The Import tab on the Rates and Rules > Bulk Rate Update screen features search options that allow you to search for a Bulk Rate Import batch that you have submitted so that you can check if the batch has completed processing. Using these search options, you can also list and see details about historic batches that have been processed in the past.
The search options allow you to search for Bulk Rate Update batches by the following criteria: creation date (i.e. date that the batch was submitted for processing)
import type (e.g. Standard Rates)
import batch number.
To search for existing batches that are being processed or any historic batches, select the relevant search criteria and click . Alternatively, just click 
without selecting any search criteria to return a list of all in progress and historic batches. The list of in progress and historic batches will be listed on the screen and for each batch that is listed, the following details are displayed:
the batch number that uniquely identifies the Bulk Rate Update bath the import type
batch creation date
name and username of the user who submitted the batch.
The status of a batch each batch is also shown and this can be one of the following:
Status | Description |
In Progress | Indicates that the batch has been created and has began processing but is yet to be completed. |
Completed | Indicates that the batch has completed processing and all rates that were included in the imported file were updated successfully. |
Completed with Exceptions | Indicates that the batch has completed processing successfully but some rates in the import file could not be updated due to exceptions (for more information, see Validation Errors & Exceptions) |
Rates Import Failed Due to an Exception | Indicates that the batch completed processing but no rates could be updated due to exceptions (for more information, see Validation Errors & Exceptions) |
File Validation Failed | Indicates that the batch completed processing but no rates could be updated because one or more mandatory columns in the imported file was blank or contained data in an unexpected format (for more information, see Validatio n Errors & Exceptions) |
Failed | Indicates that the batch could not be processed due to a system error or network outage or similar. Note that if a batch fails, you can upload the same updated rates file to attempt the bulk rate update again. |
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Validation Errors
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Exceptions
If there are no validation errors when you upload a Bulk Rate Update file, FastTrack360 creates a Bulk Rate Import batch and performs further checks on the data that is contained within each of the mandatory columns in the file is not blank and is valid based on the type of data that is expected in each respective column. For example, a check is done to ensure that each row in the NewValdityDate column contains a date and that the date value is in the format dd/mm/yyyy.
If these checks fail, the status of the Bulk Rate Import batch is set to File Validation Failed. If this occurs, an email message will be sent to the email address of the logged in user. An exception file is attached to the email message, identifying the columns in the Bulk Rate Update file that contain invalid data.
If the invalid data is in the NewValdityDate, NewRate or NewRateDescription columns, you can edit the relevant values in the file so that the values comply with the required data type and maximum number of characters. You can then attempt to upload the file again. However, if the invalid data is in any other columns, the best course of action is to export the relevant rates to a new Bulk Rate Update file and to update the rates again before attempting to upload the new file.
If the data validation checks are successful, FastTrack360 will begin processing the Bulk Rate Update batch. During processing, each row in the Bulk Rate Update file is read and an attempt is made to update the corresponding relevant rates in the system. If any row in the file cannot be updated, the following will occur:
on completion of processing, the status of the batch will be set to Completed with Exceptions if at least one rate could be updated successfully or Rates Import Failed Due to An Exception if no rates could be updated successfully
an exception file will be generated and the offending row from the Bulk Rate Update file, and all other rows in the file that are linked to the same agreement rate rule or standard rates rate set are written to the exception file, along with an exception message that explains why the corresponding rates could not be updated (for more information, see Batch Processing Exceptions)
the exception file is attached to the notification email message, which is sent to the user who submitted the Bulk Rate Update batch when the batch completes processing.
Note:
If one row in the file cannot be validated successfully, the entire corresponding agreement rate rule or standard rates rate set will not be updated and all rows in the file that correspond to the same rate rule or rate set will be written to the exception file, even if all the other rows that belong to the same rate rule or rate set can be validated successfully. This prevents the creation of an updated rate rule or rate set that is only partially complete.
You can refer to the exception messages in the exception file to determine why the corresponding rows could not be updated. You can then fix the offending row in the exception file, save the file and upload the updated file to process a new Bulk Rate Update batch so that the rates that failed to update the first time around can be updated. For more information about the exception messages that can be written to the
exception file and how to fix each exception condition, see Batch Processing Exceptions.
