CSV import: Contract lines

You can import contract lines by uploading a CSV file.

See the latest contract line import template for examples of how to import the following types of contract lines:

  • Termed - Fixed price
  • Termed - Quantity based
  • Evergreen - Fixed price
  • Evergreen - Quantity based

Import contract headers (contracts) before importing contract lines.

Download a contract lines import template

We recommend downloading a new blank import template whenever you import contract lines into Sage Intacct. This is important because:

  • Templates are automatically customized based on your company configuration, including dimensions and custom fields you created.
  • Templates can be updated by Intacct at any time, especially when a new version of Intacct is released. This means that an older template might not work.

To download a contract lines template:

  1. Go to Contracts > Setup > MEA > Price lists.

  2. In the MEA price list list, select Import.

    The Import Company Information dialog box appears.

  3. Select the Download template link.

    The template is downloaded to your browser's download folder.

Access can vary depending on your organization's subscriptions and your permissions. To access the Company Setup Checklist, you need the following:

Subscription

Contracts

User type

Business
Permissions

Add, List, Edit, Delete, View Contracts

Prepare a CSV file for import

When you download a template, the correct headers are in the template already. All you have to do is fill in the columns with your data, save it as a CSV file, and upload the file. The header titles in the template you download correlate to fields in Intacct. Incorrect header titles will cause an upload error.

For more information about the CSV upload process, including best practices, common errors, and how to upload your CSV file, see Prepare your file for CSV import.

Best practices

The following best practices will help you prepare your CSV file for upload.

  1. Download a template.

    • Use the latest template, especially following a product release.
    • Use the correct template for the area in which you want to upload information. Different templates organize different types of information. Use a template specifically for the information you need to upload.

  2. Use the column descriptions as a guide to entering information.

    • Do not change the titles in the header row.

      The header titles correlate to fields in Intacct. Incorrect header titles will cause an upload error. When you download a template from the Company Setup Checklist, the correct headers are in the template.

    • Read the header descriptions in the template.

      The header description is the cell under the header row that explains what type of information is accepted for each column. If you enter information in the wrong format, or with an incorrect accepted value, it will cause an error in your upload.

    • Enter required information.

      Some data is required, while others are not. Read the description field to determine which information is required. If you do not enter required information, your upload will fail.

  3. Save the file as a comma-separated value, or CSV, file. If saving from Excel, you could choose the comma delimited file type.

    The file will have the file extension .csv after you save it.
    Leave the file open until your import is successful. Excel can sometimes reformat the file if you close it before the import is successful.

Avoid common import errors

Intacct recommends following these guidelines to avoid import errors.

In Microsoft Excel:

  1. Select all cells.
  2. Right-click the cells and select Format Cells.
  3. On the Number tab, select Text and then select OK.
  4. Save the file.

The short date format is formatted like this: 3/15/2021

In Microsoft Excel:

  1. Select a column of dates.
  2. Right-click the column and select Format Cells.
  3. On the Number tab, select Date and select the short date format.
  4. Save the file.

While spaces within memo fields are allowed, make sure there are no leading or trailing spaces in any field (not just memos). Leading and trainling spaces may cause import errors. For all other fields, remove unnecessary spaces at the start or end of the data.

In Microsoft Excel:

  1. Select a range of cells.
  2. On the Home tab, in the Editing group, select Find & Select and select Replace.
  3. In the Find what box, press the space bar once. Leave the Replace with box blank.
  4. Select Replace All. A prompt opens telling you how many spaces have been removed.
  5. Save the file.

Commas are used to separate fields in CSV files.

To prevent data from shifting into the wrong columns, avoid using commas in numeric and text fields.

If you must include a comma in a text field, always surround the field with double quotes, for example "Smith, John".

Headers in your CSV file must match the template exactly, including spelling, capitalization, and spacing. Even small changes (such as adding a space or changing a letter’s case) will cause the import to fail. Always use the official template provided by Sage Intacct.

ID fields must contain exact references to customers or suppliers.

ID fields must match exactly, including capitalization. For example, ven100 and VEN100 do not match.

Enter the ID exactly as it appears in Intacct or you run the risk of matching transactions to the wrong supplier or customer, or having the upload fail.

If you reference a supplier, customer, term, budget, etc., in a CSV file, whatever you’re referencing must already exist in Intacct.

For example, if you’re uploading transactions for a particular supplier, if the supplier does not already exist as a supplier in Intacct before your upload, your upload will fail.

