Import data

Using the Import Data page you can import bundle data. During the data import process, the system typically checks the format and quality of the data to ensure that it can be used effectively.

To access the Import Data page, click Transfers > Data > Import Data.

Import bundle data

  1. Choose a structure from the File Structure drop-down list. Import file structures are defined on the Define File Structure > Import page.

  2. Click to upload the file.

  3. Fill in the parameters required for the File Structure you selected. Different file structures require different parameters.

  4. For Type of data, select the type of data that will be overwritten during import. For example, if only Dimensions are selected, other Types of data such as Flows, Intercos, etc., will not be cleared from the file.

     Note:  The standard import process clears the Local amounts and populates data from the file during import.

  5. For Option, specify whether you want to import only the accounts existing in the file and / or replace only the accounts of the same type—Balance sheet, P&L, Quantities, Contingencies, and Others.

    • Discard errors on rows with an amount of zero - to only display errors in the technical file validation where the amount found is not zero.

    • Replace imported types - this parameter allows you to overwrite per Type of account recognized in the upload file, for the Type of data selected. This parameter might be useful in a workflow where you upload your trial balance and manually complete for instance quantity accounts with online input forms. In case you need to update your trial balance (B, P) with a new version without touching other accounts (C, O, Q), you could use this parameter. For example,

      • If one or more (B) accounts are in the upload file, complete balance sheet (B) will be overwritten, while P&L (P), Contingencies (C) Other (O) and Quantity (Q) accounts remain untouched.

      • If one or more balance sheet accounts (B) and one or more income statements (P) accounts are in the upload file, the entire balance sheet (B) and P&L (P) will be overwritten. Contingencies (C) , Other (O), and Quantity (Q) remain untouched.

    • Replace imported accounts - instead of overwriting all existing data for the Type of data selected, it only remove data for the selected Type of data AND only the specific account numbers /codes available in the import file (after mapping to group chart of accounts).

  6. In Mapping table for, select the different types of mapping tables that you want to use during import.

  7. Click . If there are lines in error on the import file, a PDF file will be generated detailing the following:

    • In the first column the line /row which is in error will be mentioned.

    • In the second column all the values from the referred to columns will be mentioned, with (; ) as column separator.

    • Possible notifications include: Accountcode/Companycode/… could not be mapped => check the code used, and if applicable the mapping table Column (X) has invalid value => check in this column for invalid values; non- recognized characters.

  8. Correct the errors and re-upload the file.

  9. Once verified, click to go to the page where you will select the companies from which you want to upload data (from the ones) on the upload file.

  10. Click to start the file import.