Part 07 - Imports

7.1 Choose an import type

Navigation: Import > Import New/Import.

Some buttons are unavailable until classifications, assets, projects or WIP records exist. An enabled button is not proof that every row in a proposed file is valid. TB account linking uses its separate screen in Asset Structures.

7.2 Download a template and import a workbook

1. Confirm the entity and financial year.

2. Choose the correct import type.

3. Select the click here template download link on that page.

4. Complete the downloaded workbook, including all highlighted required columns.

5. Use the template's supplied classification, project and cost-centre lookups where relevant.

6. Preserve sheet structure, headers and required identifying information. Do not turn a report export into an import by renaming it.

7. Review identifiers, dates, amount signs and useful-life units against the template's instructions.

8. Enter a meaningful Import Description, such as the period and batch purpose.

9. Select the .xls or .xlsx file, then select Save.

10. Wait for processing and inspect the resulting import record, counts and exceptions.

Recommended sequence for initial data: entity settings; cost centres and classifications; projects if needed; assets and WIP; subsequent events and transfers; reconciliation reports. Download fresh templates after creating prerequisite records so the lookups reflect the current entity.

7.3 Review an import and correct exceptions

Navigation: Import > import record.

1. Review import date, imported by, template, description and status.

2. Compare Attempted Rows, Successful Rows and Number of Exceptions.

3. If exceptions exist, select Download exception report or the list's Download exceptions link.

4. Review each exception against the original row.

5. Correct missing values, identifiers, classifications, date issues or other reported problems.

6. Prepare a fresh corrective file containing only the rows that still need processing, unless you deliberately reversed the original batch.

7. Import the corrected rows and reconcile the combined results.

Complete With Exceptions means the import can have accepted some rows. A success notification therefore does not mean that every row succeeded. Re-uploading all rows without checking accepted records can cause duplicates or duplicate errors.

7.4 Filter import history and retrieve source files

1. Open Import.

2. Use Type, Status, Imported by, Created from and Created to to narrow the list.

3. Use the individual clear controls or Clear filters to reset the view.

4. Open an import to inspect its details.

5. Use the Template Imported file link where available to download the original imported workbook.

6. Retain the source workbook, exception report and reconciliation for the batch.

The list distinguishes successful and exception counts. A missing result may be hidden by a filter; clear filters before concluding that the batch disappeared.

7.5 Import carrying-value take-on and pre-import corrections

Audience: Superadmins handling an approved migration or historical correction.

1. Agree the take-on period and reconcile the source register before loading it.

2. Select the appropriate DRC Assets or DRC WIP Assets import.

3. Download that template and populate its required opening information and identifiers.

4. Select or review the DRC Take-on Financial Year and DRC Take-on Effective Date.

5. If the entity already has a DRC take-on setting, use the displayed fixed period rather than expecting to change it for each batch.

6. Upload, save and resolve exceptions.

7. Reconcile the loaded balances and export System Setup Imported Data.

Use the relevant Pre-Import COE template for approved corrections to pre-take-on information. These templates are distinct from ordinary event imports. Download their current versions and follow their columns; do not create retrospective transactions on the assumption that the application holds a complete pre-take-on history.

7.6 Reverse an import

Audience: Superadmins. Navigation: Import > import detail > Reverse, when available.

1. Confirm the exact batch and inspect its imported records and subsequent dependencies.

2. Read the displayed reversal warning in full.

3. Retain the source file and reconciliation evidence required by your organisation.

4. Select Reverse and confirm only when removal of that batch and its affected data is intended.

5. Reopen import history, affected assets/projects and reports to verify the outcome before any re-import.

The prompt states that reversal cannot be undone. Its consequences depend on the import type: reversing assets can delete their events; reversing classifications can delete linked assets and affected events; reversing WIP can remove related events/transfers; reversing cost centres unassigns linked assets. This is not simply clearing exception messages.

If a reversal response is unclear, check the actual records and ask support before repeating it. Do not infer completion solely from a transient success message.