This does not apply when creating new customers or suppliers using the import process.

For more information about to correctly number line items, see CSV import: Line number examples.

For fields with predefined valid entries (such as True/False), use initial capitalization. For example True, not TRUE or true. IDs require exact case matches, while predefined entries require initial capitalization.

If your import template contains a country field, for example for an address, make sure that this field has an entry.

If your company has enabled ISO country codes, you must specify the country code in the country field for each record. If you are unsure whether ISO codes are enabled, check with your administrator or test a sample import to confirm the required format.

Format dates

When uploading your CSV file, you can select a Date Format for the dates in your file.

Date sequence Date format
Day, month, year
  • DD MM YY
  • DD.MM.YY
  • DD/MM/YY
  • DD-MM-YY
Month, day, year
  • MM DD YY
  • MM.DD.YY
  • MM/DD/YY
  • MM-DD-YY
Year, month, day
  • YY MM DD
  • YY.MM.DD
  • YY/MM/DD
  • YY-MM-DD
Day, month, year
  • DD MM YYYY
  • DD.MM.YYYY
  • DD/MM/YYYY
  • DD-MM-YYYY
Month, day, year
  • MM DD YYYY
  • MM.DD.YYYY
  • MM/DD/YYYY
  • MM-DD-YYYY
Year, month, day
  • YYYY MM DD
  • YYYY.MM.DD
  • YYYY/MM/DD
  • YYYY-MM-DD

When you select a date format here, Intacct attempts to import your file using the selected date format. If Intacct can’t import your file with the selected date format, it attempts to discover the date format used in your file and import the data using that date format.

Import a CSV file

Now that you've entered your data and looked through it for any of the common issues imports can have, you are ready to import your file to Intacct.

To import your CSV file:

  1. Go to Contracts > All > Contracts > Lines.

  2. Select Import.

    The Import Company Information dialog box appears.

  3. Browse to locate the CSV file you want to import.
  4. Specify the email address where results should be sent. If any records fail to import, you will be notified by email.

  5. Select other options as needed.

    Import file option descriptions
    Option Description

    Browse

    Use the Browse button to locate and select the CSV file you want to import.

    Date format

    When you select a date format here, Sage Intacct attempts to import your file using the selected date format. If Intacct can’t import your file with the selected date format, it attempts to discover the date format used in your file and import the data using that date format.

    File encoding

    Leave this option set to "auto-detect" unless you're unable to import your file. Depending on your operating system, you may need to select a different type of file encoding.

    Process offline

    Some imports can take considerable time, depending on their size and how much processing the system must do on the uploaded data. If you're not sure how much time your upload will take, select Process offline. When the system completes the process, it sends an email to the address you provide in the Email results to this address field. The system also sends you any errors that may have occurred in the process. If you prefer to wait until the upload process is complete, don’t select the Process offline checkbox.

    Transactions and other records that are processed offline show a source of System in the audit trail, instead of CSV import.

    Email results to this address

    Email address to which import results and errors should be sent. You can enter multiple email addresses, separated by a semicolon (;) or comma (,).

    Sage Intacct highly recommends entering an email address.
  6. Select Import.

    One of the following appears:

    • Import Success Notification: all contract lines were imported successfully.

      Select Done to dismiss the dialog box.

    • Import Error Notification: at least one contract line could not be imported.

      See Import error notification for detailed information on how to resolve any errors.

Import offline

Some imports can take considerable time, depending on their size and how much processing Intacct must do to the data. When in doubt, select Process offline on the import utility page.

When the offline process is complete, Intacct sends an email to the address you entered in the Import Company Information dialog (where you imported your file).

Intacct recommends that you select Process offline when importing CSV files, and provide your email address. If your import fails, you’ll always be notified, and the failed records are sent to your email.

Handle errors

If you experience import errors, review the importing tips and common errors.

Import errors occur when you try to import information that doesn’t match the requirements of the template. Each template has a set of required information you must enter to import the file successfully, and formats to follow for certain kinds of information. Read the descriptions in the template to determine the most accurate way to enter your data.

If individual transactions are in error, the rows in the transaction that are in error are saved in a CSV file for you along with an error code for each row. Check your email for information about specific errors. See Find and fix CSV import errors for more information.

For more information about the CSV upload process, read Prepare your file for CSV import.

Field descriptions

The field definitions in your template explain what type of information is required for each field, and how to enter valid information. It's always a good idea to read the field definitions before making entries.

You can reorder the columns of your CSV file for ease of use. However, the column header must contain the field name exactly as it appears in the original template.

