Cost account format specifications in PitneyShip, PitneyShip Pro, PitneyShip Enterprise, and ShipAccel

Enterprise administrators can import shared cost accounts into the system. This describes the required and optional fields as well as the any limitations on special characters. 

• Special characters
• Required fields
• Optional fields
• Example

Special characters

Special characters supported in cost account names and codes depend on whether your enterprise uses the "Cost Accounting" account list management service.

Without "Cost Accounting" account list management service

• \ and double spaces
  The \ character is allowed when importing cost accounts, but not allowed when entering them into the system manually.
• If the Show Cost Account Hierarchy setting is enabled in the cost account settings, then - (hyphen) is not allowed.

With "Cost Accounting" account list management service

The following characters are not allowed in cost account names or codes with "Cost Accounting" account list management service:

• - ~ ` ' ^ & | { } [ ] " ; < > = ö á í ó é ñ — –
• double spaces or leading spaces
• Unicode characters
• @ may not be used when importing but may be added manually after accounts are imported

Required fields

• Name: The name of the Cost Account (Parent/Sub Cost Account/ Sub Sub Cost Account) that you are adding. This field has a 75 character maximum.
• Code: A unique code related to the cost account name. This field has a 75 character maximum. If the import file does not contain a value for Code, the system will use the value from the Name field. This field cannot be changed after importing.
• Status: The status of the cost account. These values must be in uppercase.
  TRUE = Active
  FALSE = Inactive

Optional fields

• Description: The description will only be seen on the screen and will not display on any reports. This field has a maximum of 150 characters with no restricted characters.
• PasswordEnabled: Determines whether the cost account is password-protected. These values must be in uppercase.
  TRUE = Require a password when selecting this account
  FALSE = Do not require a password when selecting this account
• PasswordCode: The password for the cost account if PasswordEnabled is TRUE. This field must be exactly 4 characters long and has no character restrictions.
• ParentName: Cost Accounts support a 3-level hierarchy: Parent Cost Account > Sub Account > Sub Sub Account.
  • If you are adding a Sub Account, this column should contain the Parent Cost Account name.
  • If you are adding a Sub Sub Account, this column must contain the Sub Account name under which you want the Sub Sub Account.
• NextParentName: When creating a Sub Sub Account, this is the name of the parent account of the Sub Account you want to put this Sub Sub Account under. If not creating a Sub Sub Account, leave this field blank.
• Billable: Determines whether the cost account is billable. These values must be in uppercase.
  TRUE = Billable
  FALSE = Not billable

The following fields are only available when doing a scheduled import if you do not have the "Cost Accounting" list management service (PitneyShip Pro and PitneyShip Enterprise only)

• AccessLevel: Specifies the access level at which the cost account will be created. These values must be in uppercase.
  E = Enterprise
  D = Division
  L = Location
• AccessLevelValue: The value of the access level specified in the AccessLevel field. If AccessLevel is E, this field should contain the enterprise name. if AccessLevel is D, this field should contain the division name. if AccessLevel is L, this field should contain the location name. If multiple divisions or locations are being specified, they should be comma-separated (for example: Location1,Location2,Location3).
• Division Name: Enter a Division name if the account AccessLevel is D or L.
• Archive: Set this column to TRUE to deactivate a cost account.

Example

When you import cost accounts, you have the option to download a CSV template. This example shows the template with additional accounts added. The required fields are highlighted for this example.

The features and options you see may vary depending upon your role and subscription. If you have any questions regarding your permissions, please contact your administrator.