Gift Batch Import File Specification

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Revision as of 18:32, 27 February 2013 by Dwmosman (talk | contribs) (Removed gift record extended format. Updated spec as per earlier comments. Removed comments except for outstanding questions.)
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NOTE: This specification is a work in progress and has not yet been implemented. - Dwmosman 18:32, 27 February 2013 (UTC)

The purpose of this entry is to define the Gift Batch file layout and its validation requirements. The validation process should follow the OpenPetra validation framework.

Gift batch import records must be in CSV format. I.e., variable length fields separated by a delimiter (commonly a semi-colon, although commas are acceptable) with text fields enclosed in quotes. A position in the record must be left for each field, even if the field is empty.

Gift import batches consist of a batch header record followed by a collection of gift records.

Batch Header Record

Row Type - “B”

Batch Description – [80ch. maximum] Required. Gift batch description

Validation Rules: Cannot be empty field. Length must be 1-80 characters.

Bank Account Code – [16ch. maximum] Required. The bank account code for the batch. For a normal gift this should be an active bank account code. For "Gift in Kind" or "Other", it can be any active posting account.

Validation Rules: Cannot be empty. Must be an existing account in table a_account for the active ledger. Must be a posting account (a_posting_status_1). If gift type(a_gift_type_c) = MFinanceConstants.GIFT_TYPE_GIFT, then must be a bank account (a_account_property = "BANK ACCOUNT"). Generate a warning if the account is not an active account.

Hash Total – [decimal] Optional. If blank or 0, then this hash total will be ignored. If non-zero (plus or minus), then this will be compared against the sum of all gifts in the batch.

Validation Rules: If non-zero, then the hash total must equal the sum of the gift amounts from the batch.

GL Effective Date – [date] Required. The date must be within the date range of the current and open forward periods.

Validation Rules: Must be a valid date in the date format specified for the batch. Validate against period dates. Search for TFinancialYear.IsValidPostingPeriod. For an example, see csharp\ICT\Petra\Server\lib\MFinance\GL\GL.Importing.cs.

Currency Code – [16ch.] Must be a valid currency code from the OpenPetra currency table. If the account specified above is a foreign currency account, then this entry must match the currency of the account.

Validation Rules: The value must exist in table a_currency (a_currency_code_c). If the bank account specified above is a foreign currency account (a_foreign_currency_flag_1), then this field must match the currency of the account (a_foreign_currency_code_c).

Exchange Rate to Base – [decimal] Cannot be 0. Enter the exchange rate at the time the deposit was made. If the gift currency is the same as the base ledger, then exchange rate must be 1.

Validation Rules: Cannot be 0. If currency code above equals the currency of the active ledger, then exchange rate must equal 1.

Bank Cost Centre – [24ch.] The cost centre which is applied to the bank. Must be an active local posting cost centre for the ledger.

Validation Rules: Must be an existing entry in the cost centre table (a_cost_centre) for the active ledger with a_cost_centre_type_c = "Local" and a_posting_cost_centre_flag_1 = true. The user should be allowed to specify in the import dialog box that, in case of failure, a leading 0 should be added to the account (eg. "0300" instead of "300") and the lookup re-attempted.
  • Dwmosman Work process for leading 0 to be approved by Alwyn (who will follow up on this?)
  • Dwmosman If the original account is found, but is either not local or not a posting account, must an attempt still be made to find another account with leading 0 added?

Gift Type – [16ch.] Must be a valid gift type, "Gift", "Gift In Kind" or "Other".

Validation Rules: If blank, populate the field from MFinanceConstants.GIFT_TYPE_GIFT. If non-blank, must equal one of GIFT_TYPE_GIFT, GIFT_TYPE_GIFT_IN_KIND or GIFT_TYPE_OTHER (use the hard coded constants from Shared/lib/MFinance/Constants.cs, GIFT_TYPE_*)

Gift Record

Row Type - “T”

Donor Key – [Int64] The partner key of the donor. The donor must be entered as a partner before the gift batch is imported. Note that if the donors partner record has been merged into another partner, then the new partner key must be specified instead of the key of the merged record.

Validation Rules: Must be a valid key into the partner table, p_partner. However, if the partner status is "MERGED", then the new partner must have been used so the import will fail (ideally the new partner key that should have been used will be included in the error message).

Donor Short Name – note: This field is required in the gift row but can be empty and is always ignored by the import process.

Dwmosman Is there a reason we can't remove this field from the import since its not used?

Method of Giving Code – [16ch.] Select one of the options defined in the Method of Giving table for your installation.

Validation Rules: Must be an existing "a_method_of_giving_code_c" code in the Method of Giving table, a_method_of_giving.

Method of Payment Code – [16ch.] Select one of the options defined in the Method of Payment table for your installation.

Validation Rules: Must be an existing "a_method_of_payment_code_c" code in the Method of Payment table, a_method_of_payment.

Reference – [20ch.] Reference number/code for the gift transaction.

Validation Rules: Cannot be longer than 20 characters.

Receipt Letter Code – [16ch.] Optional. "<none>" is the same as blank. Otherwise select one of the values from your installations Form Letter Design table.

