Adding an Import User

Starting in R11.2 we started using an import user for several processes in MarketingPilot including Email Marketing and many of the import processes.  The import user is a SQL Server user, the user needs to be mapped to the MarketingPilot database and have the mp_user and mp_import database roles. Once the user is setup in SQL, it needs to be added to your MarketingPilot application on the Site page, the field is towards the bottom of the page. Once you add the import user and the password (don’t forget to enter it twice), hit save, if you don’t get an error, you are good to go, if you get an error, keep reading for some tips to fix the issue.

If you receive an error stating the import user is not setup correctly there are a few items to check:
1.  Be sure the import user is mapped to your MarketingPilot database
2.  Be sure the user has the mp_user and mp_import roles
3.  Check the exceptionlog in the Web Server folder, if you receive an error similar to ” Cannot execute as the database principal because the principal “dbo” does not exist, this type of principal cannot be impersonated, or you do not have permission.”  You may have an issue with your database owner.  This error normally appears when you have upgraded your SQL server from 2005 to 2008.  To correct this issue you can make the SA user the database owner by running this sql on your MarketingPilot database:  EXEC sp_changedbowner ‘sa’
This will change the database owner and the error should go away.

Employee Business Expenses/Reimbursements

Typically when you process an employee business expense, the reimbursement is made payable directly to the employee. In MarketingPilot, checks are make payable to the contact “Company” rather than the contact’s first and last name. As such, to write or print a check directly to an employee  you must first create a Vendor account for each employee. Note that this is in addition to the employee’s MarketingPilot user contact record.

Step 1: Create a Vendor account for the employee.

  1. Click “Contact” in the Quick link bar at the top left of the page. (Alternatively expand Vendors in the navigation bar, click Contacts, and then click New.)

    Adding a new Contact

  2. Enter the employee’s full name in the Company field. Leave First Name and Last Name blank.
  3. Optional: Choose Remit to as the Role.This will make the record easier to identify.

    Enter employee's name in Company field and choose Role

  4. Check the Vendor box to indicate Group, and click Submit.

    Select Vendor group

Step 2:  Create an Expense using the Employee’s vendor record as the Vendor.

  1. Expand Financial, click Expenses, and click New.
  2. In Vendor, begin typing the employee’s name and select their Vendor record(if you entered Remit To as the Role, you will see it in after the employee’s name).

    Choose the newly added Employee record as the Vendor

  3. Complete the remainder of the Expense.

Step 3: Process Accounts Payable.

Step 4: Print the Check. The employee’s name will appear as the Pay To.

Good to Know: An option is to have the employee create a Purchase Order. As a point of managerial review, either the employee’s manager or Accounting can then review the Purchase Order prior to converting it to an expense.