If you downloaded a template from the Company Setup Checklist or an object list page, your template contains the headers and dimensions that are specific to your company. The headers in a standard template might not contain field definitions specific to your company.

To import dimension values, enter information in the appropriate dimension column of the import spreadsheet. Otherwise, no information appears for that dimension.

If you relabeled any dimensions (see Terminology for more information), your dimension name does not appear in the CSV template, but the original Intacct dimension name does.

When importing data, names in the FIELD column may differ from terminology used in your location. For information on terms that may differ in your location, see Terminology across locales.

Field Name: DONOTIMPORT

#

Any row that starts with # is ignored during import.
Field Name: CONTRACT_ID

UI Field Name:

Contract

Type:

Character

Length:

20

Default Value:

None

Valid Values:

 

Dependencies:

Refers to a valid contract

Required:

Yes

Editable:

Yes

Notes:

  
Field Name: ITEM_ID

UI Field Name:

Item

Type:

Character

Length:

20

Default Value:

None

Valid Values:

 

Dependencies:

 

Required:

Yes

Editable:

Yes
Field Name: STATE

UI Field Name:

State

Type:

Character

Length:

 

Default Value:

None

Valid Values:

In progress, Renewal only, Draft

Dependencies:

None

Required:

No

Editable:

 
Field Name: DBBCATEGORY

UI Field Name:

Change type

Type:

Character

Length:

 

Default Value:

None

Valid Values:

None, New MRR, Add-on MRR, Renewal upgrade

Dependencies:

Company must be subscribed to the Software Digital Board Book.

Required:

No

Editable:

Yes
Field Name: BEGIN_DATE

UI Field Name:

Line start

Type:

 

Length:

12

Default Value:

Contract start date

Valid Values:

 

Dependencies:

The contract line start date cannot be before the contract start date or after the contract end date.

Required:

Required for non-recurring contracts.

Editable:

Yes
Field Name: END_DATE

UI Field Name:

Line end

Type:

Date

Length:

12

Default Value:

Contract end date

Valid Values:

 

Dependencies:

 

Required:

Required for non-recurring contracts.

Editable:

Yes
Field Name: ALLOW_RENEWAL

UI Field Name:

Renew

Type:

Boolean

Length:

 

Default Value:

false

Valid Values:

true, false

Dependencies:

None

Required:

No

Editable:

Yes
Field Name: BILLING_METHOD

UI Field Name:

Billing method

Type:

Text

Length:

 

Default Value:

Fixed price

Valid Values:

Fixed price, Quantity based, Project time and materials, Project time, Project materials

Dependencies:

For Project time and Project materials only: The contract must have a valid TIMESHEET_AGGREGATION value.

Required:

No

Editable:

Yes
Field Name: BILLING_PREFERENCES

UI Field Name:

Flat/fixed amount frequency

Type:

Text

Length:

 

Default Value:

Use billing template

Valid Values:

One-time, Use billing template, Include with every invoice.

Dependencies:

Only applicable when Billing method = Fixed price

Required:

No

Editable:

Yes
Field Name: EXCHANGE_RATE_DATE

UI Field Name:

Exchange rate date

Type:

Date

Length:

10

Default Value:

None

Valid Values:

 

Dependencies:

None

Required:

No

Editable:

Yes
Field Name: EXCHANGE_RATE

UI Field Name:

Exchange rate

Type:

decimal

Length:

12

Default Value:

None

Valid Values:

 

Dependencies:

None

Required:

No

Editable:

Yes
Field Name: RATE

UI Field Name:

Rate

Type:

decimal

Length:

10

Default Value:

None

Valid Values:

 

Dependencies:

None

Required:

Only if Billing method = Project time

Editable:

Yes
Field Name: QUANTITY

UI Field Name:

Quantity

Type:

decimal

Length:

10

Default Value:

None

Valid Values:

 

Dependencies:

If Billing method = Quantity based and the price list entry for the corresponding item contains included units, the quantity must equal the number of included units.

Required:

Only if Billing method = Project time

Editable:

Yes
Field Name: MULTIPLIER

UI Field Name:

Multiplier

Type:

decimal

Length:

10

Default Value:

None

Valid Values:

 

Dependencies:

None

Required:

No

Editable:

Yes
Field Name: DISCOUNT_PERCENT

UI Field Name:

Discount

Type:

Decimal

Length:

 

Default Value:

None

Valid Values:

 

Dependencies:

None

Required:

No

Editable:

Yes
Field Name: FLAT_AMOUNT

UI Field Name:

Flat/fixed amount

Type:

decimal

Length:

10

Default Value:

None

Valid Values:

 

Dependencies:

None

Required:

No

Editable:

Yes
Note:

FLAT_AMOUNT values that contain more than two decimal places are not accepted at import.