Validation Rules: If empty or "<none>", populate the field with "<none>". Otherwise, the entry must be an existing code (p_design_name_c) in the table p_form_letter_design.

Recipient Key – [Int64] Select the key of the recipient from the partner table.

Validation Rules: Must be a valid key (p_partner_key_n) from the partner table, p_partner. Class (p_partner_key_n) must be "FAMILY" or "UNIT". If Family, tnen special type (p_partner_type) must be "WORKER". Partner status must not be "MERGED".

Recipient Short Name – ignored by import

  • Dwmosman Can I remove this from the import, since its ignored anyway?

Gift Amount – [decimal] Enter the gift amount.

Validation Rules: Must be a valid non-zero decimal number
  • Dwmosman Do I need to edit this for the correct number of decimal places? (some currencies have 0 or 3 decimal places)
  • Dwmosman Are there rules about what can be entered here for Gift in Kind or Other?

Confidential Gift Flag – [boolean] Optional. "yes" or "no". Enter yes to indicate a confidential gift. Defaults to "no".

Validation Rules: Must be "yes", "no" or blank. If blank, default to false.

Motivation Group Code – [16ch.] Select an entry from the installation's Motivation Group table for the active ledger.

Validation Rules: Must be a valid code (a_motivation_group_code_c) from the Motivation Group table, a_motivation_group, for the active ledger (a_ledger_number_i).

Motivation Detail Code– [16ch.] Select an entry from the installations Motivation Detail table for the selected Motivation Group Code for the active ledger

Validation Rules: Must be a valid code (a_motivation_detail_code_c) from the Motivation Detail table, a_motivation_detail with the active ledger (a_ledger_number_i), the selected group code (a_motivation_group_code_c) and with status = true (a_motivation_status_1).
  • Dwmosman Optional? Validate against table a_motivation_detail: a_ledger_number_i, a_motivation_group_code_c, a_motivation_detail_code_c (note: motivation detail already has fields for recipient, receipt, tax deductible, cost centre, etc. Should edit compare these to the corresponding gift fields in some way? Should these be used to populate the gift fields? Also, does the field, a_motivation_status_l, affect whether the motivation code can be used as a valid gift import code?
  • Pokorra I think you do not need to copy values from motivation detail record.
  • Robertpickett Only Motivation Details with a_motivation_status_l = true should be allowed. There is some code needed here to populate information like Cost Centre, Account, etc which does need to be done but is not a straightforward matter of copying values (it depends on other factors as well). I imagine the code to do that has already been written for the Gift Batch screen. If p_recipient_key_n on a_motivation_detail is populated and doesn't match the recipient key in the import file (and the recipient key is not 0) then the import should fail with an error.
  • Dwmosman Actually, if you create the gift detail in OpenPetra, these fields are generated and you cannot manually enter or change them. So I assume, that they must be regenerated at post? (because the values in the DB could have changed between entry and post). So if they are in the import file and they contradict each other? So it seems that a consistent decision should be made as to which fields can be manually controlled (either online or via batch import) and which are to be automatically derived once other fields, like motivational detail, are selected?

Cost Centre Code – [24ch]

  • Robertpickett I don't think this should be here? Is it part of the extended format?
  • Dwmosman It is in the current OpenPetra code for the normal import format. Its also in the gift detail table in the database. Is this a design question that should be discussed?

Gift Comment One – [160ch.] Optional. Long description of the gift.

Validation Rules - Cannot be more than 160 characters in length. No need to check for SQL Injection if the SubmitChanges DataAccess Methods are used as these always use Parameterized SQL queries. With that kind of SQL queries the Gift Comment One will be a Parameter of Type string to the SQL query and the RDBMS will never execute Query Parameters as SQL, hence SQL Injection cannot happen.

Gift Comment One Type – Optional. If used, must contain a valid Gift Comment Type. Cannot be blank if Gift Comment One is used.

Validation Rules: - blank (cannot be blank if Gift Comment One is not blank) or a valid GIFT_COMMENT_TYPE. See Shared/lib/MFinance/Constants.cs, GIFT_COMMENT_TYPE*. (Note: that Constant.cs file is actually missing more constants: Donor, Recipient, Office)

Mailing Code – [16ch.] Optional. "<none>" is the same as blank. Otherwise select one of the values from your installations Mailing Code table.

Validation Rules: If empty or "<none>", populate the field with "<none>". Otherwise, the entry must be an existing code (p_mailing_code_c) in the table p_mailing.

Gift Comment Two - See Gift Comment One

Gift Comment Two Type - See Gift Comment One Type

Gift Comment Three - See Gift Comment One

Gift Comment Three Type - See Gift Comment One type

Tax Deductable [boolean] Optional. if blank, it will be filled from a_tax_deductible_flag_1 from the Motivation Detail.

Validation Rules - Must be blank, "yes" or "no". If blank, then the field will be populated from the a_tax_deductible_flag_1 field from the selected Motivation Detail.

Date Entered – [date] Optional. If blank, the gift batch effective date is used.

Validation Rules: Must be blank or a valid date in the specified import format. If blank, then the field is populated from the batch effective date.
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