Bulk Upload Functionality

Written by Heinz Hambrock

Bulk Upload Functionality

Setting up your company account in Mattermaps is one of the first steps you will need to take to seamlessly exchange PCF information with your supply chain.

We have consolidated the data import into one view to make this more intuitive. Now you will be able to do this in bulk, from the same view for the following data:

  • Upload and edit suppliers
  • Upload and edit components
  • Map components to suppliers and edit that mapping
  • Upload and edit secondary data
  • Upload and edit products

This change is possible thanks to the introduction of UUIDs (Universally Unique IDentifiers) for most of the objects in Mattermaps, from now on you will have a UUID which is generated automatically by the system. You need to reference the UUID only when editing your information.

The introduction of UUIDs will enable you and your company to mass edit the data related to suppliers, components, link between component-supplier, secondary data and products.

Click below to better understand how to bring in this data and use the new templates.

Note

In order for bulk upload feature to properly work, the Company Admin must add all the Identifier Types for your company under the Company Information. An error message is displayed if the identifiers are not configured.

 

 

Upload and Edit Suppliers

To Bulk add your suppliers, follow the below steps:

  1. Click on the Global Upload icon in the navigation bar at the top right.
  2. Under Upload Files, click on "Choose Upload Category dropdown" option.
  3. Select Suppliers under Procurement in the dropdown option.
  4. The Download Template option is displayed. Click Download Template to download and view the file. Note that the file is in Excel format.
  5. Fill in the template. The column headers in Bold font indicate mandatory fields and need to be filled correctly before uploading.
  6. Save and close the file.
  7. Go back to Mattermaps, Click Upload files and choose the right excel file. Note: the text under "Getting started with bulk uploads" area displays the conditions to perform a successful upload. You must ensure that the conditions are fulfilled. If not, an error message is displayed or if the validation fails then an error report is generated.
  8. On a successful upload, the relevant messages are displayed in the UI.
  9. Click on Done to view the newly added data.

Note

For updating the details of an existing supplier, you must enter the Supplier ID (UUID) in the excel file to edit the required fields of the respective supplier before uploading.

 

To bulk update or edit your suppliers list, follow these steps:

  1. Navigate to the Suppliers sub-tab under Procurement tab
  2. Click on Export, at the top right of the supplier overview page.
  3. Edit the respective information.
  4. Go back to the Global Upload icon in the navigation bar at the top right.
  5. Under Upload Files, click on "Choose Upload Category dropdown" option.
  6. Select Suppliers under Procurement in the dropdown option.
  7. Click Upload files and choose the right excel file.
 
 

Upload and edit components

To Bulk add your components, follow the below steps:

  1. Click on the Global Upload icon in the navigation bar at the top right.
  2. Under Upload Files, click on "Choose Upload Category dropdown" option.
  3. Select Components under Procurement in the dropdown option.
  4. The Download Template option is displayed. Click Download Template to download and view the file. Note that the file is in Excel format.
  5. Fill in the template. The column headers in Bold font indicate mandatory fields and need to be filled correctly before uploading.
  6. Save and close the file.
  7. Go back to Mattermaps, Click Upload files and choose the right excel file. Note: the text under "Getting started with bulk uploads" area displays the conditions to perform a successful upload. You must ensure that the conditions are fulfilled. If not, an error message is displayed or if the validation fails then an error report is generated.
  8. On a successful upload, the relevant messages are displayed in the UI.
  9. Click on Done to view the newly added data.

Note

For updating the details of an existing supplier, you must enter the Component ID (UUID) in the excel file to edit the required fields of the respective components before uploading. To view the UUID details, you can use the export functionality or you can view the UUID details via the UI.

 

To bulk update or edit your components list, follow these steps:

  1. Navigate to the Material Categories sub-tab under Procurement tab, and view all components.
  2. Click on Export, at the top right of the supplier overview page, you can export any of the files in the drop down list.
  3. Edit the respective information. Save and close the file.
  4. Go back to the Global Upload icon in the navigation bar at the top right.
  5. Under Upload Files, click on "Choose upload category" dropdown option.
  6. Select Components under Procurement in the dropdown option.
  7. Click Upload files and choose the right excel file.

