Using Import to Create General Spends Records

You can export a CSV template that includes upper form and detail form fields as columns. These fields include the header fields from the upper form and the SOV line item fields from the detail form, including the detail line item fields defined in Integration. The template also always includes the following fields:

  • Reference Number
  • Description
  • CBS Code
  • Breakdown

You can modify the exported template and import it to create upper form header information and detail form line items for a new BP.

Export the General Spends BP Template

To export the template:

  1. Navigate to the General Spends BP log.
  2. From the toolbar, select Actions, and then select Export CSV Template or Export Microsoft Excel Template.

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

Modify the General Spends BP Template

To modify the template:

  1. Open the CSV or Excel file in Microsoft Excel.
  2. Enter the BP information in the spreadsheet.

    Each upper form header record must begin with H. Each line item 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 the template to add new BP records only. Do not use it to modify existing BP records.
  • 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 General Spends BP Template

To import the template:

  1. Navigate to the General Spends BP log.
  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 import errors occur, open the CSV or Excel file, correct the errors, and import the file again. No records are imported if any row contains an import error.