Importing Data from Excel | Lucanet Knowledge Base

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Importing Data from Excel

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Tax Compliance & Reporting

Glossary

You can import financial data from Excel files directly into Data Collection forms. After uploading a file, you map Excel data to form rows and columns interactively. The system saves your mappings so that recurring imports are faster — upload an updated file and your previous configuration is restored automatically.

Before starting an Excel import:

The form must have status

In Progress.

You must be assigned as a

Collector

for the reporting entity, or you must be an

Administrator

The form must contain at least one pivot table with at least one

Numeric

Currency

column.

To start an Excel import:

Navigate to Data Collection | Data collection.

Open the form you want to import data into.

Click More actions | Import Data in the top right. The Import Data dialog is displayed:

Select Excel. The Import Data from MS Excel dialog opens.

Import Data from Excel dialog with a drag-and-drop upload area and a note that the first row will be used as headers — 'Import Data from Excel' dialog

The first row of your Excel file will be used as column header.

Upload your Excel file by dragging it into the upload area, or click choose a file to browse.

Supported formats and limits:

File formats: .xlsx, .xls

Maximum file size: 50 MB

Click Next.

After a successful upload, an Imported accounts panel appears on the right with all accounts from the uploaded file, organized by sheet. Each row and column in the form shows a + Map link.

Form showing a mapped row with the linked account displayed as a child entry — Form detail view with an 'Imported accounts' panel on the right

To configure the import, you link Excel accounts to form rows, and Excel columns to form columns. You must configure at least one row mapping and one column mapping before you can execute the import.

Row mappings link a form row to one or more accounts in your Excel file. When the import runs, values from all mapped accounts are summed and written to the target row.

To map an account to a row:

Click + Map next to a leaf-level row. The Map Accounts dialog opens, showing all accounts organized by sheet.

Column header with a link icon indicating a configured column mapping — The Map Column dialog for selecting an Excel column

Select one or more accounts to map to this row. You can select accounts from multiple sheets. Use the search field to filter by account name.

Click Map. The row now shows a link icon and the mapped accounts appear as subordinate entries beneath it.

Form row showing "Mapped Goodwill (individual company level)" with Account 1 listed as a child entry beneath it, and two unmapped accounts remaining in the Imported accounts panel — A mapped row with the linked account shown as a subordinate entry

Only lowest-level rows can be mapped. Superordinate rows and total rows do not have a + Map link — their values are calculated automatically.

Each Excel account can only be mapped to one form row. Accounts that are already mapped to another row do not appear in the Map Accounts dialog.

Removing a mapped account

To remove a mapped account, click the delete icon on the subordinate entry beneath the row. The account becomes available again for mapping to a different row.

Column mappings link a form column to a column in your Excel file.

To map a column:

Click + Map in a Numeric or Currency column header. The Map Column dialog opens, showing all columns organized by sheet.

Map Column dialog listing column names from Sheet 1 and Sheet 2 — The Map Column dialog for selecting an Excel column

Select the Excel column that contains the values for this form column. You can use the search field to filter by column name.

Click Map. The column header now shows a link icon to confirm the mapping.

The same Excel column can be mapped to multiple form columns. Total columns do not have a + Map link — they are calculated automatically.

Form columns with the entry method Manual only are not offered for mapping — you can only enter their values manually. For details, see Configuring Tables in Form Templates.

Once at least one row and one column are mapped, the Import button becomes available.

To start the import:

Click Import in the top right.

If the form already contains collected data, a Confirm Import dialog appears. Click Confirm to overwrite existing values, or Cancel to return to the mapping view.

Confirm Import dialog warning that existing collected data will be replaced — 'Confirm Import' dialog

Additional notes:

Manual editing and additional imports are disabled for all users while the import is in progress.

After a successful import, the form is displayed in editing mode. The form now includes the imported data as well. Superordinate rows and total columns are recalculated automatically.

Imported values cannot be automatically undone. To restore previous data or correct imported values, edit the affected cells manually after the import.

If columns were skipped because their entry method is

Manual only

, a message after the import lists the columns that were not updated.

If an element selection is configured for a drill down dimension in the reporting package, rows that contain an element outside the selection are rejected. The import result identifies the rejected rows. For details, see

Creating and Configuring Reporting Packages

The next time you import data for the same form and reporting entity, Data Collection automatically restores your previous row and column mappings. Upload the new Excel file and the mappings are applied immediately — you only need to adjust them if your file structure has changed. If a restored mapping contains a column whose entry method was changed to Manual only in the meantime, that mapping is skipped when the import is executed.

If the new file is missing accounts that were previously mapped, a red warning icon is displayed on the superordinate row and the missing account name is shown with strikethrough text. The data can still be imported — missing accounts are skipped and their target rows receive no value from that account. To clean up, click the delete icon on the missing account entry to remove the orphaned mapping.

Excel import supports tables with a single level of drill down configured to the Local Account dimension. For these cells, the import creates individual drill down entries — one per mapped account — rather than updating the cell value directly.