Note:
Before you attempt to upload an exception file that has been corrected, you must delete the Exceptions column, which contains the description of the exception, from the file. The Bulk Rate Update will fail if there is an Exceptions column in the file that you uploadThe Import screen on the Rates & Rules > Bulk Rate Update > Import screen features search options that allow you to search for a Bulk Rate Import batch that you have submitted so that you can check if the batch has completed processing. Using these search options, you can also list and see details about historic batches that have been processed in the past.
The search options allow you to search for Bulk Rate Update batches by the following criteria:
creation date (i.e. date that the batch was submitted for processing)
import type (e.g. Standard Rates)
import batch number.
To search for existing batches that are being processed or any historic batches, select the relevant search criteria and click Search. Alternatively, just click Search without selecting any search criteria to return a list of all in progress and historic batches. The list of in progress and historic batches will be listed on the screen and for each batch that is listed, the following details are displayed:
the batch number that uniquely identifies the Bulk Rate Update batch
the import type
batch creation date
name and username of the user who submitted the batch.
The status of a batch each batch is also shown and this can be one of the following:
Status | Description |
In Progress | Indicates that the batch has been created and has began processing but is yet to be completed. |
Completed | Indicates that the batch has completed processing and all rates that were included in the imported file were updated successfully. |
Completed with Exceptions | Indicates that the batch has completed processing successfully but some rates in the import file could not be updated due to exceptions (for more information, see Validation Errors & Exceptions) |
Rates Import Failed Due to an Exception | Indicates that the batch completed processing but no rates could be updated due to exceptions (for more information, see Validation Errors & Exceptions) |
File Validation Failed | Indicates that the batch completed processing but no rates could be updated because one or more mandatory columns in the imported file was blank or contained data in an unexpected format (for more information, see Validation Errors & Exceptions) |
Failed | Indicates that the batch could not be processed due to a system error or network outage or similar. Note that if a batch fails, you can upload the same updated rates file to attempt the bulk rate update again. |
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The exception messages that may be written to the exception file for each type of bulk rate update are listed and described below, along with the course of action that can be taken to fix the exception conditions.
Pay Agreement Rate Validation
The table below lists and describes the exception messages that can be written to the exception file when pay agreement rates are bulk updated on a pay agreement, job order or template.
Multiple exception conditions may affect a row in the import file. Where this is the case, each exception condition is separated by a comma in the ExceptionMessage column in the exception file.
Exception Message | Actions | |
The ID provided in the PayBillRateRuleId column does not match an existing pay rate rule. The ID in the import file has been edited or the original pay rate rule no longer exists in the agreement. | Check that the rate rule has not been removed from the corresponding agreement. If not, export the agreement rates again to a new Bulk Rate Update file so that the correct ID is generated and import the new file. | |
The ID provided in the PayBillRateRuleId column does not match an existing pay rate sub-rule on the corresponding pay rate rule. The ID in the import file has been edited or the original pay rate sub rule no longer exists in the agreement. | Check that the sub-rule has not been removed from the pay rate rule. If not, export the agreement rates again to a new Bulk Rate Update file so that the correct ID is generated and import the new file. | |
A rate effective date must be provided in the NewValidityStartDate column. | In the exception file, key in the missing date in the NewValidityStartDate column, save the file and import the updated file. | |
The date in the NewValidityStartDate column cannot be the same or lower than the validity start date of the exported validity period. | Change the date in the NewValidityStartDate column to a date that is later than the date in the ValidityStartDate column, save the file and import the updated file. | |
The date in the NewValidityStartDate column cannot be after the agreement header validity end date. | Change the date in the NewValidityStartDate column to a date that falls within the validity period of the corresponding agreement. | |
A pay rate rule already exists on the corresponding pay agreement on the date specified in the NewValidityStartDate column for the same hierarchy level/hierarchy value/hierarchy group/pay code combination. | Check that the date provided in the NewValidityStartDate column is correct. If necessary, change the date, save the file and import the update file. | |
