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

After running the universal Account Setup and Data Loading report and generating a template for your desired locations and accounts, you need to populate the file with your data. To help you complete the template correctly, it’s a good idea to have a supported values output on hand for reference.

The following table shows the available fields and describes what each field is for.

Field	Field Type	Mandatory?	Notes
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	Yes - unless you are matching on the Location Ref field instead.	Location must exist with the provided Location name.
Location Ref	String	Yes - unless you are matching on the Location field instead.	Location must exist with the provided Location Ref.
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	Yes	If the account number is not found in the location, a new account is created with this value.
Account Reference	String		Used if creating the account for the first time.
Account Supplier	String		Used if creating the account for the first time.
Account Reader	String		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 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.
Record Reference	String		An optional reference field for the record. Limited to 50 characters.
Record Invoice Number	String		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”.

After completing the template with your data, you need to save the file to an appropriate format and with the appropriate file name convention. Currently the platform supports CSV and XLS(X) formats and in both cases the expected file name convention starts with the prefix Account_Setup_and_Data_Load. With the prefix in place, it is a good idea to append the name with some text relevant to the data you are loading.

Some valid example files names include:

Account_Setup_and_Data_Load Electricity data 2023.csv
Account_Setup_and_Data_Load - Natural Gas account 12345.xlsx

Finally, before uploading the file some questions to consider include:

Are the mandatory fields populated?
Have you removed any rows that you don’t want changed or that don’t have any data?
Are the dates formatted to the ISO standard date format YYYY-MM-DD?
Does your file have the right prefix (Account_Setup_and_Data_Load)?
If you are using the record type filed to manage adjustments and reversals have you taken care to review whether the records will insert or overwrite? Consider manually adjusting records in the platform instead to avoid overwriting records you intend to keep.

Uploading the file

Files can be uploaded under the menu "Manage" > "Upload Files".

When a file is loaded, a data receipt report is sent to the contacts that are configured with the Work Role of Data Manager.

The data processing results are also available under the menu "Manage" > "Files Processed - Accounts & Setup".

New files are picked up for processing every 30 seconds. It may take a few minutes for your file to appear in the Files Processed area of the platform after it is picked up.

If a file loads with some errors, those errors are noted on the receipt report and in the Files Processed UI screen. For detailed guidance on reviewing the file loading status of your file, see https://knowledgebase.envizi.com/home/check-file-loading-status .

If a connector fails due to a critical error, such as when the file name is incorrect, then the receipt report is not generated and the file does not appear in the Files Processed area of the platform.

You can view an example video and look up answers to some frequently asked questions here.