Data Import/Cardline Management

Ledger Cardline Management Bulk Importer / Updater

This feature provides an easy and fast way to update, delete, allocate and de-allocate card lines into the system.

The system utilises the Bulk upload processing notification event to send a notification with the results of the bulk approval attempt. You must set up this event and enable it before you use this tool.

If the bulk update is successful, the email notification will advise you when the process is complete. If the bulk update is not successful, the email notification will send details of the records that failed to be approved and why.

Preparing your Data

To update card lines you will need to create a CSV data file or you can download the data file below to use as a template. You will need to extract the csv file and save it.

Cardline Import CSV template

Enter the data into the import sheet. Leave no rows blank. You must ensure the data meets all validation requirements. These are contained in the data definition table below. When you submit the data file for import, the system will parse the file looking for errors. If the system finds no errors, the system will import the notes into the system. The file needs to be error-free in order to import the data. In the event errors are found, no data will be imported into Emersion. Review the bulk upload processing notification email, correct the file and try again.

Importing your Data

To access the bulk cardline management tool:

1. Log into Cumulus.
2. Nav: Admin > Bulk Import > Card Line Management Import.
3. Click the Browse button and select the csv file containing the list of card lines you want to import.
4. If you want the bulk upload processing notification email to be sent to a different email address than the address defined in the event template, tick the Override? check box and enter an alternative email address. This will only apply for this upload. To change the email address for all future imports, you will need to change the recipient defined in the event template.
5. Press Submit

The system will validate the data and if no errors are found, the system will approve the invoices. When the notification email is received, the process has been completed.

It is strongly recommended that you check a few random records to ensure that bulk approval process was a success. If you find an problem, you cannot roll back the bulk approval.

You have two options should this occur:

1. Manually correct the data.
2. Request Emersion fix the errors for you. This can be submitted via work order ticket. Please include a new csv data file with the records that need to be corrected. Do not include any records that do not need correcting.

Card Line Management Import Data Definition

This section contains a list of the required fields and a definition of what the system considers as valid data.

Card Line Management Import Data Definition table

Data field	Description
LEDGER_CARDLINE_ID	This field is mandatory. The format = NNNNNNN where the N is a Numeric.
MODIFICATION_TYPE	This field is mandatory. When updating (of which you can only do to items which are not usage based) – you use modification type ‘update’, ‘ledger cardline ID’, ‘ex tax’ and ‘tax amounts’ When deleting (of which you can only do to items which are not usage based) – you use modification type ‘delete’ and ‘ledger cardline ID’ When allocating an existing cardline – you use modification type ‘allocate’, ‘ledger cardline ID’ and the relevant invoice ID’. Invoice cannot already be approved. When deallocating an existing cardline – you use modification type ‘deallocate’, ‘ledger cardline ID’. Invoice cannot already be approved.
INVOICE_ID	This field is optional. Mandatory for MODIFICATION_TYPE of 'allocate'. The format = NNNNNNN where the N is a Numeric.
EXTAX_AMOUNT	This field is optional. Mandatory for MODIFICATION_TYPE of 'update'. This field represents the EX TAX portion of your charge and must be rounded to two decimal places. The format = NNN.NN where the N is a Numeric.
TAX_AMOUNT	This field is optional. Mandatory for MODIFICATION_TYPE of 'update'. This field represents the TAX portion of your charge and must be rounded to two decimal places. The format = NNN.NN where the N is a Numeric.

Your finished data file should look like the following example.

Card line Import Data File Example

ACTUAL_VALUE	10	1	"Test Transaction, Blah"	LEDGER_CODE	111377	171519	1	2010-12-30	2010-12-30
2010-02-01	33	3	"Blah Transaction, Blah"		111377		1	2010-12-30	2010-12-30
2010-12-30	22	2.2	Test Transaction	MY_TRANSACTION	111683	173038	2	2010-12-30	2010-12-30