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XTM Cloud 26.2

Importing rate cards

Important

The Users > User list > Import > Rate cards functionality and the New rate cards are Beta features.

Only new rate card entries for internal users and LSPs can be created. It is not yet possible to overwrite or deactivate existing rate cards for users and LSPs by using the rate card file import feature.

The maximum import file size is 5 MB.

You can import new rate cards (part of the Costs 2.0 Beta program) for internal users (for details, see New rate cards), LSPs (for details, see New rate cards for LSPs), or both in the same Excel XLSX file.

Procedure. To import new rate cards:

  1. Select Users > User list.

  2. In the top right-hand corner of the screen, select the Import button.

  3. From the dropdown list, select Rate cards.

    Result: the Import rate cards popup is displayed.

  4. In the Import rate cards popup screen:

    1. select the Choose file button to select the relevant file from your desktop.

    2. if required, select the Download sample file button to download a template for the Excel file that should be used for rate card import.

    3. if required, select the If duplicates are found, replace existing rate cards checkbox:

      • cleared (default) – if there is a conflict between the rate cards currently present in XTM Cloud and the values provided in the Excel file, the rate card import to XTM Cloud is aborted. You can download the import file with marked errors and conflicts. Review all marked errors. You can either correct your import file and then import it once corrected, or import it as is, but this time with the If duplicates are found, replace existing rate cards checkbox selected (in which case the current XTM Cloud date will be overwritten).

      • selected – if there is a conflict between the rate cards currently present in XTM Cloud and the values provided in the Excel file, the Excel file takes priority, and so the current rate cards are overwritten. That means, they are deactivated, but kept in the user's rate card list. If required, you can deactivate (or delete) a new, imported entry and reactivate the initial rate card. For details, see Activating a previously deactivated new rate card.

    4. select the Import button at the bottom of the screen.

Result: XTM Cloud validates the file that you have selected for import. If:

  • the validation is successful and the file structure is correct, new user and LSP rate cards are created using the data in the uploaded file. You see a confirmation message in the bottom right-hand corner of the screen.

  • you tried to upload an incorrect file format, you will be notified that this format is not supported. In this case, convert your file to XLSX format and try uploading the correct file.

  • you uploaded an XLSX file that contains errors, you will be notified about it. To help you identify them, XTM Cloud marks incorrect cells in your file in red. To see them, select the Download file containing error details button below the error message. Next, open the downloaded file containing highlighted errors. The Errors column indicates the number of errors in a row. Hover over each cell marked in red to see what the error in that cell is. Once you make the required corrections, delete the Errors column, save the file, and try uploading it again.

  • the file format is correct and your file does not contain any errors, but you or another XTM Cloud user added or modified rate cards manually, during the rate card import, the import process will be aborted. You will be notified about it and will get an error ID that you can share with XTM Support.

  • you are certain that you use the correct file format and your file does not contain any errors, but the rate cards import is still unsuccessful, contact XTM Support:

To request support

Visit our Support Portal.

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