You can export a CSV template that includes the upper form and detail form fields as columns. These fields include the header fields from the upper form and the line item SOV fields from the detail form, including the detail line item fields defined in Integration. These fields are always exported in the template as well:
- Reference Number
- Description
- CBS Code
- Breakdown
You can then modify the exported template and import it to create a the upper form header information and the detail form line items for the new business process.
To export a copy of the general spends business process template
- Navigate to the General Spends business process log.
- Click the Actions menu and select Export to CSV Template or Export to Microsoft Excel Template.
Depending on your browser, the template will automatically be downloaded to your computer, or you will be prompted to download it manually.
To modify the exported general spends business process template
- Open the CSV file in Microsoft Excel.
- Enter the business process information into the spreadsheet. Each upper form header record must begin with an "H". Each line item must begin with a "D". Add a new "D" line for each line item in the business process. For multiple tabs, you must enter appropriate tab name in the Tab Name column.
- Ensure that you enter the required values for the Amount, CBS Code, and Short Description columns.
Important information:
- Data for formula-based columns is ignored.
- If auto-populated data is provided, then the system will import the value, and will not override the imported values except for fields auto-populated by Base Commit, Change Commit, or from SOV.
- Any line items with the Amount equal to zero will not be imported.
- Use to add new business process records only, not to modify existing business processes.
- You might find that you have to change some of the cells in the CSV file to Text type in order for data to import correctly. For example, if you have a CBS code of 1-1, then Microsoft Excel can interpret this entry as a month-day combination and reformat it to Jan-1. In this case, your data import will fail because this data is now an invalid CBS code.
- If the Integration design for the business process includes a Description field for line items, and the associated SOV sheet also contains a Description field, then the description from the SOV sheet is imported, and the line item description is not imported.
To import the general spends business process template
- Navigate to the General Spends business process log.
- Click the Actions menu and hover over Import.
- Select either Data From CSV File or Data From Microsoft Excel File.
- Browse to select the file to import, then click Next.
- Add any attachments to the import.
- Click Upload when finished.
If there are any import errors, you can open the CSV file to view and correct the error. No records are imported if any rows contain an import error.