Import Cards - Step by Step
Importing Cards — Step by Step
Overview
This page walks through the full Import Cards journey end to end, from opening the tab to downloading your results — including the exact on-screen messages you'll see at each stage.
How It Works
1. Navigate to import Open Card Services / Cards and select the Import Cards tab. The form loads within the Cards page. The Upload button is visible but disabled.
2. Select a supplier Type a supplier code into the Supplier field or click the search icon to open the supplier lookup. Only suppliers configured for Card Services appear here. Once selected, the supplier's name populates beside the code field.
If you change the supplier after already selecting a file, the file selection and any prior validation state are cleared.
3. Select a file The drag-and-drop upload widget becomes enabled once a supplier is selected. Drag a CSV file onto it or click Choose to browse for one. Upload stays disabled until both a supplier and a file are present — selecting a file before a supplier doesn't enable it either.
4. Upload and validate Click Upload. It disables immediately to prevent double-submission, and a loading overlay reads:
Validating data...
The system checks file structure and row-level business rules and classifies every row. What happens next depends on the result — see the three outcomes under Expected Behaviour below.
5. Download the Error Report (if shown) Available whenever any rows failed. Clicking Error Report immediately downloads a CSV of every failed row along with its error reason.
6. Re-Upload (only if zero rows were valid) Clicking Re-Upload resets the whole tab — supplier, file, and all validation state are cleared — back to the default empty state.
7. Import Available whenever at least one valid row exists. Click Import; it disables immediately to prevent double-submission, and a loading overlay reads:
Importing data...
Only authorised, valid rows are processed — invalid, duplicate, and unauthorised rows are skipped.
8. Import complete A confirmation dialog reads:
The import has completed successfully as follows: N record(s) created, M record(s) updated OK Click 'Next' to import another file.
Once dismissed, Results CSV and Next appear, right-aligned. Results CSV downloads a combined CSV of every row — both imported and failed — with its final outcome. Next resets the tab, ready for a new import.
Expected Behaviour
Outcome A — Validation passed (zero errors)
A confirmation dialog reads:
Data validation has completed as follows: N record(s) found and all validation checks have completed OK. Click 'Import' to complete the import process.
If any rows exist that you're not authorised to process, it also adds:
Note: X create row(s) will be skipped — missing Cards:Create permission. Note: Y update row(s) will be skipped — missing Cards:Update permission.
Once dismissed: only the Import button appears. No Error Report or Re-Upload.
Outcome B — Validation failed, some records valid
Data validation has failed as follows: N record(s) found, M record(s) failed to validate, X record(s) are ready to import. Click 'Error Report' to download a list of errors, or 'Import' to import the valid records.
Once dismissed: Error Report and Import both appear.
Outcome C — Validation failed, zero valid records
Data validation has failed as follows: N record(s) found, N record(s) failed to validate, 0 record(s) are ready to import. Click 'Error Report' to download a list of errors, or 'Re-Upload' to try again with a new file.
Once dismissed: Error Report and Re-Upload appear. No Import button is shown.