Upload File and Select/Create Template (Recurring Objects - Import Templates)

Overview

This article provides information for using the Import button in the Advanced Line Manager to upload a file and select/create a template for any of the three Recurring objects, which include:

• Recurring Billing
• Recurring Payable
• Recurring Journal Entry

Do you want to:

• Upload your File
• Select/Create Template
• Create Template

The Import button in the Advanced Line Manager is similar to and built on the Import Templates tool.  The Import process in the Advanced Line Manager offers a quick and easy way to add additional lines into an existing Recurring record. The name of the Recurring record or the Salesforce ID number must be used to import the new lines directly into an existing Recurring record. 

The main steps for importing include performing a one-time creation and mapping process. Once a file has been imported and mapped to the related fields on the record, the file can be selected and reused, as needed, without having to re-map fields. 

Only .CSV files can be imported using the Import button in the Advanced Line Manager. 

Best Practice: To avoid issues with special characters creating error messages when importing files, we recommend that you save import files using .CSV UTF-8 as the extension instead of only saving as a .CSV file extension. 

Import files with up to 200 lines of data can be imported using the Import button in the Advanced Line Manager. 

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General CSV File Creation Guidelines

As a part of the Import process in the Advanced Line Manager, columns and rows of data will be mapped to appropriate fields on a Recurring object. 

Columns are field names on an object:

• Ensure that you have column headers in the .CSV file for all required fields on the Recurring Line object for which you want to import records. 
• Add any optional column headers (field names) that you want to include.
  Best Practice: Although column headers are not required, to help simplify the mapping process, a best practice is to add the column headers/field names (labels) as they appear in Salesforce.
• The Recurring object name or the Salesforce ID must be included as a column header.
  Important: When mapping the fields, Group By must be selected for the Recurring object column header. 

Rows are records that will get imported 

The following rules apply to the fields below when entered data on a row: 

• Lookup values, such as Customer/Account, GL Account, Product, etc can be added using the Salesforce ID number or the full name as it appears in the org (organization).
  Best Practice: Instead of using actual names, which might create import errors due to typos, missing spaces, duplicate values, etc., we recommend using the Salesforce ID numbers for Lookups.
• To locate the Salesforce ID for a record, select the record to open the detail page. The URL in the browser will include the 15-18 digit alphanumeric identifier towards the end of the URL. For example, a Salesforce ID might look like this: a0K3b00000NQZ0uEAH. For more information, refer to the Locate the Unique ID of a Record in Salesforce article. 
• The name of the Recurring record or the Salesforce ID number must be included on each row in your .CSV file in order to import the new lines into the correct existing Recurring record. 
• Be sure to add all required fields for the Recurring Line object. 
• Dates must be entered using the YYYY-MM-DD format. 
• Checkbox values should be entered using True or False. 

The sample .CSV file includes the Salesforce ID number for the Recurring Payable column header and for the Product column header.

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Upload your File  

Important: If you have questions/concerns about your .CSV file, before uploading the file, refer to the General CSV File Creation Guidelines. 

1. Click Import on the Advanced Line Manager for any of the three Recurring objects. The Upload your File dialog box displays for uploading your .CSV file.
2. Click Upload Files, and navigate to the file location. Or, drag and drop your file into the Upload your File dialog box.
   
   
3. Click Next to upload the file. The Select/Create Template dialog box displays.

Select/Create Template

1. If no templates exist for the selected Recurring object, the screen below displays. Click Create & Map to create a new template. Then, continue with the Create Template section below.
   
   
   
   If a template(s) already exists for the selected Recurring object, the screen below displays.
   
   
   
   You can do one of the following: 

• • Select an existing template from the drop-down list. The Import CSV button will display enabled. Click Import CSV. The lines in the existing template will automatically be added to the Recurring Lines on the Advanced Line Manager for the selected Recurring record.
    
    Note: Existing templates for the related Recurring object can be reused, as necessary to import data without having to re-map the information.
    
    
  • Click Create & Map to create a new template. Then, continue with the Create Template section below.

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Create Template

When you click Create & Map, the Create Template screen displays with most of the fields pre-populated based upon your .CSV file.

Note: If Multi-currency is enabled, disregard the “Currency ISO Code” field. This will be removed in a future release.

• Name - the .CSV file name displays. You can change this name, if necessary. 
• Parent Relationship - enter the API Name of the Parent Recurring object.
  Note: To locate the API Name, click the Gear icon and select Setup. Then, click the Object Manager tab. Search for the appropriate Recurring object. The API Name for each object displays in the second column. You can copy/paste the API Name into the Parent Relationship field. 
• Detail Object - the Recurring Line object defaults in this field. This is the object for which you want to import data.  
• Parent Object - the Recurring object defaults in this field. This is the Parent Object for the Detail Object. 
• File Has Headers - select this checkbox to include the Recurring object name as a column header. This object name will be selected later as the Group By field when the mapping process is performed.
  Important: When mapping the fields, Group By must be selected for the Recurring object column header. 

At this point, you can click Save & Map Fields. For information about the mapping process, refer to the Map your Fields and Preview your Mappings section in the Import Templates article.

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