UCC File Import Tool

(Click here if you need assistance with importing an XLSX format spreadsheet)

UCC File Import Overview: For Compass Customers that receive UCC information from EDA, the Excel spread sheet can be imported into Sherpa.  You will first need to enter a few simple settings into the Admin Control Panel in the Global Settings / Third Party Tools tab (See Global Settings section of the Sherpa Manual).  
Only Administrators have the ability to import the spreadsheet, and the UCC options can be found under the Administration Menu.

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Importing the File: Once you have saved the Excel file from EDA to your computer, you will go to the Import option under the UCC Filing option under the Administration Menu.  You can import this via Excel or CSV, allowing for a quicker upload.

1. Click the Select File button and browse to the EDA file. You will see the information populate in the grid with the default columns.
2. Choose the rows you want imported in by checking the boxes next to the company name and equipment.  If the Serial Number, or UCC ID is found within Sherpa, it will not duplicate the equipment.  
3. You can also use the Check All or Uncheck All options.
4. You will see the default columns in the grid, but you can also add additional columns by clicking the Columns button.
   

This will give you a list of other available columns in the spreadsheet - double click on the field and it will be added to the grid.

Adding columns is only used for viewing the information; regardless of what columns you can see in the grid, all of the information from the spreadsheet will be imported in.  

5. Click and Drag Grouping Feature:

By clicking on a header row and dragging it to the blue area at the top of the list, you can group any field in the grid.  Once you group by a field you can use the + button to expand the selection and view the details.  To undo the grouping, click on the field selection you dragged into the blue area, and drag it back to the activity list.

6. You can also customize the layout of the columns by clicking and dragging the column to a different position within the grid.  To save the grid layout for future imports click the Save Grid button.  To reset the grid to the default format, click the Reset Grid button.  
7. Click the Import Filings button.  You will get a message with the results of the import.
   UCC Filings Imported: The number of machines that were imported.
   Accounts Matched: The number of accounts found in Sherpa with the same name and address.  In this case the equipment is imported into that account.
   Accounts Not Matched: the number of accounts listed in the import that an account name and address were not found (See Unmatched Filings section below).
   Accounts Matching Multiple Times: In this case, there may be duplicates within the Sherpa database that have the same account name and address.  If this is the case, you can use the Unmatched Filings feature (see below), or merge the duplicate accounts and re-import the UCC file.

8. Import Settings allows you to choose to “Do Not Match Accounts” before importing and will not match to any existing accounts in Sherpa even if there is a match and will move the accounts directly to Unmatched Filings (see below).  Make sure you select this BEFORE you do the import if you do not want it to do any matching.

Unmatched Filings: Also in the Administration menu under the UCC filing option, there is an UnMatched Filings option.  This will show any machines that were imported where one of the following did not match:

• There was no matching serial number in the TCO
• There was no match in UCC ID number
• The account name and address didn't match any current Sherpa records
• Account name looks at the 1st 13 characters and Account address looks at the 1st 8 characters.
• There were multiple accounts with the same name and address.
  Note: If the account doesn't exist in the Sherpa Database, it will have to be added.  

Go to the UnMatched Filings option in the Administration Menu under the UCC option.

1. The Company may be listed several times depending on the number of machines on the import file. Highlight the top company name row and all the equipment under it with matching Name and Address will also apply.
2. Click the Match Accounts button to select an account to match it to. You can search by Account Name, Address, City, Contact Name, Postal Code or Zip Code to search for results.
3. Enter the criteria and click the Search button.
4.  Highlight the account name you want to import the equipment into.
5. Click the Assign Account to Selected UCC Filing button.  That account’s equipment will be removed from the list of equipment to be assigned

Excel Acct Info: This will allow you to export the account information to an Excel spreadsheet.

Add Columns / Save Grid / Reset Grid: See above Steps 4, 5 and 6 in the Importing a File section.

Viewing the Imported Accounts: In the Accounts tab there will be a UCC Filing Tab.  This will show any equipment that has been imported from the spreadsheet to that account.  

Transfer Selected to TCO: To transfer the equipment into the customer's TCO, highlight the machines you want to transfer using the Ctrl + click to highlight individual machines.  To highlight several machines (or all), highlight the first machine in the list you want to select, hold the Shift key and click the last machine you want to select.  Click the Transfer Selected to TCO button and the machines and their information will be transferred.  Any equipment transferred to TCO will be tagged as a leased piece of equipment.

UnMatch Selected From Account: To remove machines from an account, highlight the equipment in the list and click the UnMatch Selected From Account button.  Use Ctrl + click to highlight individual machines, or to highlight several machines (or all), highlight the first machine in the list you want to select, hold the Shift key and click the last machine you want to select.
Note: Deleting from the the UCC tab will not remove the equipment from the TCO tab if it was transfered.  Also, removing equipment from the TCO tab will not remove it from the UCC tab.

Add Columns / Save Grid / Reset Grid: See above Steps 4, 5 and 6 in the Importing a File section.

Additional Information

Import using an XLSX format Excel file

If the spreadsheet provided is in an xlsx format and you see an indicator next to the Help button in the top-right of the import utility, this will mean you need to install the Microsoft Access Database Engine Redistributable in order to enable Sherpa to work with that file format for this purpose. Please download the following from Microsoft and install it (typically the 64-bit version should be used).

https://www.microsoft.com/en-US/download/details.aspx?id=54920