Import Organization Address

This feature allows for the importing of Organization Address information into the Unanet system. This import only handles the ability to add addresses, that is, there is no facility to support the update or delete of an address via the import. There is no unique key that identifies an organization address so it is possible to insert duplicate entries.

When the address is used elsewhere in the system, all fields are concatenated such that you cannot tell if the data is all stored in Street_Address3 or if it is spread across all fields. Only via the Organization Address Export can you determine the specific fields in which the address values are stored. There is minimal validation on the fields in this import.

Roles

This screen is available to users having any of the following roles: Administrator, P&R Administrator and HR Administrator.

License

This feature is available with any Unanet edition.

Performance Tip Note: Depending on the number of users in your installation and other factors such as the overall performance of your platform, the activity of importing one or many files may take up to several minutes. Should this be the case with your installation, you may want to consider running these processes at non-peak times to minimize database contention.

Topics covered on this help page include:

Import File Record Layout (field by field descriptions)
Import File Format (note about csv layout and option to import a subset of columns using header values)
Excel Template (spreadsheet template containing column headings)
Import Screen (invoking the import via the user interface)

Import File Record Layout

IMPORTANT: Note that there are multiple places within this documentation that say you MUST use double quotes for the strings in your import. If you are working in Excel, Excel will provide the double quotes and thus you do not need to add them in manually. Manually adding double quotes within Excel would result in multiple sets of double quotes in the resulting .csv file and thus cause an error (should you attempt to import that resulting file). Please see Excel Tips for more information.

		Field Header Name	Required/Comments
1	A	Organization_Code	ALWAYS REQUIRED. This code uniquely identifies the Organization to which the address belongs. This value must match an existing Project Organization Code value defined in your system. If the Organization to which you are trying to import does not already exist in the database, the entire record will be rejected.
2	B	Street_Address1	CONDITIONALLY REQUIRED. First line of the address. Maximum Length: 255 characters If this address is designated as a Default xxx To address, then something must be entered in one of the three Street Address fields.
3	C	Street_Address2	CONDITIONALLY REQUIRED. Second line of the address. Maximum Length: 255 characters If this address is designated as a Default xxx To address, then something must be entered in one of the three Street Address fields.
4	D	Street_Address3	CONDITIONALLY REQUIRED. Third line of the address. Maximum Length: 2000 characters If this address is designated as a Default xxx To address, then something must be entered in one of the three Street Address fields.
5	E	City	CONDITIONALLY REQUIRED. The city of the address. Maximum Length: 60 characters If this address is designated as a Default xxx To address, then this field is required.
6	F	State_Province	CONDITIONALLY REQUIRED. The state or province of the address. Maximum Length: 60 characters If this address is designated as a Default xxx To address, then this field is required.
7	G	Postal_Code	CONDITIONALLY REQUIRED. The postal code of the address. Maximum Length: 16 characters If this address is designated as a Default xxx To address, then this field is required.
8	H	Country	The country of the address. Maximum Length: 60 characters
9	I	Default_Bill_To	This field indicates that this address is to be designated as the default address when configuring future invoice Bill To address associations. Changing this value will have no effect on any existing billing setup. Valid values include Y or N (if not provided, N is the default for a new address). Only one Organization Address can be defined as the Default Bill To address for the current organization. When designating this address as the new Default Bill To, the system will remove that designation from any other current Default Bill To address for the Organization. If this address is designated as a Default Bill To address, then the list of required fields includes: Something must be entered in one of the three Street Address fields, City, State_Province and Postal_Code.
10	J	Default_Ship_To	This field indicates that this address is to be designated as the default address when configuring future invoice Ship To address associations. Changing this value will have no effect on any existing billing setup. Valid values include Y or N (if not provided, N is the default for a new address). Only one Organization Address can be defined as the Default Ship To address for the current organization. When designating this address as the new Default Ship To, the system will remove that designation from any other current Default Ship To address for the Organization. If this address is designated as a Default Ship To address, then the list of required fields includes: Something must be entered in one of the three Street Address fields, City, State_Province and Postal_Code.
11	K	Default_Remit_To	This field indicates that this address is to be designated as the default address when configuring future invoice Remit To address associations. Changing this value will have no effect on any existing billing setup. Valid values include Y or N (if not provided, N is the default for a new address). Only one Organization Address can be defined as the Default Remit To address for the current organization. When designating the current address as the new Default Remit To, the system will remove that designation from any current Default Remit To address for the Organization. If this address is designated as a Default Remit To address, then the list of required fields includes: Something must be entered in one of the three Street Address fields, City, State_Province and Postal_Code.

Note: Check out the Unanet Data Model for specific field data types, lengths, and other attributes.

Import File Format

The file to import must be saved in a comma delimited format. The fields can be enclosed in double quotes -- which would be particularly necessary should the data being imported contain commas.

Importing a Sub-Set of Columns using a Field Header Record

If you are not using the default column layout sequence as defined above, you must include a header record (prefixed with an asterisk *), containing the column Header Names for those columns you are including in the import file (to indicate what data is contained in each column). The specific Header Names for each column are listed in the table above.

Example:

*Organization_Code,Street_Address1,City,State_Province
org1,123 Main St,Any City,Any State

Excel Template

You can create the comma delimited import file with any number of tools. For those interested in using an Excel spreadsheet to create the file, you can download an Excel Template with predefined headers.

See the Excel Tips regarding the use of double quotes and more.

Import Screen

The Import Organization Address screen simply looks like:

Field Descriptions:

Field	Description
Type of Import	Select the appropriate import type from the list of available types of imports.
File to Import	Enter (or browse for) the file that you would like to import.
Output Options	Specify the level of detail included in the output.

The import process is triggered by pressing the Import button. All Warnings and Error messages are written to the screen and can then be saved if desired. While some line items may be found invalid and rejected, the remaining line items will be successfully imported and saved in the database. The rejected line items will be written out to a file on the Unanet server as well as displayed at the bottom of the Import results page. The rejected record file name will be the import name (from the Type of Import drop-down on the Admin>> Import page) , concatenated with a space and "Errors.csv" (e.g., Item - Master Errors.csv, Alternate.csv, etc.). The file will be placed in the Unanet temporary directory (which is defined by the Temp Directory (Fully Qualified Directory Name) (unanet.temp_directory) Unanet property). You can also click on the Download the error file link at the bottom of the Import results page (sample image follows).