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Adaptive Insights
Knowledge @ Adaptive Insights LLC, a Workday company.

Spreadsheet Import

Explains how to import data into standard sheets, cube sheets, modeled sheets, and transactions using data import templates.

You can import data into standard, cube, and modeled sheets by filling in a downloaded spreadsheet template and uploading it to your instance. If your company has the transactions module the system also lets you import transactions details from a spreadsheet. As part of the import process, you map accounts, levels, and dimensions from your source to what already exists in Adaptive Insights.

The Import Data interface lets you select import type, source, and destination. Your choices generate an import template spreadsheet you then download and fill in with your source system's data. After you fill in the spreadsheet template, you import it. 

Import Data

To find out how to import Accounts, Dimensions, and Levels (organization structure) your data loads into, see structure import.

To find out how to erase data from actuals versions in GL, custom, and cube accounts on sheets, see Erase Actuals.

Other Ways to Import: If your company purchased the NetSuite Integration option, you can also import actuals data directly from your NetSuite account.

Adaptive Integration provides a complete data integration platform that lets you schedule automatic data imports and metadata imports from a variety of external systems. See Adaptive Integration for more.

Before You Begin

  • Required permissions: Import Capabilities
  • For transactions import, you must have the transactions module and define your transaction fields.
  • Know the sheet name and sheet type the data will import to.
  • Have an export from your ERP or other source system in a CSV, XLSX, or other file you can copy data from.
  • To make the process efficient, verify that the accounts, levels, and dimensions your data values need to load to already exist in Adaptive Insights.

How You Get There

Navigation Icon5.png From the nav menu click Integration >  Import Data

Basic Steps

  1. Select the import type and where you are importing from.
  2. Select where to import to.
  3. For spreadsheet imports, download and fill in a template for one of the following:
    • Modeled Data
    • Cube Data
    • Standard Data
    • Transactions Data
  4. Import the template and select your account, level, and dimension value mappings if applicable.

Select the Import Type

Select actuals versions, plan versions or transactions as the import type. 

Actuals versions contain your actual financial results for a given period of time, like your income or expenses from May 2014. Actuals are records of things that happened. 

You can view the history of actuals imports by navigating to Integration > Import History. You can view each actuals import request under File Name and its status or error messages under Action. 

Plan versions, also referred to as planning versions, plans, and planning, may be budgets, what-if scenar­ios, or almost anything else you can imagine.

Transactions are typically data related to time-stamped orders, invoices, sales process activities, or payments. Transaction data can only be imported if you have the transactions module. 

Select Where to Import From

Select Spreadsheet. Continue by selecting the sheet under Import into sheet and downloading the template for it as described in the sections that follow.

If you do not see a section called Import From, your organization does not use NetSuite Basic or Custom Scripts. Only the Import Type and Import Into sections would be visible.

If your company has NetSuite Integration - Basic, you can select the NetSuite actuals option.

If you have a custom script, you will see a Custom Script option. See Import Data from Custom Scripts for more.

Select Where to Import To

Choose the destination for your import. After you select the destination, click Download Template and fill out its columns. 

The download template varies based on the sheet type.

Enter Template Columns and Date Formats for Spreadsheet Imports

The columns you need to fill out in a spreadsheet template vary based on the sheet type you are importing to. Read the instructions on the first sheet of the downloaded template for more details about your template's individual requirements.

Import Template Instructions

See Spreadsheet Import Options for more details.

Best Practice: After you fill in a template, save it. You can simply reopen your saved template to make edits and if you plan on loading from the same sheet, reuse it.

Date Formats for Import

The preferred method of entering dates within imported files is to use time period codes. See the Time Administration article for how to view your existing time period codes.

The following legacy formats for dates are accepted within time period columns:

  • Excel Date Format: The system will find the time period that contains this date at the appropriate time stratum.
  • Text strings in the format MMM-YYYY (e.g. jun-2016): If your organization configured a custom calendar, this format will not be accepted.

Fill in a Standard Data Template

A standard sheet contains a simple grid of accounts and time periods. Common examples of standard sheets include expense sheets, revenue sheets, profit-and-loss sheets, balance sheets, and cash flow sheets.

Standard data is data that resides in GL accounts, custom accounts, assumption accounts, and exchange rates but does not reside in a sheet. You do not select a sheet when you import standard data.

  1. Select Standard.
  2. Click Download template and follow its instructions to create the columns and fill in the data you need to import.
  3. Click Choose File and browse to the template you edited and click Import.
  4. Select how you want the system to map account identifiers, levels or dimension values from your file.

