Bulk Importing Entities

Overview

Bulk importing entities streamlines the process of updating or adding multiple records simultaneously. This method is especially valuable for efficiently handling large datasets, eliminating the need for manual entry of each entity.

Steps for Bulk Importing Entities

Step 1: Populate the Import Template

1. Download the Import Template

   • Start by downloading the import template file you’ll be using for the bulk import.
     
     

2. Refer to the Legend

   • Once downloaded, consult the Legend to understand how data should be mapped in the Excel template. Required fields are marked with a red asterisk. Missing these required fields will result in an orange thumb during verification, indicating incomplete data.
     
     
     

3. Fill in the Details

   • Entity Code: Enter the unique code assigned to each supplier in your accounting system.
   • Entity Identifier: Refer to the legend to input the correct identifier based on the entity type:
     • For a Private Company, input the following:
       • Enter "2" for Entity Type.
       • Enter "1" for Entity Identifier.
       • Input the actual CIPC number. For individuals, enter the ID number here.
   • Division Identifier: You can leave this blank if necessary. Ensure you select the correct division in eftsure during the import for accurate data assignment. If no divisions are set up, you can skip this step.
   • Is Active and Is Employee: Enter either "Yes" or "No." Note that inactive entities won’t go through verification when imported. Since this entity is a supplier, we won’t mark them as an employee.
   • Address Fields: These are optional. If used, ensure that address components are separated by commas.

4. Save the Template

   • Once you’ve filled out the Excel template, save the file on your device.
     
     

Step 2: Upload the Template File

1. Select the Appropriate Division

   • If you have multiple divisions set up on your profile, you must select the division that these entities will be loaded under. It’s crucial to select the correct division to ensure the data is imported accurately.
     
     

2. Upload the File

   • Click on Select Entity File, and locate the saved file on your device.
     
     
   • Click Upload Entity File.
     
     

Step 3: Map Columns

1. Mapping Process
   • If you haven't changed the column names or their order in the template, you can skip the mapping process.
     Simply scroll down and click Submit.
   • It’s recommended to keep the column names and order unchanged to avoid unnecessary steps.
     
     
     

Step 4: Preview and Import Data

1. Preview the Data

   • After uploading, preview the data to check for any issues. Errors or missing information will be flagged with a red icon on the left side of each data line. Update the necessary information and then proceed.
     
     

2. Import the Data

   • If everything looks correct, click Import Data. Do not close the window while the records are importing.
     
     

Step 5: Verify Imported Data

1. Navigate to the Division
   • Once the data has been imported, navigate to the appropriate division to see the newly imported records along with their verification results.