Rates linked to the same pay rate rule cannot have different dates specified in the NewValidityStartDate column. | Change the date in the NewValidityStartDate column for each row in the exception file that corresponds to the same rate rule to be the same date, save the file and import the updated file. | |
The date in the NewValidityStartDate column must be greater than the last timesheet end date of the pay agreement. | Change the date in the NewValidityStartDate column to a date that is later than the date in the LastTimesheetEndDate column, save the file and import the updated file. | |
The NewRate column cannot contain a value because the rate type is Direct Valuation or Payee Rate. | Delete the value in the NewRate column, save the file and import the updated file. | |
The NewRate column must contain a value. | Key in a pay rate or pay value in the NewRate column, save the file and import the updated file. | |
The NewRateDescription column cannot contain more than 60 characters. | Shorten the rate description that is keyed in the NewRateDescription column so that it is no more than 60 characters (including spaces), save the file and import the updated file. | |
The NewRateDescription column must be blank because the pay rate rule is flagged as Calculation Only. | Delete the text in the NewRateDescription column, save the file and import the updated file. |
The corresponding pay agreement is currently included in an open Back Pay batch and could not be updated. | Close the relevant Back Pay batch in Rates and Rules before trying to import the exception file again. |
The corresponding rate rule cannot be updated because there is already a later validity period for the rate rule. | Check if the updated rate rule already exists on the corresponding agreement. If not, export the rates for that agreement to a new Bulk Rate Update file, making sure that the date you specify in the Rate Valid On or After Date field on the Export tab of the Bulk Rate Update screen is set to a date that is late enough to pick up the last, open-ended set of rates for the corresponding agreement. |
The NewRateMinimum field cannot contain a value because the rate type is Direct Valuation. | Delete the value in the NewRateMinimum column, save the file and import the updated file. |
The NewRateMinimum field cannot contain a value because the rate type is Payee. | Delete the value in the NewRateMinimum column, save the file and import the updated file. |
The NewRateMinimum field cannot contain a value because the rate type is Calculation. | Delete the value in the NewRateMinimum column, save the file and import the updated file. |
The NewRateMinimum field cannot contain a non-numeric value. | Change the value that has been keyed in the NewRateMinimum column so that it does not contain any alphabetical characters, save the file and import the update file. |
The NewRateMinimum field cannot contain a value because the rate is a top up rate. | Delete the value in the NewRateMinimum column, save the file and import the updated file. |
The NewRateDescription field cannot contain a value because the rate is a top up rate. | Delete the value in the NewRateDescription column, save the file and import the updated file. |
Bill Agreement Rate Validation
The table below lists and describes the exception messages that can be written to the exception file when bill agreement rates are bulk updated on a bill agreement, job order or template. Note:
Multiple exception conditions may affect a row in the import file. Where this is the case, each exception condition is separated by a comma in the ExceptionMessage column in the exception file.
Exception Message | Action | |
The ID provided in the BillRateRuleId column does not match an existing bill rate rule. The ID in import file has been edited or the original bill rate rule no longer exists on the bill agreement. | Check that the rate rule has not been removed from the corresponding agreement. If not, export the agreement rates again to a new Bulk Rate Update file so that the correct ID is generated and import the new file. | |
The ID provided in the BillRateSubRuleId column does not match an existing bill rate sub rule on the corresponding bill rate rule. The ID in the import file has been edited or the original bill rate sub rule no longer exists on the bill agreement. | Check that the sub-rule has not been removed from the bill rate rule. If not, export the agreement rates again to a new Bulk Rate Update file so that the correct ID is generated and import the new file. | |
A rate effective date must be provided in the NewValidityStartDate column. | In the exception file, key in the missing date in the NewValidityStartDate column, save the file and import the updated file. | |
The date in the NewValidityStartDate column cannot be the same or lower than the validity start date of the exported validity period. | Change the date in the NewValidityStartDate column to a date that is later than the date in the ValidityStartDate column, save the file and import the updated file. | |
The date in the NewValidityStartDate column cannot be after the agreement header validity end date. | Change the date in the NewValidityStartDate column to a date that falls within the validity period of the corresponding agreement. | |
A bill rate rule already exists on the corresponding bill agreement on the date specified in the NewValidityStartDate column for the same hierarchy level/hierarchy value/hierarchy group/bill code combination. | Check that the date provided in the NewValidityStartDate column is correct. If necessary, change the date, save the file and import the update file. | |
