Mass Import of Data

You can create or update the following types of objects in Nakisa Lease Accounting Suite via the Excel import feature:

Application Objects Excel Import Sheets
Master Agreements
  • Definition
  • Partners
  • Partner Contact
Contracts
  • Definition
  • Lease Determination
  • Accounting
  • Cost Center Allocations
  • Partners
  • Partner Contacts
  • Notifications
Lease Components
  • Definition
  • Unit Distributions
  • Carry Over Balances (lessee only)
  • Terms & Conditions
  • Vendor Payment Splits

Activation Group
  • Definition
  • Accounting
  • Classification
  • Terms & Conditions
  • Notifications

Unit
  • Unit
  • Cost Center Allocation

Charges

Note that charges can only be imported into activation groups that are not in Lease End or Closed status.

  • Charge
  • Vendor Payment Split

Contact

Contact

In order to import these objects, you must create an import job. These jobs are then automatically placed in a queue and scheduled to run as soon as possible. The Job Status changes to "Finished" once all tasks in the job are successfully completed.

Note: If there is a service interruption that prevents the completion of the job while it is running, the job status changes to "Interrupted". The application will attempt to recover the job as soon as possible. If the job is recovered, it will resume from where it was interrupted. If the job cannot be recovered within the time limit specified in Financial Organization Structure, the status remains "Interrupted" and you must run the job again.

For certain imports you must specify a unique Excel ID for the object of the current sheet so that different sheets can reference the object in the Excel file. For example, the Excel ID defined on the Master Agreement sheet must be entered in the Master Agreement Excel ID column on the MLA Partner sheet. Once the object is created, a display ID is generated (based on your number range configuration in Financial Organization Structure) and can be viewed in the Import Report. If you are updating an existing record, you must set the Excel ID to the display ID of the object.

To update existing objects, you can first export them, modify the required fields, and then reimport the Excel file.

Note that you can only import objects that you have access to based on user profiles configured in Financial Organization Structure. Users can choose to import multiple object types in a single consolidated file, but the available objects are dependent on the user's roles as it may require the parent object to be automatically approved before the child ones can be created. Additionally, if you have the Lease Administrator role and any of the Batch roles, you have the option of auto-transitioning the final object, but the Final State options depends on which additional role you have (e.g., you can select "Activated" if you have the Approver role).

The Mass Import page displays all of the jobs that have been run, but you can only download the files and reports for the jobs that you initiated yourself.

Warning: Never modify tab column headings before uploading the Excel files. The application will ignore these unrecognized entries.

To run an import job:

  1. Click Main Menu > Import/Export Information > Import.
  2. Click . Add Import Job pop-up appears.
  3. In the Import drop-down, select one or more objects. Note that your role will limit which types of objects you can import together, as the parent objects will need to be auto-approved to create objects below it.
  4. For contracts, lease components, activation groups, and units, select one Principal Position.
  5. For master agreements and contracts, set the ERP System.
  6. In the Import Sheets section, select the Excel sheets that will be included in the Excel template that you download.
  7. If required, select Auto Transition to automatically create a Mass Workflow Transition job for the objects that are successfully imported. If it is not selected, the objects are imported in Define status, and must be manually approved. Set the following fields if you are auto transitioning the objects:
    • Select a Batch Size. Note that this field is set to 100 by default.
    • Select the Final State for these objects.
    • If desired, select Use Default Workbook Input to use the default values in the workflow transition and to skip editing the Excel workbook.

    Note: This option is only available to users with the Lease Administrator role and either the Batch User or Mass Workflow role.

  8. To get a working version of the Excel file, use one of the following options: 
    • Click Template > Download to download an empty import template (of your selected sheets). Enable the switch Sample Data before downloading the file to include sample data in the template.
    • If you are updating objects, use the Mass Export feature to export the objects.
  9. Update the file with your information, where the Excel ID is used to relate entries on different tabs. Similar to when objects are created manually, all values entered are per unit. Note that the "Operation" column will be used in the following manner: 
    • CREATE: Create a new entry.
    • UPDATE: Update an existing entry. In this case, the Excel ID column should contain the display ID of the object.

      Note: Import jobs for activation groups and units must only have UPDATE entries in the imported file. All entries with CREATE and EXPORTED will be ignored, except for Contract Accounting or Unit Cost Center Allocation. In these two cases, if the entries are not UPDATE, the current data is cleared out.

    • EXPORTED: The entry was exported, and will be ignored for the import.

    Warning: Ensure that when you update the Excel file (especially when you are adding new rows of data), the correct cell formatting has been applied, consistent with the previous rows. In addition, do not use formulas for any of the fields (e.g., Display ID) as the application will use the content of the cell (i.e., the formula) and not the resulting value.

  10. Click and select the completed file.
  11. Click Import.
  12. If you chose to auto-transition the successfully imported objects but did not opt to use the default workbook inputs, then you must go to the related Workflow Transition job to complete it. Click the Mass Workflow Job ID for the Import Job window to open it in Mass Workflow Transition.
  13. The job is queued and will start when it reaches the front of the queue.
    • To view a report of the import job, click in the import job Actions column. If the import job was broken down into multiple tasks, you can also click in the Actions column on the Import Tasks side to view the report per task. In both cases, in the Report pop-up, you can view additional details on failed objects in the report by clicking on failed rows.
    • To download your imported file with additional error information added to the failed rows, click in the import job Actions column, or from the import job Report pop-up.
    • Click in the import jobs Actions column to download the original imported file.

    Note: For effecient running of the job, a certain amount of Display IDs are reserved at the start. Any unused IDs are then discarded, and will not be used in the future. As a result, you may notice gaps in the Assigned Display IDs the next time a mass import job is run (or a user manually creates an object).

To manage import jobs:

  • Click to cancel the selected job.
  • Click to view the input fields used for the job.
  • Click to copy the job. Note that you must select an import file, and you have the option of modifying inputs before starting the new import.
  • Click to refresh the page.
  • Click to customize the columns displayed on the page.

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