Import File Requirements
File Naming Conventions
Due to the nature of the file import process, the following restrictions apply to import file names:
- No spaces (spaces are allowed in the path but not the filename itself) - use underscores or dashes in place of spaces
- Only one period is allowed just before the file extension (e.g., ".xls" or ".txt"). Names like "Filename.10.2012.xls" are not allowed.
If you attempt to import a file with an invalid name, the program will offer to rename it by replacing spaces and periods with underscores. This will only work if a file with that name does not already exist on your computer.
Basic requirement are:
- Excel 95-5.0 file format or earlier. Newer versions of Excel files will not work and must be saved as the 95 format. The new .xlsx format must be converted by using "Save as" and selecting the 'Microsoft Excel 5.0/95 Workbook' file type from within Excel.
- Only one header row is allowed. This header row may contain descriptions of the columns if included. No blank rows are allowed between the top of the sheet and the header row or rows containing data.
- Columns containing the daily units values must be contiguous. There cannot be any other columns between day 1 and day 31.
- Separate rows for each type of units (e.g., units of service and miles) in the same way they are separated on the invoice.
- No merged cells.
- Only one worksheet is allowed. If you use spreadsheets with multiple worksheets, save a temporary copy of the sheet you want to use as a separate file (which you can delete after completing the billing process).
- Some way of determining which record on the spreadsheet corresponds to each units calendar page on the eBilling website. This will generally be either a name or UCI field.
- Excel formatted files exported from other applications (other than Visual FoxPro) have not been tested. If your file does not work, try opening it in Excel and saving as an Excel 95 file.
Comma Separated Value File Requirements
Starting with Version 2.0, the eBilling Assistant will import files in standard CSV format. If your application(s) cannot create files in the permitted Excel format, almost all can creat a CSV file.
- The same formatting rules as for spreadsheet files apply to CSV files
- The field (column) names, types and sizes must be saved on the "Set Defaults" page before attempting to import the file.
The import file does not have to be in the same order as the entries on the regional center invoice, but processing will be faster if they are (as you will not have to select each corresponding row before transferring the information to the calendar).
Other than the units values for each day, there is no requirement that the columns be in any specific order.
The import file must not be open when you attenpt to select/import it. If you get a "Unable to import spreadsheet" or "Unable to import CSV file" message, make sure the file is not open. If it is, cloe it and try the import again.