Troubleshooting

Detailed explanation of the fields in the template forms

 
 

When we are uploading the components to the system, there are several fields which needs to be filled in. Let's take a look at these together:

Before we explain all the fields, it's good to know that if it's written in Bold in the excel sheet, this means the field is mandatory to fill in.

  1. Universally Unique Identifier (UUID): This is an automatically generated ID, consisting of a 36-character alphanumeric string that can be used to identify information. A standard UUID code contains 32 hex digits along with 4 “-” symbols, which makes its length equal to 36 characters. As mentioned in the templates, adding the UUID is only required for updates. It will be autogenerated by the system, if the information is added for the first time.

Please note that, from V1.11.0, all APIs (Components, Product, Supplier, and Link-supplier) will use system generated IDs (UUID) for all entities with some exceptions (Offsetting, Factory Emissions, BOM, and Create PCF beta API's).

 
  1. Component Identifier Type: This is the internal code your company uses to identify the components. Only letters can be used in this field. One of the most used type is "SKU" (stock-keeping unit) which are assigned by the merchant is used for internal identification of inventory and sales. Another identifier type can be: CAS (Chemical Abstracts Service). The identifier type is received from the ERP systems and can be specific to company only.

It is important to note that only Company Admins can add Component Identifier Type(s) via Configure > Company Information > Component Identifier Type section.

There will always be one mandatory identifier, determined by the Company Admin. This mandatory identifier will always appear as the first column in the Excel upload template, referred to as the "Main Identifier" as illustrated in the example image on the left.

In cases, where the Company Admin introduces additional identifiers, these are included in the last column(s) in the Excel template. Importantly, these additional identifiers are not mandatory by default, but users have the flexibility to use them when needed.

Please note that, there is no longer a separate column for the component identifier type as of version 1.8.0.

 
  1. Component Identifier Value: This is the code your company uses to identify the components. A combination of letters and numbers is used in this field. The identifier value is received from the ERP systems and stands together with the main component identifier type. This id allows the matching on both sides when PCF is requested from the supplier. The component identifier value should be added under the matching component identifier type columns.
  2. Component Name: The name of the component/material needs to be added in this field. This field allows up to 50 characters.
    Special characters like: "( )", "&", ".", "%","<", ">", "=" and " are not accepted.
  3. Material Category: When adding the components list to Mattermaps, you can also create component categories. This way you can filter based on material / component category and request the PCF for all the components in the respective category at once.
  4. Unit Type: this field allows you to declare the component unit types. It needs to be selected from the dropdown option provided in the excel template. We offer piece, kg, m2, m3, kWh, km, TEU(twenty equipment unit - used in logistics), pkm (a passenger km), tkm (ton km - for unit measure of freight transport), MJ(megajoule - energy per unit time), L types.
  5. Weight (in kg): Weight should be added in kilograms.
  6. Supplier Company ID: This is an internal id that your company identifies the supplier with. It can be received from ERP systems.
  7. Supplier Product ID: This is the ID that your supplier uses to identify this product. It can be received from sales orders. Supplier Product id is necessary to add to be able to link the suppliers with the components. If you don't have supplier product id information in your organization, you can use a combination of your supplier's name and your component's name. You can also skip this column but the component wouldn't be linked with the supplier.
  8. Quote/Share: If there are multiple suppliers that supplies a specific component, the share of a supplier should be added in this field. If there is only one supplier the share should be added as 100%.
  9. Location of Manufacturing: Manufacturing location of the suppliers must be added in this field. It can be added as country or city and that way it can be seen on the Component Overview page as well.
  10. PCF Estimation per Unit in kg CO2(Total incl. or excl. bio): In this field PCF estimation can be added per component. It should be always added in "kg". Good to know: When your product unit is not kg, make sure the decimals of the estimation amount does not exceed 16 decimals. This field allows max 16 decimals. Total including biogenic or excluding biogenic depends on the your calculation and the standard you are using. to make sure it covers all the standards, you can add the same value to both of the fields.
  11. Estimation Data Provider: This is the field to add the data provider that's used to retrieve the CO2 emission estimations.
  12. Quantity: This is the declared quantity.
  13. Email: The email of the person or department who created this component's secondary data should be added in this field.
  14. Data Verification: In this field the data provider can be added either as secondary data or proxy data. Secondary data is that data retrieved from databases (GaBi, EcoInvent, etc) whereas proxy data is the data that is retrieved from direct measurements and from machine outputs.
 
