One can also click on the import command:
directly from within the Partners- GoodsCodes- or Line-list. The correct import type will then be pre-selected.
Various types of files can be imported in the IDEP.WEB package.
Each of these types can be imported in various formats. E.g. Text or Excel. Of all possible import formats a technical description is provided at the end of this help-topic.
It is not always necessary to start an import by selecting this form from the
menu.
One can also click on the import command:
directly from within the Partners- GoodsCodes- or Line-list. The correct import type will then be pre-selected.
First the type of import needs to be specified, then for that type a specific import format is selected. After selecting (browsing for) a file and uploading it, the actual import can start.
When Multi Import is selected in the Picklist Name a variety of import format names can be selected.
After selecting the name of an import definition, an entry field appears where
the name of the file to be imported can be entered. By using the
button, this is even easier.
Once a file is selected, pressing the Upload button performs the actual
upload to the web-server. When the upload has finished, the filename appears in
green on the screen.
By clicking the Proceed with Import button the file is read and
interpreted and the data is added to your declarations.
The actual import might take long and is performed in the background.
Therefore you are taken to the Ongoing Jobs page where list of all such jobs
is presented.
When this is your first import you will see only one item in the list, namely
the import job you just started.
At first the status might be empty. The job has not yet been taken into account (the system might be handling imports of other users). By refreshing the page (pressing F5) you will see the status change to 'in progress' and later (for small imports this is almost immediately) to 'success' or 'failure'. Note that when you import a huge number of declaration lines (more than a few thousand) your job is given a lower priority in order not to overload our server. In that case you might consider continuing another task and recheck the background job list after 15 minutes or so.
The status 'success' means that no errors were found in the import file; 'failure' indicates a possible error in the format of the file (so it could not be imported) or an error in one or more of the declaration lines. 'failure' doesn't have to mean that you need to fix and re-import the import-file itself. Often you can simply correct the declaration lines that were in error.
In order to observe a detailed result of the import you need to click on the Success or Failure status. This will direct you to the import-log screen. For more information on how to interprete this log, please see the help on that page.
Whenever an import definition is chosen which requires an Excel-file, in-between the upload of the file and the actual import-start one is also prompted for the name of the excel sheet (shown in the bottom left corner of Excel). In most cases this will be the default first sheet, often called 'sheet1'.
Multi Excel Import
There are some special remarks to be made for this import definition name.
The import file can in principle contain data required to make all types of
surveys: Intrastat, Ets, Vies, Combined Intrastat-Vies. In order to accomplish
this, the following rules are applied:
When in the above mentioned cased 'added to a declaration' is written, this declaration will be created if none is present for the given return-flow and -period.
Especially the Multi Excel Import can take long, since it might need to switch from one SE to another and create declarations on the fly. During the import-process all declarations that are created (or to which lines are added) remain locked and can't be modified or deleted by any user. When finished, and the status of the import-job reads either 'succes' or 'failure', the declarations can be re-used.
In addition also Partner VAT numbers and PSI goods-codes can be imported. They can
be selected as import type, after which the actual import definition name
needs to be chosen. Like explained above for declaration-lines now also a file
needs to be selected and uploaded, after which the import can start. The items
in the import file will be added to the existing list. It might happen that an
item is already present in the list causing a duplicate. The system
will import the new entry with the status 'invalid'. It is up to you to
decide which entry should be kept, the already existing one or the one just
imported.
For those users that have complete lists of Partner VATs in their administrative systems
and who wish to periodically refresh the information in IDEP.WEB, it is wise to first delete all
existing Partners or Goods Codes prior to importing them again.
This section describes for each import definition the required structure of the import-file and other technical details.
Note that for the field-order the (maximum) length of the field is specified.
In case of a fixed length import format (SDF), the length is the exact length of the field. Should the field be shorted it needs to be padded with spaces until the exact length is reached.