Manual Upload and Import of Master Data in Acubiz

In Acubiz, master data is usually updated automatically via a fixed integration. However, in certain situations, it may be necessary to activate an import manually or upload files directly to the system.

This guide covers the following topics:

• Supported Types of Master Data
• Manual Activation of an Automatic Import
• Manual Upload and Import of Files

ℹ️ IMPORTANT — Setup Requirements You must have rights as an Acubiz Pro user to perform these actions. Note that import routines must be created and configured by Acubiz before you start using manual upload. Do not perform manual uploads before the technical setup has been confirmed by Acubiz.

1. Types of Master Data in Acubiz

Which master data you can import depends on your specific configuration. The most common types are:

• Employee Master Data
• Financial Dimensions (e.g., cost centers, projects)
• Exchange Rates (for automatic updating)

2. Manual Activation of Automatic Import

If an automatic integration is already set up but you need to fetch new data immediately (outside the normal schedule), you can start the import manually.

How to do it:

1. Go to ADMINISTRATOR in the main menu.
   
2. Navigate to the integrations area. Here you can see an overview of previously imported data as well as the date of the latest import.
   
3. Click "Upload and Import from Server/SFTP" to fetch the files ready on the SFTP server.
   
4. Confirm the action by clicking OK in the dialog box.

The system will now retrieve and process the files from the predefined folders on the server. When the process is complete, the date of the latest import will be updated in the overview.

Note: Import routines are activated one at a time, but you can start several in sequence.

3. Manual Upload and Import of Data

If you have a single file on your computer that you need to transfer manually to Acubiz, follow this procedure.

Step by step:

1. Go to ADMINISTRATOR and select the file import menu.
2. Click on upload File.
   
3. Select the correct import type from the dropdown menu (the options depend on your setup).
   
4. Click Browse (or Choose File), and select the file from your computer.
   
5. Press Upload.
   

The file is now placed in Acubiz, but the data is not yet imported into the system (this is indicated by the absence of an import date).

Validation: Test Import (Recommended)

Always run a test import to ensure that the file’s content and format are correct before the data is finally entered into the system.

1. Click on Test Import.
   
2. Wait for the system’s check and review the result:
   

• If the test is successful (OK): Navigate back in the browser and complete the final Import.
  

• Result after successful import
  
   

• If there are errors in the test (NOT OK):
  

  1. Go back and delete the file from the overview in Acubiz.
     

  2. Correct the errors in your source file on your computer.

  3. Upload the corrected file again and run a new Test Import.