Using Import to Create General Spends Line Items

You can export a template that includes detail form fields as columns for a specific business process (BP). These fields include the detail form line item fields defined in Integration, and the exported template includes Schedule of Values (SOV) record information.

You can edit the exported template and import it to create line items for the BP. The template always includes the following fields:

  • Reference Number
  • Description
  • CBS Code
  • Breakdown

You can then modify the amounts on the exported template and import it to create line items for the business process. The exported template contains SOV record information.

Export the Line Item Template

If the BP uses multiple tabs for line items, only data from the Standard tab is exported. For the other tabs, the export includes the tab name for reference, but it does not export any tab data.

To export the template:

  1. Navigate to the General Spends BP log.
  2. From the toolbar, select Create.
  3. Select a Reference Base Commit for the BP.

    If you do not select a Reference Base Commit, the exported template does not contain data. Data from all columns in the Reference Base Commit exports.

  4. From the More Actions menu, select Export Line Item Template, and then select CSV or Microsoft Excel.

    Depending on your browser, the template downloads automatically, or you are prompted to download it manually.

Modify the Line Item Template

To modify the template:

  1. Open the exported CSV or Excel file in Microsoft Excel.

    The SOV line items are listed.

  2. Enter the line item information in the spreadsheet.

    Each line must begin with D. For multiple tabs, enter the appropriate tab name in the Tab Name column.

  3. Enter data in the required fields, including Amount, CBS Code, and Short Description, and any nonrequired fields as needed.

Important Information

  • Data for formula-based columns is ignored.
  • If you provide auto-populated data, the system imports the value and does not override the imported values, except for fields auto-populated by Base Commit, Change Commit, or SOV.
  • Any line items with an amount of zero are not imported.
  • Use this process to add new lines only. Do not use it to modify existing lines.
  • Imported line items are added after any existing line items.
  • For data to import correctly, you might need to change some cells in the CSV file to text type. For example, if you have a CBS code of 1-1, Microsoft Excel can interpret the entry as a month-day combination and reformat it to Jan-1. In this case, the data import fails because the CBS code is invalid.
  • If the Integration design for the BP includes a Description field for line items, and the associated SOV sheet also contains a Description field, the description from the SOV sheet is imported and the line item description is not imported.

Import the Line Item Template

To import the template:

  1. Navigate to the General Spends BP log, and select the applicable BP.
  2. From the toolbar, select Actions, select Import, and then select From CSV Template or From Microsoft Excel Template.
  3. Browse to select the file to import, and then select Next.
  4. Add any attachments to the import.
  5. Select Upload when you finish.

    If any import errors occur, open the CSV or Excel file, correct the error, and import the file again. If any row contains an import error, the system imports no records.