The matching identifier tells the import routine which cost item in the workbook matches which cost item in the CBS. Because the structure (order) of your workbook may not always match the structure (order) in the CBS, the matching identifier provides a way for the import routine to always know which cost items in the workbook are new when adding new items, and which cost items to update with what data from the workbook when updating cost items.
It is recommended that you select a field for the matching identifier that you will use most of the time (e.g., Optional Code). While you have the ability to change the field that is the matching identifier at any time, doing so may result in unexpected results as existing items in the workbook may be considered new items as a result of changing the matching field.
The field that you define as the matching identifier must be mapped whenever you import data from the workbook. The mapped field must be unique for each cost item.
If you decide to change the field that is the matching identifier after importing data, be sure that unique data for the new matching field has already been imported before making the change. Failure to do so may result in existing items in the workbook being considered new items. While this result is an accurate reflection of the business rules, it may be an unexpected result for the user.
Use the following step-by-step to define mapping.
From the Cost Breakdown Structure (CBS) Register menu, choose Data Source > Import/update CBS from > Excel.
Select the Define Mapping button.
In the Matching identifier field, select the CBS field that you want to use as the matching identifier field.
Both the Master Cost Breakdown Structure (CBS) Register and the Cost Breakdown Structure (CBS) Register contain Account Codes, Tags, Quote Group Tags and Units of Measure. When updating the Master Cost Breakdown Structure (CBS) Register, these fields are validated against the appropriate tabs in the Master Foundation Setup Data register. When updating a job's Cost Breakdown Structure (CBS) Register, these fields are validated against the appropriate tabs in the job's Foundation Setup Data register.
When importing these values from the Excel workbook, the values defined for these fields may or may not exist in the corresponding Foundation Setup Data register. In the event that the values in the workbook do not exist in the corresponding Foundation Setup Data register, you have two options for each type of data:
Flag the missing data as invalid (which results in the import stopping since invalid data exists in the workbook), or
Have the import create the data fields in the Foundation Setup Data register and complete the import of data
If you elect to have the fields created in the Foundation Setup Data register, the value in the workbook will be added to the appropriate tab on the Foundation Setup Data register. After the field is in the Foundation Setup Data register, it will no longer be considered invalid data when importing data into the current Cost Breakdown Structure (CBS) Register (job or Library).
Use the following step-by-step to match identifier fields.
From the Cost Breakdown Structure (CBS) Register menu, choose Data Source > Import/update CBS from > Excel.
Click on the Define Mapping button.
Choose an option for importing tag fields:
Select the Create missing tags check box if you want the tags to be created in the Foundation Setup Data – Tags register and the import to complete, or
Leave this box unchecked if you do not want the missing tags to be created in the Foundation Setup Data – Tags register.
Choose an option for importing tag fields:
Select the Create missing tags check box if you want the missing tags to be created in the Foundation Setup Data – Tags register and the import to complete, or
Leave this box unchecked if you do not want the missing tags to be created in the Foundation Setup Data – Tags register.
Choose an option for importing account codes:
Select the Create missing accounts check box if you want the missing accounts to be created in the Foundation Setup Data – Account Codes register and the import to complete, or
Leave this box unchecked if you do not want the missing accounts to be created in the Foundation Setup Data – Account Codes register.
Choose an option for importing quote groups:
Select the Create missing quote groups check box if you want the missing quote groups to be created in the Foundation Setup Data – Quote Groups register and the import to complete, or
Leave this box unchecked if you do not want the missing quote groups to be created in the Foundation Setup Data – Quote Groups register.
Choose an option for importing units of measure:
Select the Create missing units of measure check box if you want the missing accounts to be created in the Foundation Setup Data – Units of Measure register and the import to complete, or
If you decide to change the field that is the matching identifier after importing data, be sure that unique data for the new matching field has already been imported before making the change. Failure to do so may result in existing items in the workbook being considered new items. While this result is an accurate reflection of the business rules, it may be an unexpected result for the user.
Leave this box unchecked if you do not want the missing units of measure to be created in the Foundation Setup Data – Units of Measure register.
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