Importing requests when the request names already exist

Give every request name in your import file a unique addition, such as the budget year, and import the requests and their expenditures in one Create import. Removing the addition afterwards is optional.

When you need this

In a Create import, the expenditure rows on the Current capex sheet are linked to their request by request name. If a request with the same name already exists in Capex Management, for example from an earlier budget round, the import cannot tell which request is meant. The expenditure rows for that name are then skipped with the message more than 1 request found by value in key property cell. The requests are created without expenditures.

Project no. cannot be used as the link in a Create import, because the number is only given to a request when it is created.

Step 1: import the requests and expenditures

Prepare the file

  1. Add the same text to every request name, for example - 2026. In Excel, use a helper column with =A2&" - 2026", then paste it over the name column as values.

  2. Do this on both the Properties sheet and the Current capex sheet, so the names match exactly.

  3. Check that no name appears twice in the file.

Sheet

Rows

Columns

Properties

One row per request

Request name, Production unit, Analysis start year and the other request properties

Current capex

One row per expenditure

Request name, Category, Name, Useful life, In use date, Requested amount, one column per period

Mapping

  1. Open the bulk import, choose Create and upload the file.

  2. Properties sheet: Sheet type Properties. Map Request name, Production unit, Analysis start year and the other properties, and confirm the value mappings.

  3. Current capex sheet: Sheet type Current capex, Link column Request name, to request property Request name. Leave the Capex column of the Request name row empty and map the other columns.

  4. Run the import and check the results: the number of requests and expenditures created, and no skipped rows.

Step 2 (optional): remove the addition from the names

Get the request numbers

  1. In the request list, create a layout with the columns Request name, Project no. and Production unit.

  2. Filter on the creation date of the import and on yourself as the creator. Sort by creation date.

  3. Check that the list holds exactly the requests from step 1, then export it.

Prepare the file

Create a file with one sheet, Properties, and three columns:

Project no.

Request name

Production unit

From the export

The name without the addition

From the export

  • Format the Project no. column as Text before pasting.

  • Remove spaces at the start and end of the names.

  • Keep the production unit the same as now. Production unit has to be in the file, otherwise the import cannot be started.

  • Leave out all other columns, so no other property is overwritten.

Mapping

  1. Open the bulk import, choose Update and upload the file.

  2. Sheet type Properties, Identify requests by Project no.

  3. Map Project no. to Project no., Request name to Request name, and Production unit to Production unit with its value mapping confirmed.

  4. Run the import.

Good to know

  • Try both steps with 2 or 3 requests before importing the full file.

  • Run the Create import only once. Running it again creates the requests and expenditures a second time.

  • If a name still has the addition after step 2, the name cannot be edited in the step the request is in. Rename it by hand, or keep the addition.

  • Check the decision route and current step of a few requests after the import.

Contact Weissr support if the import skips rows and the reason is unclear.

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