The contract line will have the value for the Flat/Fixed amount entered here. It will not get default pricing from any associated billing price list.
Field Name: BILLING_TEMPLATE

UI Field Name:

Billing template

Type:

Character

Length:

 

Default Value:

Defaults if a Billing template is defined on the item.

Valid Values:

 

Dependencies:

Refers to a valid billing template

Required:

 

Editable:

Yes

Notes

 If no value is passed for this field, any default value is taken from the item.
Field Name: BILLING_START_DATE

UI Field Name:

Start date

Type:

date

Length:

12

Default Value:

Contract start date

Valid Values:

 

Dependencies:

None

Required:

Required when Flat/fixed amount frequency = Use billing template

Editable:

Yes
Field Name: BILLING_END_DATE

UI Field Name:

End date

Type:

date

Length:

12

Default Value:

Contract end date

Valid Values:

 

Dependencies:

None

Required:

Required when Flat/fixed amount frequency = Use billing template

Editable:

Yes
Field Name: USAGE_QUANTITY_RESET_PERIOD

UI Field Name:

Reset usage quantity

Type:

Character

Length:

 

Default Value:

After each renewal

Valid Values:

After each renewal, After each invoice.

Dependencies:

Only applicable when Billing method = Quantity based. Contract must have a Billing price list defined.

Required:

No

Editable:

Yes
Field Name: USAGE_QUANTITY_RECURS

UI Field Name:

Usage quantity recurs

Type:

Character

Length:

 

Default Value:

false

Valid Values:

true, false

Dependencies:

Only applicable when Billing method = Quantity based

Billing frequency is required on the contract record when Usage quantity recurs equals true for contract lines where the Flat/fixed amount frequency = One-time or Use billing template.

Required:

No

Editable:

Yes
Field Name: REVENUE_TEMPLATE

UI Field Name:

Revenue template 1

Type:

Character

Length:

 

Default Value:

Defaults if a default revenue template is defined on the selected item

Valid Values:

 

Dependencies:

Refers to a valid contract revenue template.

Required:

At least one revenue template is required (either template 1 or template 2) EXCEPT when Billing method = Quantity-based AND Flat/fixed amount = 0.

Editable:

Yes
Field Name: REVENUE_START_DATE

UI Field Name:

Start date

Type:

date

Length:

12

Default Value:

Defaults to contract start date

Valid Values:

None

Dependencies:

None

Required:

 

Editable:

Yes
Field Name: REVENUE_END_DATE

UI Field Name:

End date

Type:

date

Length:

12

Default Value:

Defaults to contract end date

Valid Values:

None

Dependencies:

None

Required:

No

Editable:

Yes
Field Name: REVENUE_TWO_TEMPLATE

UI Field Name:

Revenue template 2

Type:

Character

Length:

 

Default Value:

Defaults if a default revenue template is defined on the selected item

Valid Values:

 

Dependencies:

Refers to a valid contract revenue template.

Required:

At least one revenue template is required (either template 1 or template 2) EXCEPT when Billing method = Quantity-based AND Flat/fixed amount = 0.

Editable:

Yes
Field Name: REVENUE_TWO_START_DATE

UI Field Name:

Start date

Type:

Date

Length:

12

Default Value:

Defaults to contract start date

Valid Values:

 

Dependencies:

None

Required:

No

Editable:

Yes
Field Name: REVENUE_TWO_END_DATE

UI Field Name:

End date

Type:

Date

Length:

12

Default Value:

Defaults to contract end date

Valid Values:

 

Dependencies:

None

Required:

No

Editable:

Yes
Field Name: TOTAL_QUANTITY

UI Field Name:

Total quantity

Type:

decimal

Length:

10

Default Value:

None

Valid Values:

 

Dependencies:

If Billing method doesn't equal Project time, then the associated revenue template recognition method must = Quantity-based.

Required:

No

Editable:

Yes

Note

If Billing method = Project time, the Total quantity = Qty x Rate.
Field Name: LOCATION_ID

UI Field Name:

Location

Type:

Character

Length:

20

Default Value:

None

Valid Values:

 

Dependencies:

Refers to a valid location

Required:

LOCATION_ID is required in a multi-entity, shared environment.

