Mass Data Import

Owned by Lukas Schwalvenberg
Jul 06, 2022
4 min read

In the mass data import dialogue, the import of the reporting data as well as the reconciliation reports for all companies can be carried out at once. As with the classic manual import, there are 2 important steps in the mass data import: The import of the data into the system and the subsequent transfer to the company. The import of the data is carried out differently depending on the import variant. The transfer of the data into the company is always the same process, regardless of the import variant.

Import

During import, the system always checks in the background whether the structure of the data or files is valid.

Webservice import

With the web service import, the import process is not triggered in VAT@GTC. Instead, the data is sent from the feeder system, usually SAP, to the defined interface. As soon as this process has been successfully carried out, the data is ready to be transferred to the declaration, provided the correct period has been selected. If errors occur during the web service import, this unfortunately cannot be displayed in this dialogue. So if, contrary to expectations, no imports are displayed, then this can be analysed in more detail in the log files. These can be found under [Settings] → [Administration]. As these are very technical, the vat-support@amana.de can help at this point.

Network drive import

In the case of network drive import, the files for the import are usually created automatically by the feeder system and stored on the network drive, but the import process into the VAT@GTC is triggered from the VAT@GTC as in the case of manual import from the network drive. For this, the button [Read import data from netdrive] must be pressed in the mass data import dialogue. This checks whether there are new files according to the file name pattern for the currently selected period and the companies assigned to the network drive. This applies to multi-company code files as well as to separate files for each company code.

Manual multi-company-codes import

The third import variant is the manual multi-company code import. When the [Manual multi-company-codes import] button is pressed, a pop-up opens. Since a multicompany code import file can only be generated per feeder system, the corresponding ERP assignment must be selected via a drop-down during the import. The ERP groups and servers configured under [Settings] → [Connection parameters] are offered for selection. In addition, the report type must be selected. The RFUMSV00, RFUMSV10 and RFBILA are available for selection. Afterwards, the multi-company-code file can be selected from the local system. Finally, this file can be uploaded via the [Import] button.

Imported data

The current status of the company can be traced in the table shown. The company can be identified via the columns Unit ID, Company and Company code. This is also the information that is technically used to assign the import data. In the columns [New Import Data: V00/V10/RFBILA] you can see whether new import data are available that have not yet been transferred to the declaration. If no new import data are available for a company for this report, the corresponding entry in the table is "-". If new data are available, the entry is a timestamp of the import. If the mouse is over this timestamp, the number of rows of this import is also displayed. 

Transfer of the data

If new import data is available, it can then be transferred to the report for all companies. The checkbox in each line can be used to select the companies for which the data is to be transferred to the report. Companies for which new data are available are automatically preselected. All companies can be checked or unchecked via the checkbox in the table heading. If a declaration is closed, the checkbox cannot be set.

The [Import] button can be used to transfer the data to the report. All available data of all ticked companies are transferred. If data has been successfully transferred to the report, this can be seen in the columns [Import Status: V00/V10/RFBILA]. If no values have been transferred to the company yet, a "-" is entered here. As soon as values have been successfully transferred to the company, a tick and the text "Ok" are entered in this cell of the table. The entry in the column New Import Data is set back to "-". As soon as the page is reloaded, the time stamp of the transfer is then entered in this column instead of the tick.

Import with errors

The import of RFUMSV00 can fail, for example, because a tax code is not mapped or not mapped validly. In this case, a red X with the text "Error" is entered. Clicking on this entry opens a pop-up in which the cause of this error is described. The import data is not deleted, so that the time stamp is still visible under [New import data: V00]. As soon as the cause of the error, in this case the missing mapping, is corrected, the file can be transferred to the message again via [Import] and does not have to be imported into the system again.

If a tax code has not been created at all, this will lead to an error when importing RFUSMV00 as well as RFUMSV10. 

For the RFBILA, it can happen that accounts of the RFBILA are not stored in the reconciliation accounts. This is not an error that prevents the import. Therefore, the status [Ok] can also be clicked here, which opens a pop-up with the contents of the warning.

After the import, all current error messages and warnings for all companies and reports can be called up via the [Import log] button.