How to Bulk Import/Update Entity Details

How to Bulk Import/Update Entity Details

Should you wish to add numerous suppliers at once, you can use the 'Bulk Import" function to do so. Similarly, you are able to upload any updates to entities' details in bulk through the "Bulk Updates" function.  

1. Select "Entities" on the left-hand panel of the portal.

2. Select "Import/Update Entities" under the "Actions" button on the right-hand panel.



3. Select and download the "Entity data import template" (CSV Template), and populate the required fields. Should you require guidance in completing the form, you are able to click the blue "Click here" button to view  an example of how to populate the uploaded Excel template, right at the bottom of the page. Once complete, save the Excel file to your computer.

4. To upload the completed template onto the eftsure system, select  the "Select entity file" button under "File upload". Select the Excel file from your computer, and click "Upload entity file" and select "Open". 

Note: The file to be uploaded onto the eftsure system should be in CSV format. A delimited file is not standardised, and may vary depending on the source system. Thus you need to match column fields on your loaded file with the system’s field column to ensure accuracy. This is done by manually mapping the uploaded CSV file column headings (See below for instructions on how to map file headings.)

 

Mapping CSV Column Headers to System Fields

Once the file is selected for upload, options will be made available to map the CSV column headers to the system fields. Select the correct CSV column header value from each respective drop-down list and map to the matching system field.

CSV Column Headers:

  • Entity name (The name used for the entity in your system records)
  • Account name (The official registered name of the entity)
  • Branch code
  • Account number
  • Email address
  • Entity reference (Your unique code internally used to identify an entity)
  • Entity ID, Company No, or equivalent
  • VAT number
  • Is Inactive (Yes or No)
  • Is Employee (Yes or No)


5. Preview uploaded entities and address any errors marked with the red warning icon as below, prior to finalising the import of the data.

  • Reviewing the entity data enables you to view all uploaded details relating to a record, together with any errors relating thereto, prior to amending any data details. 
  • The aim is to clear as many errors as possible before importing the data onto the system.
  • Common issues may include alerts for invalid company registration numbers, invalid VAT details, invalid file format, invalid email address, etc.
  • A record with an error will appear with a red warning sign icon.
  • Amendments to details can either be done on the system as below, or by making changes on the Excel template on your computer, and re-uploading the file to the system.
Once the errors have been addressed and cleared, click “Import Data" to load all supplier records onto the eftsure platform.



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