Oracle has provided Fusion users and consultants with the File Based Data Import (FBDI) tool, which allows them to key in mass quantities of information at once. This is a handy tool because even though there are integrated spreadsheets available within each subledger application, none allow for uploading of more than 100 lines. Sometimes, as I am sure many of you know, a client may need to import 1,000 or maybe more invoices, suppliers, etc. FBDI was created to solve this problem! FBDI is one of those tools that is not as well-known as you might think it would be. I am here today to provide a few tips on when to use FBDI and the perks of using it. Let’s start with the tips.
- When business requirements allow a client to use the FBDI tool, the client must first consider whether or not going through the process is worth it. What do I mean by this? There are a few steps involved with uploading data via FBDI into a Cloud instance. If only one supplier needs to be added, the client is more than likely better off adding the supplier manually in the instance. Instead of verifying all fields are accurate on the spreadsheet and going through the upload and import processes, it can be much quicker to hand-key the data in and is potentially more accurate.
- Consider the time it will take to complete the process. From personal experience, I once told my team that I would have the file uploaded within the hour, but it turned out successful data import didn’t happen until 3 hours later. When there are multiple steps and/or multiple errors potentially involved, it’s best to ensure you have an ample amount of time to complete the process all the way through. Block off time on your calendar if necessary.
- Don’t forget all the steps! Not only does the user have to key in the data (or copy and paste) into the spreadsheet, but they also have to run a few processes in the instance before they will see the data in the given subledger. I know that my first time using FBDI was tough because I forgot to complete the final import process. Oops.
- Check the execution reports that are available with the import and load interface processes. Even though the process may say ‘Succeeded’, this does not mean data is available in the instance. Opening the execution report will show any and all errors that may have occurred that prevented successful import.
- When adding data to the desired FBDI, ensure you have completed all tabs. Most spreadsheets contain multiple tabs that are designated to different areas within an invoice or supplier for example, so ensuring all data is accurate before generating the CSV file is best practices.
- Read the comments for each column. Some columns are very specific to how the instance has been configured and a simple miskey can cause the entire file to error out. An example that I can think of off the top of my head is keying in an extra space at the end of a value in a cell. Also, changing the date format in a file will cause errors. You would think that simple mistakes like these could be ignored, but not when a software application is doing the checks. The comments for each column are very specific and tell exactly how to fill in each cell.
- Take your time, validate, and validate again! Nobody likes to repeat a process. Going slowly (at least in the beginning while it’s still new) and double- and triple-checking your data and import parameters will help to ease the entire process.
Hopefully after reading this you have a better understanding of the usefulness of FBDI. In the end, they are very handy tools that allow for efficient and quick data import. I know that every client I have dealt with finds this to be one of the more exciting implementation tools they receive from us. Thanks again, Oracle, for making the consulting and financial tasks that much easier!
