Universal Account Setup and Data Loading - Populating and Uploading the File with your Data

Organization Link

Integer

Yes

Only data for one organization at a time can be loaded.

Organization

String

Yes

Both the organization name and link are validated for file loading.

Location

String

100

Yes - unless you are matching on the Location Ref field instead.

To identify an account for loading records the Account Number is searched for in the corresponding Location matching by Location Name, then by Location Reference.

In the first case if Location Name matches a Location in Envizi, if the Account exists within the Location the records will be loaded, else a new account will be created within the Location and the records will be loaded.

Location Ref

String

100

Yes - unless you are matching on the Location field instead.

To identify an account for loading records the Account Number is searched for in the corresponding Location matching by Location Name, then by Location Reference.

If Location Name does not match Envizi or is blank, it will then search for the Account Number within any Locations matching by Location Reference. If a match of a Location is found in Envizi, if the Account exists within the Location the records will be loaded, else a new account will be created within the Location and the records will be loaded.

If both Location Name and Location Reference fail to identify a pre-existing Location in Envizi, no account will be created, the record will not be loaded.

Account Style Link

Integer

Yes

Used to determine the account style used for data loading.

Account Style Caption

String

Yes

Used to validate the account style link ID provided.

Account Subtype

String - Drop Down

Only relevant for account styles that have one or more subtypes.

Account Number

String

100

Yes

If the account number is not found in the location, a new account is created with this value.

Account Reference

String

100

Used if creating the account for the first time.

Account Supplier

String

100

Used if creating the account for the first time.

Account Reader

String

100

Used if creating the account for the first time.

Record Start YYYY-MM-DD

Date YYYY-MM-DD

Yes

Must be in ISO standard date format or the row is skipped.

Record End YYYY-MM-DD

Date YYYY-MM-DD

Yes

Must be in ISO standard date format or the row is skipped.

Record Data Quality

String - Drop Down

Defaults to Actual if left blank. Only relevant if enabled for your organization.

Record Billing Type

String - Drop Down

Defaults to Standard if left blank. Only relevant if enabled for your organization.

Record Subtype

String - Drop Down

Only relevant for account styles that have one or more subtypes.

Record Entry Method

String - Drop Down

Defaults to Overwrite if left blank.

The Overwrite option indicates that the new record should overwrite all unlocked records in the account with the same start and end date as the new record.

The Insert option should only be used in scenarios where multiple entries are expected for the same time period such as with air travel records or fuel purchases. In this scenario new records may be inserted alongside existing records with the same start and end date.

Record Reference

String

50

An optional reference field for the record.

Record Invoice Number

String

50

Only relevant if enabled for your organization.

Other data capture fields specific to each account style

Various

The additional data capture fields are specific for each account style. For example, a basic electricity account style might have two other fields for “kWh Consumption” and “Total Cost”.