The universal Account Setup and Data Loading report is a multi-purpose report template that allows you to use a spreadsheet-based approach to create or modify account data in bulk. The template can be populated with data for one or more accounts, if they belong to the same account style, which is then loaded into the platform. If the accounts do not exist yet in the specified locations, they are created as part of the data load.
Running the report
Similar to other reports in the platform, you can make a range of selections when you run the report.
Aside from the standard group and location selection filters, three special filters control the output of the report.
Filter by # 1 - the 3 report modes
Export account style supported values
In this mode, the report provides a list of the fields in the template and guidance as to the acceptable values for each field.
The Field column lists all the fields that might be captured for this account style. The first 20 fields are identical for all account styles whereas fields 21 and up vary depending on the account style selected.
The Field Type column indicates the expected format of any values that are recorded under the various field headings. Integer refers to whole numbers (no decimal values). String refers to text data but can include most numbers and symbols as well. Decimal field type can be any number with or without decimal places (note any number value with more than 4 decimal places is rounded to 4 decimals). Date values must always be formatted in ISO standard format (YYYY-MM-DD), for example 2023-01-01.
The Supported Values column provides specific details relevant to your organization and the specific account style that you select when you are running the report. If multiple supported values are present for a field, then those values are listed separated by a comma. For example, the Record Data Quality field shows the following supported values “Estimated, Actual”. The value for this field means that the field supports two options, Estimated and Actual.
Export selected locations with existing records only
This mode includes only locations and accounts with existing records that match the report selection criteria. This mode is the best option if you are looking to update records in an existing account or add new records to an account that already has data.
Export selected locations with or without records
This mode includes any existing accounts with records that match the report selection criteria. It also generates a row for each location where no account currently exists. The benefit of this mode is that it provides all the necessary field values to create and load data into new accounts in any location that is covered by the selection criteria.
Filter by # 2 - choosing an account style
The list of account styles that are shown includes all account styles that are enabled for your organization.
Filter by # 3 - Date selection options
Start Period and End Period
Selecting the Start and End Period option includes all records that match the selection criteria where the record start and end dates are on or between the Start Period the End Period. If a record starts before the start period or ends after the end period, it is excluded from the report even if most of that record falls within the selected date range.
Selecting the Updated On option includes all records that match the selection criteria that were updated between the selected Start and End Period.
You can read how to populate and upload the file with your data here.