Bulk Cost Import

The newest Bulk Cost Import (v2) feature simplifies and streamlines the process of importing costs in bulk. Available to all current (non-legacy) pricing plans, this tool offers flexibility in handling file formats, intuitive column mapping, and robust error correction, making cost management faster and easier than ever.

Introduction

The Bulk Cost Import tool empowers you to efficiently ingest costs in bulk from virtually any file format. While our pre-defined template remains an option, it’s no longer mandatory—this tool adapts seamlessly to your file’s format, giving you the flexibility to fit your unique workflows.

After importing your Bulk Cost file, you’ll gain access to the Cost Import Summary, which provides a clear breakdown of successfully imported costs and any that couldn’t be processed. For any errors, you can download a detailed error file, correct the issues, and re-import effortlessly, ensuring a smooth and accurate workflow.

With this new version, you can:

• Adapt to Any File Format: Import costs directly from your own files without requiring a pre-defined template.

• Flexible Column Mapping: Customize column mapping for each import, or re-use your last mapping for quick processing.

• Error Reporting Made Easy: Quickly download error reports, correct the data, and re-import it seamlessly.

How to Use Bulk Cost Import

Follow these steps to use the Bulk Cost Import (v2) tool effectively:

1. Select Name & File Type
   a. Choose a Name: Assign a descriptive name to your import for easy reference (e.g., "Q1 2025 - Marketing Costs").
   b. Choose the File Type: Select the type of file to import:

   • CSV: Specify parameters such as character encoding, column separators (e.g., commas or tabs), and the header row location.

   • XLS or XLSX: Specify the sheet name or ID and the header row position in your worksheet.

2. Create Column Mapping

   • Map the columns from your file to the corresponding data fields in Eddy.

   • Skip optional fields or assign fixed values to specific cost attributes.

   • For recurring file formats, use the "Apply Last Column Mapping" feature for consistency.

     Important: The "Apply Last Column Mapping" feature remembers only the most recent mapping, and the header row must remain on the same row as the previous import for it to work.

3. Ingest Costs

   • Click "Import Costs" to import your data. The system will process the file and create bulk cost entries automatically.

4. Access the Cost Import Summary

   • Review the Cost Import Summary, which provides:

     • The number of successfully imported costs.

     • A list of costs that couldn’t be processed (if any).

     • A downloadable error file for corrections.

5. Correct Data Errors

   • Open the error file to identify and resolve issues. The error file is optimized for quick editing and re-importing.

6. Re-Import Corrected Costs

   • Once corrections are made, re-import the updated file. Use the "Apply Last Column Mapping" feature to simplify this step if the file structure remains consistent.

Key Features and Options

File Types

The Bulk Cost Import tool supports multiple file formats and offers flexibility in configuration:

• CSV: Includes text-based files such as .csv, .txt, or .tsv. When importing a CSV, you’ll need to define   parameters like:

  • Character encoding: Define the file’s character set (e.g., UTF-8).

  • Column separators: Indicate how columns are separated (e.g., commas, tabs).

  • Header row location: Specify which row contains the column headers.

• XLS/XLSX Files: For Excel files, specify:

  • Sheet Name or ID: Identify the sheet to be imported.

  • Header row location: Specify which row contains the column headers.
    

Column Mapping

This feature allows you to define how your file’s columns correspond to the required data fields:

• Map columns to specific fields based on your file structure.

• Skip optional fields or assign fixed values to attributes like cost type or amount.

• Use the "Apply Last Column Mapping" feature to save time on subsequent imports.
  

  Apply Last import mapping

  This feature makes it easy to recall the most recent column mapping, which is particularly useful when re-importing files.

  Mandatory Data

  While using isn’t required anymore, you’ll find below the mandatory data required in your file and the format.

  Data field	Mandatory	Notes
  Name	YES	A descriptive string representing the name of the cost.
  Description		Optional text field to provide additional context for the cost. Can be skipped or set to a fixed value.
  Contract/Reference ID	YES	Links costs to a specific contract. Use the exact reference/ID as shown in eddy.
  Product Code		Can be a barcode, ISRC, or catalog number. If using barcodes, ensure they match Eddy’s catalog identifiers.
  Categories		A string to classify costs (e.g., "Marketing", "Artwork"). Can be skipped or assigned a fixed value.
  Spend date		The date the cost was incurred. Use the format YYYY-MM-DD. If using Excel, format the column as text. Can be skipped or set to a fixed value.
  Amount	YES	The decimal separator can be a comma (,) or period (.) but must remain consistent across the file. Supports currency symbols (e.g., €123.45, $1000). Negative values are accepted (e.g., -€123.45); but will be saved a positive. Currency symbols and formatting for negative/positive values can vary within the file
  Cost type	YES	Accepted values: "shared" or "artist".
  Recoupment percentage	Mandatory for artist costs	Defines the recoupment percentage specifically for artist costs. Can be skipped or set to a fixed value.
  Payment method		Optional field for recording how the cost was paid. Can be skipped or set to a fixed value.

Import Cost List

Once imported, you can view all processed files in the Bulk Costs List, which includes:

• Number of lines processed.  

• Success and errors.

• Shared and artist cost values created.

• Downloadable error files for easy corrections.

Tips for Optimizing Bulk Cost Imports

• Error File Management: If some costs aren’t imported, download the error file to review and correct data issues. Re-import the corrected file as a new bulk cost import.

• Reusing Column Mappings: Leverage the "Apply Last Column Mapping" feature for recurring imports, but ensure the header row remains on the same line as the original mapping.

• Handling Ongoing Imports: If a file import status is stuck as “Ongoing,” check your file for data anomalies (e.g., blank rows or unsupported formats), correct them, and re-import.

• Legacy Imports: While all bulk costs appear in the Bulk Costs List, files imported using the v1 tool may not include all details available in v2.

• Amount Formatting: Ensure consistent amount formatting (e.g., decimal separators) throughout your file for smooth processing.