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      How to Export, Import, and Update Master File Records via Excel

      Learn how to export existing data, import new records, and update or clear fields in Master File records using Excel templates within the Accountability system.

       

      Table of Contents


      Access the Excel Import/Export/Update Window

      Steps:

      1. Select Master Files from the top navigation bar.

      2. Choose the relevant Master File category (e.g., Employees, Clients).

      3. Click the Excel icon at the top right of the screen.

      4. A pop-up window will appear with three options:

        • Export

        • Import

        • Update

      Export Current Data

      Steps:

      1. (Optional) Apply filters to the page list to limit which records are exported.

      2. Click the Excel icon.

      3. Select Export.

      Tip: Exporting before updating is highly recommended to ensure you're working with accurate field formats and current data.

      Import New Records

      Steps:

      1. Click the Excel icon.

      2. Select Import.

      3. Download the sample template provided (recommended).

      4. Fill in the necessary data in the template.

      5. Upload the completed file via the Import window.

      Note: All required fields must be filled in to successfully import new records.

      Update Existing Records

      Steps:

      1. Click the Excel icon.

      2. Select Export to download the current dataset for reference.

      3. Make edits to the exported file for any updates.

      4. Return to the Excel window and select Update.

      5. Upload the modified file to apply changes.

      Clear Field Values Using null

      A new enhancement allows users to remove values from non-required fields during updates by using null in the Excel file.

      How it works:

      • Typing null into a cell will delete the current field value.

      • Leaving a cell blank will keep the existing value unchanged.

      Example:
      If you enter null in the “Email Address” field for a record, the system will remove that email address upon update.

      Supported Master Files for the null Feature

      This feature is available in the import templates for the following:

      • Employees

      • Clients

      • Jobs

      • Suppliers

      • Client Contacts

      • Client Billable Rates

      • Supplier Contact
      • Task Type
      • Office Billable Rates