Troubleshooting Bulk Import Error Logs

Here are steps to review to make sure you have a successful import.

Tips for Getting Started

• If you have less than 30 leases, we do not recommend the bulk import feature. You will have a faster experience by adding leases through the Add Lease workflow.
• We recommend splitting your file into 50 or less leases per import file.
• Before attempting to bulk import, be sure to complete all steps of the Administration Setup (FASB/GASB). In order for bulk imports to load correctly, Administration setup must be complete. This includes Reporting Entities, GL Accounts and Customization.
• Enter only one lease per row.
• Be sure to follow all the instructions on row 3 when entering data for that column.  Some columns will have special formatting requirements, and do not include any special characters.
• All cells should be formatted as text, except for dates, which can be formatted as a date (mm/dd/yyyy) or text.  Follow the specific instructions listed in row 3 for more details.

Template Error

• Make sure you're using the most recent Bulk Lease Import Template. This template can be downloaded from the Bulk Import screen.  The version will be shown in the System Tab of the template and should match the Import Leases screen.  
• Review the template for multiple tabs (Leases and System) and do not make changes to the tab names.  There should be no additional columns and no blank rows between leases.
• If you are using the wrong Template version, or have made incompatible edits, a "Template Error" will occur while attempting to import:
  
  

 

Validation Error

The Bulk Import spreadsheet will only import when all lease rows are successfully validated. If one or more leases have errors, no leases will import, and you will receive a validation error:

To find out what went wrong, download the error log by clicking the download icon. 

Open the file, and the error log will be color coded, with each lease row that could not be validated colored yellow, and the cell or cells that caused the validation error colored red.  See below for an example:

 

In the above example, row 6 is colored yellow, indicating an error has occurred on this lease row. 

Cell A6 is colored red, indicating that something could not be validated with the name of this reporting entity.

Validation Error Types

These are some of the more common validation errors that can occur. If a lease row is showing an error cell in one columns listed below, here are some tips for fixing the error.

Reporting Entity

• If the name of a reporting entity on the bulk import template does not have a corresponding reporting entity setup in the LeaseCrunch account, a validation error will occur, and the "Reporting Entity" column will have a cell colored red.
• Double check that reporting entity names are spelled correctly, in both the LeaseCrunch account administration section, and on the bulk import template.

Asset Type, Location, or Lessor Name

• If a lease has a row with an error cell in the columns Asset Type, Location, or Lessor Name, double check that the entry is spelled correctly, in both LeaseCrunch, and on the bulk import template.
• It is also possible that the Asset Type, Location, or Lessor was entered under the wrong reporting entity, or that trailing or leading white space is causing the entry to not validate.

# of Payments

• If a lease row has an error cell in the column "# of Payments", this usually means that the lease payments extend beyond the end date of the lease.
• Double check that the "Payment Start" column and the "# of Payments" column, when combined, does not cause a payment date to occur after a date that is listed in the "End Date" column.  See below for an example:

• In the above example, the lease Payment Start date is 3/15/2023.  With 72 payments, that would cause the final lease payment to occur on 2/15/2029, which would occur after the lease End Date of 2/1/2029.
  
  

Classification

• If a cell in the "Classification" column is showing a red error, as well as the corresponding GL Accounts for the lease, double check that the word "Lease" is following the classification type.
• The cell must contain either "Operating Lease" or "Finance Lease". Having just the word "Operating" or "Finance" in the cell will cause a validation error.

Date Fields

• Any column requiring a date on the bulk import template must have the cell formatted as either Text or Date. 
• If it is formatted as a date, it must be in the date format (mm/dd/yyyy). 

Bulk Import Limitations

Below are the limitations for the data that can imported for individual leases.  

• Limit of 5 payment streams per lease.  Do not enter more payment streams on another, as each row corresponds to an individual lease.
• Limit of 2 cost center allocations per lease.
• Limit of 3 existing balances from previous lease accounting guidance.
• Limit of 5 custom fields.

 

If you need additional assistance with troubleshooting bulk import errors, reach out to support@leasecrunch.com and include the original bulk import file.