Standard Sheet Data Import Columns

  • Account (Required): An account identifier from your external system such as an account name or account code. It cannot be empty.
  • Level (Required): Organization levels from your general ledger. It cannot be empty.
  • Split Label: Used to distinguish between two or more splits. It can be left blank if it isn’t needed.
  • Region: This is an example of a custom dimension column and can be renamed to any dimension in the system, or it can be deleted. Add columns to specify more dimensions.
  • Time Period: Represented by codes of time periods at the import accounts' time stratum, or any date within the target time periods. Requires at least one time period of data.

Standard Data Example Import Template

The example below shows a standard data import template. Standard data templates come with a sample row of data to help you understand how to fill them out.

 Import Template - Standard Data Example

Fill in a Modeled Sheet Data Template

Modeled sheets are for entering record-based data. The sheet has customized field names across the columns and records as rows. A modeled sheet contains the underlying business logic for modeling financial events, such as revenues generated from sales, monthly salaries of personnel, or the depreciation of capital purchases.

  1. Select a sheet. You will know the selected sheet is a modeled sheet if you see Import Mode options.
  2. Select an import mode:
    • Add the imported rows to the sheet.
    • Replace all data in the sheet, for all levels you have access to.
    • Replace all the data in the sheet, but only for the levels you import.
  3. Click Download template and follow its instructions to create the columns and fill in the data you need to import.
  4. Click Choose File and browse to the template you edited and click Import.
  5. Select how you want the system to map account identifiers, levels or dimension values from your file.

 Modeled Sheet Import Columns

Required fields and columns for modeled sheets vary depending on the model sheet definition.

Modeled sheets allow columns of the following types of data:

  • Level (required): Organization levels from your general ledger. It cannot be empty.
  • Text: Any string value.
  • Number: Any numeric value.
  • Date: Any date value.
  • Text selector: String value of corresponding text selector option.
  • Dimension: String value of the corresponding dimension value.
  • Initial Value: Any numeric value.
  • Time Span: Any numeric value. The order of the time span columns should match the one given in the template.

Modeled Sheet Example Import Template

The Services Revenue modeled sheet below only requires three columns:

  • Level
  • Rev Rec
  • Invoicing

Import Modeled Sheet - Services Revenue Template Example

Fill in a Cube Sheet Data Template

A cube sheet is a type of sheet that allows for multi-dimensional data input in a few accounts across a potentially large set of dimensions.

  1. Select a sheet. You will know if the selected sheet is a cube sheet if you do not see Import Mode options.
  2. Click Download template and follow its instructions to create the columns and fill in the data you need to import.
  3. Click Choose File and browse to the template you edited and click Import.
  4. Select how you want the system to map account identifiers, levels or dimension values from your file.

Cube Sheet Import Columns

  • Level (required): Organization levels from your general ledger. It cannot be empty.
  • Account (required): An account identifier from your external system such as an account name or account code. It cannot be empty.
  • Custom Dimensions (required): All other labeled columns represent Custom Dimensions available on the cube. Enter names of values in each dimension for each row. None of these columns can be empty.
  • The final columns represent time periods which contain the data. Values in these columns are the values which will be imported into the corresponding location in the cube. A value of 0 will be imported as a blank value to allow for erasing data in the cube. Titles of time period columns are codes of time periods at the import accounts' time stratum, or any date within the target time periods.

Cube Sheet Example Import Template

 The Product Revenue Cube Sheet below requires:

  • Level
  • Account
  • Customer
  • Product
  • and at least one time period

Import Cube Sheet - Product Revenue Import Template 

Select or Add Mappings

View and edit the mappings you already created by navigating to Integration > Import Account Mappings, Level Mappings, or Dimension Value Mappings.

When your file uploads, the system will attempt to match the accounts, levels, or dimensions values in that file to those already in the system.

If you already have mappings, you can choose the option that best fits them.

Import Data - Match Accounts Step

Click Continue.

If you don’t have accounts, levels, or dimension values already mapped from your sheet to the system, you can map them by continuing through a wizard-like process.

Import Data - Account Mapping 

1 Click the account in the table on the left to select it.

2 Enter the exact account as it is named in the source you are importing from.

3 Click the account within the system that you want to map to.

4 Click Accept.

5 After you map all of the accounts, click Continue.

Follow the same mapping steps to map levels and dimension values, if needed. After you verify all of the mappings, click Import.

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