 
 
 

Map components to suppliers and edit that mapping

Prerequisite

Availability of components and suppliers is a must before proceeding to link and upload components - suppliers. An error message is displayed accordingly if anything is missing.

 

For linking the components and suppliers, you must enter the Component ID (UUID) and Supplier ID (UUID) in the excel file. To view the UUID details, you can use the export functionality or you can view it via the UI.

You can link the secondary data to the supplier which is linked to the component, via the excel sheet if you are aware of the UUID of secondary data.

 

 

To Bulk link your components to your suppliers, follow these steps:

  1. Navigate to the Material Categories sub-tab under Procurement tab, and show all components.
  2. Click on Export - Components, at the top right of the overview page, export the Component-Supplier files.
  3. Copy the Component ID (UUID) column from this excel file.
  4. Navigate to the Supplier sub-tab under Procurement tab.
  5. Click on Export, at the top right of the overview page
  6. Copy the Supplier ID (UUID) column from this excel file.
  7. Go back to the Global Upload icon in the navigation bar at the top right.
  8. Under Upload Files, click on "Choose Upload Category" dropdown option.
  9. Select Components - Suppliers under Procurement in the dropdown option.
  10. The Download Template option is displayed. Click Download Template to download and view the file.
  11. Paste the Component ID (UUID) and Supplier ID (UUID) column in the new excel file. Make sure to link the right components to the right suppliers.
  12. Edit or add the respective information.
  13. Save and close the file.
  14. Go back to Mattermaps, Click Upload files and choose the right excel file.
 
 

Upload and edit secondary data

Prerequisite

Make sure components are available before adding secondary data. If anything is missing, an error message will appear.

Note:

To link components and secondary data, enter the Component ID (UUID), Supplier ID (UUID), and Secondary Data ID (UUID) in the component-supplier Excel file. You can find UUID details using the export function or view them in the UI.

 

To Bulk add your secondary data, follow the below steps:

  1. Click on the Global Upload icon in the navigation bar at the top right.
  2. Under Upload Files, click on "Choose Upload Category" dropdown option.
  3. Select Components - Secondary Data under Procurement in the dropdown option.
  4. The Download Template option is displayed. Click Download Template to download and view the file. Note that the file is in Excel format.
  5. Fill in the template. The column headers in Bold font indicate mandatory fields and need to be filled correctly before uploading.
  6. Make sure to paste the Component ID (UUID). In order to get the Component ID, you need to export the Component File of the already created Components and copy the Component ID.
  7. Save and close the file.
  8. Go back to Mattermaps, Click Upload files and choose the right excel file. Note: the text under "Getting started with bulk uploads" area displays the conditions to perform a successful upload. You must ensure that the conditions are fulfilled. If not, an error message is displayed or if the validation fails then an error report is generated.
  9. On a successful upload, the relevant messages are displayed in the UI.
  10. Click on Done to view the newly added data.

Note

For updating the details of an existing component, you must enter the Component ID (UUID) and Secondary Data ID (UUID) in the excel file to edit the required fields of the respective components before uploading. To view the UUID details, you can use the export functionality or you can view the UUID details via the UI.

 

To bulk update or edit your secondary data, follow these steps:

  1. Navigate to the Material Categories sub-tab under Procurement tab, and view all components.
  2. Click on Export, at the top right of the overview page, export the Component-Secondary Data file.
  3. Open the exported file and edit the respective information. Save and close the file.
  4. Go back to the Global Upload icon in the navigation bar at the top right.
  5. Under Upload Files, click on "Choose Upload Category" dropdown option.
  6. Select Components - Secondary Data under Procurement in the dropdown option.
  7. Go back to Mattermaps, Click Upload files and choose the right excel file.

Troubleshooting

How to link/unlink Secondary Data in Bulk

 
 

It is possible to link and unlink secondary data in bulk.

