Importing subjects

The option Import subjects allows you to batch import subjects into a register using a predefined structure.

This chapter shows how to download the template for importing subjects, how to populate the template with data and how to import the data into the register.

CASE SUMMARY The person responsible wants to enter a large number of subjects into the register at once. To to this, the person responsible downloads a predefined file with the correct data entry structure from the Subjects register, populates it with the data on subjects and then imports it into the register. After importing,  the person responsible checks whether the data has been imported correctly and corrects any potential errors and saves the data in the register. This is done as follows: Opening the Subjects register Downloading the import template Populating the template with data Uploading the Excel file Editing data before saving Saving imported subjects

1. Opening the Subjects register

From the main menu, the person responsible opens the Subjects register by clicking Registers and selecting a submodule, i.e. the tab Subjects.

2. Downloading the import template

By clicking the arrow button next to the button Import Subjects on the right side of the command line, the person responsible opens a drop-down list with two options.

Clicking the button Download import template starts the automatic download of the template in .xlsx format to the device.

3. Populating the template with data

The data import template is made up of 24 highlighted columns representing the type of subject data. The columns are colored yellow. It is mandatory to enter data in the fields of the columns marked with darker yellow, while it is optional to enter data in the fields of the columns marked with lighter yellow and dashed lines.

The person responsible populates the rows with data on the subjects in an Excel or a similar spreadsheet editor that allows editing the .xlsx format. Data entry starts with the company INTERSPORT SPORT AND TENTS Ltd.

In the field Code, the desired code is entered: INTERSPORT Ltd.

In the field Name 2, the full name of the company is entered: INTERSPORT SPORT AND TENTS Ltd.

In the field VAT no., the prefix for Slovenian tax numbers is entered: SI.

In the field Tax no., the company tax number is entered: 2964951000.

In the field Registration num., the company registration number is entered: 366628000000.

From the perspective of Tecta, Intersport is only a customer and not a supplier, so the person responsible enters T as true in the field Customer and F as false in the field Supplier.

In the fields Address, Country and Post, the company address is entered: Cesta na Okroglo 3, Slovenia, 4202

In the field Phone, the company telephone number is entered: +386 4 256 84 830.

Finally, Z indicating that the company is VAT registered is entered in the field Sell-to.

In the same way, the person responsible enters the data of all other subjects in the table. When finished, the person responsible saves the file.

4. Uploading the Excel file

To open the file upload window, the person responsible clicks the button Import subjects on the right-hand side of the command line.

In the central part of the file upload window, the person responsible uses the drag-and-drop function to transfer the icon of the file containing the data on the subjects.

Once the file is uploaded, a list with the details on the subjects is automatically displayed.

HINT You can also upload a file using the standard procedure of clicking the central part of the file upload window. This opens the file explorer, where you can search for the file, select it and upload it.

5. Editing data before saving

PANTHEON Web Light allows you to edit the imported data before saving it to the register. It also checks whether the data has been entered correctly or whether any data is missing and reports potential errors.

In this case, the program reported one error. The number of errors is visible in the field No. of errors in columns and the line containing the error is indicated by the x icon in the column Status.

The person responsible checks the fields of the line marked with the error. In order to find the error quickly, the field with error  is marked with an exclamation mark icon .

In the field with error Sell-to, the person responsible selects E - Export EU from the list to correct the error.

The person responsible double-checks the entered data before saving.

HINT After the data has been imported, it is possible to complete or edit the data in all line fields before saving.

6. Saving imported subjects

Once all the data has been entered correctly, the person responsible saves it in the Subjects register by clicking the button Save on the right side of the command line.

The imported subjects are now displayed in the register.