Editable:

Yes
Field Name: DEPARTMENT_ID

UI Field Name:

Department

Type:

Character

Length:

20

Default Value:

None

Valid Values:

 

Dependencies:

Refers to a valid department

Required:

No

Editable:

Yes
Field Name: CONTRACTDETAIL_PROJECTID

UI Field Name:

Project

Type:

Character

Length:

20

Default Value:

 

Valid Values:

 

Dependencies:

A valid Project

Required:

No

Editable:

 
Notes: See Contracts with projects for rules regarding project-to-contract relationships.
Field Name: CONTRACTDETAIL_CUSTOMERID

UI Field Name:

Customer

Type:

Character

Length:

20

Default Value:

 

Valid Values:

 

Dependencies:

A valid Customer

Required:

No

Editable:

 
Field Name: CONTRACTDETAIL_VENDORID

UI Field Name:

Supplier

Type:

Character

Length:

20

Default Value:

 

Valid Values:

 

Dependencies:

A valid Supplier

Required:

No

Editable:

 
Field Name: CONTRACTDETAIL_EMPLOYEEID

UI Field Name:

Employee

Type:

Character

Length:

20

Default Value:

 

Valid Values:

 

Dependencies:

A valid Employee

Required:

No

Editable:

 
Field Name: CONTRACTDETAIL_CLASSID

UI Field Name:

Class

Type:

Character

Length:

20

Default Value:

 

Valid Values:

 

Dependencies:

A valid Class

Required:

No

Editable:

 
Field Name: CONTRACTDETAIL_WAREHOUSEID

UI Field Name:

Warehouse

Type:

Character

Length:

20

Default Value:

 

Valid Values:

 

Dependencies:

A valid Warehouse

Required:

No

Editable:

 
Field Name: ITEM_DESCRIPTION

UI Field Name:

Item description

Type:

Character

Length:

400

Default Value:

 

Valid Values:

 

Dependencies:

 

Required:

No

Editable:

 
Field Name: SHIP_TO_CONTACTNAME

UI Field Name:

Ship to

Type:

Character

Length:

400

Default Value:

Ship to contact from contract header.

Valid Values:

A valid contact.

Dependencies:

 

Required:

No

Editable:

Yes
Field Name: SHIP_TO_SOURCE

UI Field Name:

Ship-to source

Type:

Character

Length:

 

Default Value:

Contract value
Valid values Contract value, User-specified value

Dependencies:

 

Required:

No

Editable:

Yes
Field Name: GLPOSTINGDATE

UI Field Name:

GL posting

Type:

Date

Length:

12

Default Value:

Contract line start date minus any bill-in-advance period

Dependencies:

The GL posting date must be in an open period.

Required:

Yes

Editable:

Yes
Field Name: RENEWAL_BILLING_TEMPLATE

UI Field Name:

Renewal billing template

Type:

Character

Length:

 

Default Value:

If blank, defaults to the default billing template defined on the item or the billing template defined on the contract line.

Dependencies:

A valid contract billing template. The renewal billing template term must be less than or equal to the contract renewal term.

Required:

No

Editable:

Yes
Field Name: BILLING_FREQUENCY

UI Field Name:

Billing frequency

Type:

Character

Length:

 
Default value Defaults if a Billing frequency is defined on the contract

Valid values

Monthly, Quarterly, Annually

Dependencies:

 

Required:

Required when the Flat/fixed amount frequency = Include with every invoice and there is no Billing frequency defined on the contract.

Editable:

Yes
Field Name: PRORATEBILLINGPERIOD

UI Field Name:

Prorate partial periods

Type:

Character

Length:

 

Valid values

true, false

Dependencies:

Only applicable when Flat/fixed amount frequency = Include with every invoice

Required:

No

Editable:

Yes
Field Name: DELIVERY_STATUS

UI Field Name:

Delivery status

Type:

Character

Length:

 

Default Value:

Delivered OR defaults from Item if Delivery status is defined on the item
Valid values Delivered, Undelivered

Dependencies:

 

Required:

No

Editable:

Yes
Field Name: DEFERRAL_STATUS

UI Field Name:

Revenue recognition deferral status

Type:

Character

Length:

 

Default Value:

Defer revenue until item is delivered OR defaults from Item if Deferral status is defined on the item

Valid values

Defer revenue until item is delivered, Defer revenue until all items are delivered

Dependencies:

 

Required:

No

Editable:

Yes