To add Secondary Data in Bulk:

  1. Click on the Global Upload icon in the navigation bar at the top right.
  2. Under Upload Files, click on "Choose Upload Category" dropdown option.
  3. Select Components - Secondary Data under Procurement in the dropdown option.
  4. The Download Template option is displayed. Click Download Template to download and view the file. Note that the file is in Excel format.
  5. Fill in the template. The column headers in Bold font indicate mandatory fields and need to be filled correctly before uploading.
  6. Make sure to paste the Component ID (UUID). In order to get the Component ID, you need to export the Component File of the already created Components and copy the Component ID.
  7. Save and close the file.
  8. Go back to Mattermaps, Click Upload files and choose the right excel file.
  9. On a successful upload, the relevant messages are displayed in the UI.
  10. Click on Done to view the newly added data.

To link Secondary Data in Bulk:

  1. Download two files:
  2. a. the excel for "Component-Supplier" export: to use to link the secondary data
  3. b. the excel for "Component-Secondary Data" export: to obtain the newly created Secondary Data ID (UUID)
  4. Copy the Secondary Data ID (UUID) that has been generated from the "Component-Secondary Data" file
  5. Paste the Secondary Data ID (UUID) to the right row to link it to the right component and supplier
  6. Save and close the file.
  7. Go back to Mattermaps, Click Upload files and choose the right excel file.

To unlink Secondary Data in Bulk:

  1. Download the excel for "Component-Supplier" export
  2. The export should contain; Component ID (UUID), Supplier ID (UUID), Supplier Product ID, Quote/share, Location of Manufacturing, secondary Data (UUID). Make sure to save it.
  3. Delete the secondary data in the desired row for a specific component and supplier
  4. Upload excel without the secondary data
  5. All approved PCFs will become active

Please note that once you or your procurement colleague accepts an incoming proof from your supplier, incoming proof from suppliers is automatically set as the default data. If you would like to keep on using the secondary data, go to that specific component, click on the Kebab Menu (three dots to the right), choose the link or unlink the secondary data option.

From this kebab menu, for each component you can also decide which data set would you like to use, the one coming in from your supplier or the secondary data set. Under the "Active Emission Data", select either PCF or Secondary Data.

 
 
 

 

 
 

Upload and edit products

To Bulk add your Products, follow the below steps:

  1. Click on the Global Upload icon in the navigation bar at the top right.
  2. Under Upload Files, click on "Choose Upload Category" dropdown option.
  3. Select Products under Product Portfolio in the dropdown option.
  4. The Download Template option is displayed. Click Download Template to download and view the file. Note that the file is in Excel format.
  5. Fill in the template. The column headers in Bold font indicate mandatory fields and need to be filled correctly before uploading.
  6. Save and close the file.
  7. Go back to Mattermaps, Click Upload files and choose the right excel file. Note: the text under "Getting started with bulk uploads" area displays the conditions to perform a successful upload. You must ensure that the conditions are fulfilled. If not, an error message is displayed or if the validation fails then an error report is generated.
  8. On a successful upload, the relevant messages are displayed in the UI.
  9. Click on Done to view the newly added data.

Note

For updating the details of existing products, you must enter the Product ID (UUID) in the excel file to edit the required fields of the respective products before uploading. To view the UUID details, you can use the export functionality or you can view the UUID details via the UI.

 

To bulk update or edit your product list, follow these steps:

  1. Navigate to the Product Portfolio tab, and show all products.
  2. Click on Export, and export all products.
  3. You will be able to the Product ID (UUID) column from this excel file.
  4. Edit the respective information.
  5. Save and close the file.
  6. Go back to Mattermaps, Click Upload files and choose the right excel file.
 
 

Error Report Details

When using the bulk upload functionality, you might receive an error when uploading files. You can download an error report. Below is a table explaining the reasoning behind every error:

Error Status

Reason

Infected

Virus or threat is found.

Scan failed or file processing failed

Failed due to an issue that happened while processing the files.

Timeout

Scanning did not complete in 40 seconds.

Blacklisted

Files that are globally blacklisted by comparing the hash values won’t be processed.

No Data

Empty file or no rows present in the uploaded file.

No Headers

No headers found in uploaded file.

Invalid Header

Invalid column headers found in uploaded file.

Duplicate Headers

Duplicate headers found in uploaded file.

Max Rows Exceeded

Row data of 500 Rows limit exceeded.

Max Size Exceeded

Uploaded file size exceeds 2 MB limit.

Parse Error

Unable to parse the uploaded file, it may be corrupted.

Password Protected Document

Application cannot process password protected file.
 
 

 

On this page

Bulk Upload Functionality Note

Related Articles