Equipment Timecard (Usage) Interface: Table Driven Method

Owned by Samantha Menzynski
10 20, 2024
5 min read

R (Replace Use the Equipment Timecard Interface to load equipment timecard information using data from external applications.

Data files you load must have Request Types assigned to the Q Interface Type.

If PENTA is unable to load an individual row, it bypasses that timecard and moves on to the next. It creates timecards using the accepted rows from the file. It notes the rejected rows and does not load them into PENTA.

Limitations & Restrictions

PENTA places the following limitations and restrictions on equipment usage timecards loaded with the interface:

  • The User Id entered in the interface data file is the only user who can edit and distribute the batch.

  • The person loading the interface file does not have to be the user identified in the Header Record. Zach can load the file, but if Larry is the user in the Header Record, only he can edit and distribute the batch once Zach loads the file.

  • If PENTA rejects a record, you cannot resubmit the file because a batch already exists for the file name and file type.

Where to View Loaded Data

You can view interfaced timecards in the Equipment Usage Entry window.

If necessary, you can make any corrections and/or late entries directly in PENTA. After loading, reviewing, and modifying the data, you can use PENTA to process timecards and distribute the Equipment Usage batch.

Available Tables

Customer Reference Record

The following information relates to the INTR_EQ_CUS_REF table, and is part of the Customer Reference record.

Customer Reference records are optional. A Customer Reference record must follow a work order-related Detail record.

Column

Entry

Format

Description

Column

Entry

Format

Description

INTR_RQST_ID

Req

C! 13

The interface request value that you enter to initiate the interface process. The value must be consistent for all records PENTA should process together.

SEQ_NUM

Req

I 10

Sequence number uniquely identifying this row within interface request.

CUS_REF_CD

Req

C 15

ID referring to Customer-specific information.

CUS_REF_VALUE

Opt

C 30

The value for the associated Customer Reference Code.

RECORD_NUM

Opt

I 10

Do not assign this value. PENTA assigns this record number, which you can use to identify records with errors or warning messages.

USER_ID

Req

C 6

Id of the employee performing the load process. This user_id must exist in PENTA.

MODIFICATION_
DATE

Opt

D

Once the process completes, this displays the date PENTA marked the record as modified in the database. The current date is the default value.

Equipment Timecard Detail Record

The following information relates to the INTR_EQ_DTL table.

Column

Entry

Format

Description

Column

Entry

Format

Description

INTR_RQST_ID

Req

C! 13

The interface request value that you enter to initiate the interface process. The value must be consistent for all records PENTA should process together.

SEQ_NUM

Req

I 10

Sequence number uniquely identifying this row within interface request.

FA_ID

Req

X

This must be a valid Fixed Asset Id with a usage charge rate (unless you entered an override rate or amount).

D_DISTR_DATE

Req

D

This must be a valid date in an open accounting period for both the OU to which the asset belongs and the OU you are charging.

JOB_ID

Opt

X

If populated:

  • Cost Type and Costcode are required.

  • The OU Id defaults from the job.

  • The account defaults from the Job Type.

  • You cannot include a Charge to Fixed Asset.

  • You cannot include an Asset Expense Category.

COST_TYPE_CD

Opt

C 4

Required if there is a Job ID; otherwise, do not enter a value. This must be a valid Cost Type Code for the Job Type.

CC

Opt

X

Required if Job Id is populated; otherwise, do not enter a value.

DR_OU_ID

Opt

X

Populate only if the Job Id and Charge To Asset Id are null; otherwise should be null (will default from the other charge destination).

DR_ACCT_NUM

Opt

X

Populate only if the Job Id and Charge To Asset Id are null; otherwise should be null (will default from the other charge destination). If populated, must be a valid non-edit rule account number for the OU Id.

CHRG_FA_ID

Opt

X

Populate only if the Job Id and OU Id are null. If you populate this column:

  • The Fixed Asset Id must be valid.

  • The Asset Expense Category is required.

  • The Job Id, Cost Type, Costcode, OU Id, and Account Number should all be null.

  • The OU Id will default to the asset’s OU.

FA_EXP_CAT_NUM

Opt

I 3

Required if Charge To Asset Id is not null; otherwise, do not enter a value.

Only enter an expense category valid for the Charge To Asset’s class. The account will default from the account associated with this category at the class level.

UNITS_CHRGD

Req

F 12.3

Number of charged units being reported.

UM

Req

C 5

This must be a valid unit of measure with a charge rate for this fixed asset.

CHRG_CD

Req

C! 1

Possible values are:

  • Y (Billable)

  • N (Not billable)

OVERRIDE_RATE

Opt

F 15.4

If populated, PENTA uses this rate to calculate the charge amount.

OVERRIDE_AMT

Opt

F 15.2

If populated, this will be the charge amount.

EQ_WORK_STAT_CD

Req

C! 1

Possible values are:

  • D (Down)

  • S (Standby)

  • W (Work)

CO_ID

Opt

X

Populate only if the Job Id is not null. This must be a valid Change Request Id for the job. Indicates that this charge is related to a specific change request.

LINE_ITEM_NUM

Opt

I 6

Populate only if the Job Id is not null. This must be a valid line item for the line item job. Indicates PENTA should link this charge to a specific contract line item.

TRANX_REF_ID

Opt

C 15

PENTA marks job cost and billing transactions within the interface files with this Transaction Reference Id. This enables your outside application to perform functions (e.g., billing and profit analysis) by whatever grouping this Id represents.

WO_ID

Opt

C! 25

Id of the work order.

WO_OU_ID

Opt

X

Id of the OU associated with the work order.

WO_COST_TYPE_CD

Opt

C! 4

Cost Type code of the work order.

WO_CUS_LOC_CD

Opt

C 8

Id of the Customer Location associated with the work order.

WO_CUS_EQ_ID

Opt

C 15

Piece of customer equipment needing service.

WO_TASK_ID

Opt

C! 10

Task associated with the work order.

WO_FA_ID

Opt

X

Work order fixed asset Id.

WO_FA_EXP_CAT_
NUM

Opt

I 3

Work order fixed asset category expense number.

WO_MAINT_SCHD_
NUM

Opt

I 6

Work order maintenance schedule number.

WO_MAINT_CONTRACT_ID

Opt

C! 15

Work order maintenance contract Id.

LONG_DESCR

Opt

C 2000

Notes or comments about the equipment record.

ACTIVITY_LOG_SA_
NUM

Opt

I 10

The System Assigned Number associated with a Crew Activity Log

RECORD_NUM

Opt

I 10

Do not assign this value. PENTA assigns this record number, which you can use to identify records with errors or warning messages.

USER_ID

Req

C 6

Id of the employee performing the load process. This user_id must exist in PENTA.

MODIFICATION_
DATE

Opt

D

Once the process completes, this displays the date PENTA marked the record as modified in the database. The current date is the default value.