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 | Field Size Limit | 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 | 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”. |
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.