If the Generic Credit Card Upload Template is not formatted properly, the upload file will fail. As an administrator, you will be able to check the status of your upload.

To check the status of the credit card upload:

• Navigate to Reports in the main menu
• Click Credit Card Upload Status

The upload will be shown as completed but with a result of Failed. If you view the ViewErrors file, this will be blank and indicates that there is a challenge with the formatting of the generic credit card upload.

Formatting that can cause challenges

• Commas
• Symbols
• Hidden cell formatting
• Number formatting

To locate and remove commas

1. Open the generic credit card upload file that failed
2. Ensure that you are on the Home tab
3. Click Find & Select in the formatting ribbon

1. Now select Replace from the drop-down menu

2. In the field labelled Find What, type in a comma

3. Leave the field labelled Replace blank

4. Now click Find All

This will now show you each cell that contains a comma (,).

5. Now click Replace All to remove all commas in the file.

Formatting that needs to be checked

In the event that the upload should fail again or didn't contain any comma's or other symbols, you will need to check that the columns are formatted correctly and that there isn't any hidden formatting in the surrounding blank cells.

Column A - Cell 1 (A1): The date of the upload should be in this cell

Column C - Cell 2 onwards:  This is the date that the transaction took place

These cells need to be formatted as dates (UK Format) regardless of the date format set in Company profile of. your Webexpenses system.

To Format the Date

1. Ensure that you have selected the Cell or Cells that need to be formatted
2. press CTRL + 1 (for Windows) or Command + 1 (for MAC)
3. The Format Cells window will open
4. Ensure that the Number tab is selected and then click Date
5. The Language (Location) menu needs to be set at English (United Kingdom)
6. The Type needs to be set at dd/mm/yyyy e.g 

Formatting the Credit Card number

The credit card number is placed in the cells from A2 down, it is crucial that these are formatted correctly to prevent corruption of the data.

1. Select all relevant cells that contain the credit card number
2. Press CTRL + 1 (for Windows) or Command + 1 (for MAC)
3. The Format Cells window will open
4. Ensure that the Number tab is selected and then click Text

You will be able to confirm if this properly formatted by looking at the data's position in the cell. If the numbers hug the left side of the cell it is considered text (Column D for comparison should do the same).

Cells with only numbers hug the right side of the cell (Cells with dates and prices can be compared)

• Column B must be blank.
• Column D can some times cause challenges if there are special characters in the cells. Deleting these can resolve a failed upload
• Column E should be formatted as a number.

1. Press CTRL + 1 (for Windows) or Command + 1 (for MAC)
2. The Format Cells window will open
3. Ensure that the Number tab is selected and then click Number

Save the file as a .CSV (Comma De-Limited) - there are other types of CSV (UTF8 for example) but please ignore these.

Once saved, leave the file open. If the file is closed then reopened, it can corrupt the formatting.

Advanced Trouble Shooting

If you are reusing a file, (for example, you have already uploaded some transactions, then deleted the  data and input new data into the same excel sheet) this can on occasion cause challenges.

Excel retails any formatting in the cell regardless of the presence of data, it is therefore crucial to ensure that all unnecessary formatting is cleared.

The simplest way to do this is to:

1. Select multiple empty cells around the data
2. Locate the clear button on the formatting ribbon
3. Select Clear All from the drop-down menu

If you wish to view any hidden data in file then:

1. Right click on your CSV file you are trying to upload
2. select Open With
3. Choose Notepad (Win) or Textedit (Mac)

If your previous file upload had more transactions than your new file it's possible there is left over data, even though you'd deleted the information in the cell. You'll see rows of ,,,, indicating each cell that once had data in it, but was deleted. All of the rows of ,,,, should be deleted all comas separating your data should not be touched. 

1. Save the text file and retry your upload. (Please note, if your CSV file is still open, it will retain the phantom cells data. Saving the open CSV file will re-add the phantom data marks)
2. Finally, trying to upload the same file multiple times can cause the system to reject it. Save As and rename the file and upload the renamed file.
3. Ensure that the upload date in Cell A1 is different to a previous, successful upload.