applicable to Fees and fee-based Schedules. All other modules will return a blank value. Available for events when Enable Buyer Defined Sequence company configs are enabled. Applicable for hierarchical events. |
||
|
Unit of Measure Code |
Conditional |
Valid values: Day Rate Hr (for hour) Day Mo (for month) |
The unit of measure code for the Units listed. Only applicable to Fees and fee-based Schedules. All other modules will return a blank value. Available for events when Enable Buyer Defined Sequence company configs are enabled. Applicable for hierarchical events. |
||
| Unit of Measure Code |
Text |
100 |
Conditional |
Valid values:
|
The unit of measure code for the Units listed. Only applicable to Fees and fee-based Schedules. All other modules will return a blank value. Available for events when Enable Buyer Defined Sequence company configs are enabled. Applicable for hierarchical events. |
| Unit of Measure Name |
Text |
100 |
Conditional |
Valid Value:
|
The unit of measure name for the Units listed. Not applicable to Expense Sheets or Events. |
|
Sequence Number |
Number |
10 |
No |
The sequence number assigned automatically by the Fieldglass application. |
|
|
Buyer Defined Sequence Number |
Number |
10 |
No |
The sequence number assigned manually by the buyer. |
|
| Library Definition Code |
Text |
100 |
Conditional |
Example:
|
The Code of the library definition used to create the Line Item. Only applicable to SOW Characteristics. For Fee Responses, the library is pulled from the Fee Definition. Defaults to blank for timesheet, expense sheet, and misc invoice. |
| Library Definition Name |
Text |
100 |
Conditional |
The name of the SOW library definition used to create the Line Item. Only applicable to SOW Characteristics. For Fee Responses, the library is pulled from the Fee Definition. This field is blank when the characteristic is not copied from the definition library. Defaults to blank for timesheet, expense sheet, and misc invoice. |
|
| Charged Amount |
Decimal |
Yes |
Example: 910.24 |
Amount for the individual charge detail of the Line Item. Note that this value can be negative for reverse line items and Misc Invoices. |
|
| Total Line Item Amount |
Decimal |
Yes |
Example: 2100.92 |
Total Line Item Amount. Note that this value can be negative for reverse line items and Misc Invoices. |
|
|
Cost Center Account Category |
Text |
100 |
No |
Example: "AC-00123" |
The native Account Category field from the Cost Center module |
|
Original Invoice ID |
Text |
100 |
No |
Example: XXXXIN00001234 |
If the invoice is a reversal or revision, this field returns the ID of the first (original) invoice ID. This field will be blank for invoices that are not revisions or reversals. |
|
Previous Invoice ID |
Text |
100 |
No |
Example: XXXXIN00001234 |
If the invoice is a reversal or revision, this field returns the ID of the first (original) invoice ID. This field will be blank for invoices that are not revisions or reversals. |
|
Previous Line Item ID |
Text |
100 |
No |
Example: XXXXES00001234 |
If the invoice is a reversal or revision, this field returns the ID of the first (original) invoice ID. This field will be blank for invoices that are not revisions or reversals. |
|
Final Entry |
Text |
3 |
No |
Valid values:
|
Indicates if this line item is the final entry. Only applicable to Event Hierarchy for a Standard or Limit itemization. Otherwise, this field is blank. |
|
[c] {custom field} |
Dependent on Custom Field |
Dependent on Custom Field |
Dependent on Custom Field |
Dependent on Custom Field |
Any custom fields from available modules which were requested to be added to the download. |
Unique Identifier
-
SOW Line Item ID field
-
Cost Center Code field
-
Charge Code field
-
Rate Code field
-
General Ledger Account Code field (if applicable) or Segmented Object Detail (if applicable)
Custom Fields
-
The download file includes custom fields from various modules in SAP Fieldglass. The specific modules are explained in the following file format.
-
Custom Field headers are displayed in the format ‘[c] Field Name’ by default.
The download file includes custom fields from various modules in SAP Fieldglass. The specific modules are:
-
Cost Center
-
Business Unit
-
Supplier
-
Buyer
-
Site
-
Statement of Work/SOWR
-
Event
-
Fee
-
Schedule
-
Time Sheet
-
Expense Sheet
-
Miscellaneous Invoice
The client can specify the custom fields that they wish to include in the file and the order in which they want to see in the file.
At the time the connector is activated for the client, the client is required to supply a list of the custom fields and their order. This list is stored in SAP Fieldglass against the setup of the connector. If no custom fields are supplied, the download will not include any custom field values.
Custom fields that are included will always appear at the end of the column layout after all the native, either default or optional, SAP Fieldglass fields have been output.
Assumptions/Tips
-
By default, this download includes all Line Items, including reversal and revision Line Items.
-
Event Hierarchy Standard and Limit types can only be itemized.
-
If a buyer company has multiple MSPs, and if an MSP supplier user downloads Line Items using this connector, the supplier only sees Line Items for their MSP.
-
Because this download only includes line items in 'Pending Approval' status, it does not re-send a line item after it gets revised. The downstream system should reconcile this by referring to the 'Original Line Item ID' column.
-
This connector needs to be run on a weekly basis and to not pull more than two weeks of data.
-
Management events are not included in the download.
-
Miscellaneous Invoices are included in this download even though they are not typically considered to be "line items". This is to support customers who require a SES for every invoice to match against.
-
Miscellaneous Invoices cannot be revised. Therefore, any column that provides information regarding revisions of SES items is blank for Misc Invoice.