You can export a template that includes the detail form fields as columns for a specific business process. These fields include the detail line item columns defined in Integration. These fields are always exported in the template as well:
- Reference Number
- Description
- CBS Code
- Breakdown
You can then modify the amounts on the exported template and import it to create new line items for the business process. The exported template contains SOV record information.
To export the general spends line item template
If multiple tabs are designed for the line items in the business process, only the data in the Standard tab is exported. For the other tabs, the tab name is included in the exported data for reference, but no data in these tabs is exported. Data from all columns in the Reference Base Commit is exported.
- Navigate to the General Spends business process log.
- Click Create to create a new business process.
- Select a Reference Base Commit for the business process. If you do not select a Reference Base Commit, the exported template will not contain data. Data from all columns in the Reference Base Commit is exported.
- Open the Menu Options and hover over Export Line Item Template, then select CSV or Microsoft Excel.
To modify the general spends line item template
- Open the CSV file in Microsoft Excel. The SOV line item data is shown.
- Enter the line item information into the spreadsheet. Each line item must begin with a "D". For multiple tabs, you must enter appropriate tab name in the Tab Name column.
- Enter 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 the import to add new line items only, not to modify existing line items.
- Any line items you import will be added after any existing line items.
- 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 line item template
- Navigate to the General Spends business process log.
- Open a business process from the 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 or Excel file to view and correct the error. No records are imported if any rows contain an import error.