Excel Sync
This guide explains how to prepare the Excel spreadsheet so it can be successfully re-imported into Valid8. It covers which columns are required, which can be safely removed, which can be renamed, and how column order affects the sync.
Downloading the Excel file
From the Bank Transactions area, click the Export button.
The data exported will be limited by any filters you have applied to the transactions.
Exported files are listed in the Exports area. To download a file, click the Download button associated with the file you want to view. To view the filters that were applied to each file when they were created click the Filter Details button.
Required columns for a successful sync
The following three columns must be present in the file, with their header text unchanged. These are shaded with a dark green header in the original export. If any of these columns are missing or renamed, the import will fail.
- Transaction ID
- Item ID
- Transaction Kind
Do not rename, remove, or duplicate these three columns and headers.
Columns you can rename
Category 1–3 and Custom Field 1–9 columns can be renamed to whatever label makes sense for your data, as long as the required prefix stays exactly as shown below. Valid8 uses the prefix to match the column on import; everything after the prefix is yours to customize.
|
Required Prefix |
Example Rename |
Notes |
|
Category 1 - |
Category 1 - Vendor Type |
Prefix number must match (1, 2, or 3) |
|
Category 2 - |
Category 2 - Region |
Prefix number must match (1, 2, or 3) |
|
Category 3 - |
Category 3 - Department |
Prefix number must match (1, 2, or 3) |
|
Custom Field 1 - |
Custom Field 1 - Project Code |
Prefix number must match (1–9) |
|
Custom Field 2 -… 9 - |
Custom Field 5 - Approver |
Same rule for Custom Field 2 through 9 |
Columns you can remove
Every column not listed above (Description, Memo, Name, address fields, account details, and so on) is optional. Include, remove, or reorder them as needed for your workflow — they do not need to keep any special prefix or header format.
Column order
Column order no longer matters. Columns can be arranged in any order in the spreadsheet. Valid8 identifies each column by its header text (or, for Category and Custom Field columns, by its prefix) rather than its position. Move columns around as needed; the only requirement is that the required headers and prefixes from sections 1 and 2 are present somewhere in the file.
Syncing the updated file
Save the file as an Excel Workbook (.xlsx) or CSV UTF-8 (Comma delimited) (.csv) when you are ready to load it back into Valid8.
From the Bank Transactions area, click the Excel Sync tab, then click the Upload Excel Sync File button to choose and upload your sync file. The file will automatically import and apply your changes.