Building Import Templates & Creating Rules for Import (Flash)


Importing your data into Allocadia allows you to quickly transfer data from your ERP Finance system into the application. This saves you hours of manual entry and using Rules during the Import process can streamline this process even more.

  1. On the Home tab, click the Import button and select your desired option from the drop-down list
  2. On the Import page, choose your desired options and click Next
  3. Assign your spreadsheet fields to the corresponding Allocadia Panel Fields. Select your Data Format and click next
  4. Identify your Duplicate Matching Fields and click next
  5. Establish your mapping rules by using the drop-down lists
    Note: There are two types of mapping rules for importing, they are as follows:
    - Unique: A Unique ID Rule chooses a column in the spreadsheet that contains a unique identifier corresponding to a field in Allocadia. We highly recommend trying to utilize the Unique ID rule as it facilitates a more direct import. 
    The Unique ID field options are:
    - PO # in PO Panel:  Allocadia matches invoices directly to purchase orders having already been entered into Allocadia.
    - Allocadia ID: Each Category, Sub-category, and marketing activity in Allocadia has an ID associated with it that can be found on the details panel. The ID can be used to directly match the import data to the Category, Sub-category, or activity level. 
    - Custom Field: Some organizations have their own unique identifying value they associate with spend activities and expenses, such as Approval #, Shopping Cart #, etc. Using the Custom Field option, the custom unique id field in Allocadia can be mapped to the column in the import spreadsheet
    - Dynamic: Dynamic Rules can be simple or complex, and are set manually during the import process. Select a column in your spreadsheet that will assist you in identifying the Activity Plan that the import data should be associated with.
    A simple rule is when a spreadsheet column header X has a row value of Y, then this data should be sent over to the Allocadia group Z.
    A complex rule works the same way as simple rules but the + option allows you to add an extra variable when mapping. For example, when my spreadsheet column header X has a row value of Y and spreadsheet column header A has a row value of B then this data should be imported into the Allocadia group Z.
  6. Click the Apply this rule button
    Note: To remove an applied rule from the list click the red X next to the rule.
  7. Click the Import button and choose Import and Save Template As... from the drop-down list
    Note: A unique name will automatically be created. Rename the template and click save. The next time you import, this template can be found in the Manage Templates section.
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