Rates linked to the same bill rate rule cannot have different dates specified in the NewValidityStartDate column. | Change the date in the NewValidityStartDate column for each row in the exception file that corresponds to the same rate rule to be the same date, save the file and import the updated file. |
The date in the NewValidityStartDate column must be greater than the last timesheet end date of the bill agreement. | Change the date in the NewValidityStartDate column to a date that is later than the date in the LastTimesheetEndDate column, save the file and import the updated file. |
The NewRate column cannot contain a value because the margin/markup type is Use Other Rate Dollar Margin. | Delete the value in the NewRate column, save the file and import the updated file. |
The NewRate column must contain a value. | Key in a pay rate or pay value in the NewRate column, save the file and import the updated file. |
The NewRate field cannot contain a value because the rate rule uses a Bill Rate Formula. | Delete the value in the NewRate column, save the file and import the updated file. |
The corresponding rate rule cannot be updated because there is already a later validity period for the rate rule. | Check if the updated rate rule already exists on the corresponding agreement. If not, export the rates for that agreement to a new Bulk Rate Update file, making sure that the date you specify in the Rate Valid On or After Date field on the Export tab of the Bulk Rate Update screen is set to a date that is late enough to pick up the last, open-ended set of rates for the corresponding agreement. |
The BillRateFormulaID column must contain an integer. | Export the rates for the corresponding agreement again to a new Bulk Rate Update file, update the file as required and import the updated file. |
The ID provided in the BillRateFormulaId field does not match an existing formula. The ID in the import file has been edited or the formula no longer exists. | Export the rates for the corresponding agreement again to a new Bulk Rate Update file, update the file as required and import the updated file. |
The NewBillRateFormula field cannot be blank because the margin/markup type of the rate rule is BillRateFormula. | Key in a valid bill rate formula name in the NewBillRateFormula column, save the file and import the updated file. |
The value specified in the NewBillRateFormula field does not match an existing bill rate formula name in Rates and Rules maintenance. | Check that the name of the bill rate formula in the NewBillRateFormula column matches the name of a bill rate formula that exists in Rates and Rules maintenance. If not, change the name in the NewBillRateFormula column to the name of a valid, existing bill rate formula, save the file and import the updated file. |
The NewBillFormula field must be blank because the margin/markup type of the rate rule is not BillRateFormula. | Delete the value that has been keyed in the NewBillRateFormula column, save the file and import the updated file. |
Standard Rates Validation
The table below lists and describes the exception messages that can be written to the exception file when standard rates are bulk updated on a job order or template. Note:
Multiple exception conditions may affect a row in the import file. Where this is the case, each exception condition is separated by a comma in the ExceptionMessage column in the exception file.
Exception Message | Action | |
The ID provided in the StandardRateHeaderId column does not match an existing standard rates header. The ID in the import file has been edited or the original standard rates header no longer exists. | Export the rates again to a new Bulk Rate Update file so that the correct ID is generated and import the new file. If the exception still occurs, the standard rates header no longer exists. | |
The ID provided in the StandardRateId column does not match the ID of any pay and bill rates for the standard rates header that is identified in the StandardRateHeaderId column. The ID in the import file has been edited or the original standard rates header no longer exists. | Export the rates again to a new Bulk Rate Update file so that the correct ID is generated and import the new file. If the exception still occurs, the pay/bill rate combination linked to the identified standard rates header may have been deleted since the rates were originally exported to the Bulk Rate Update file. | |
The ID provided in the PayBillRuleId column does not match the ID of the pay rate that is identified in the StandardRateId column. The ID in the import file has been edited or the pay rate no longer exists for the pay and bill rate combination identified in the StandardRateId column. | Export the rates again to a new Bulk Rate Update file so that the correct ID is generated and import the new file. If the exception still occurs, the pay/bill rate combination linked to the identified standard rates header may have been deleted since the rates were originally exported to the Bulk Rate Update file. | |
The ID provided in the BillRateRuleId column does not match the ID of the pay rate that is identified in the StandardRateId column. The ID in the import file has been edited or the bill rate no longer exists for the pay and bill rate combination identified in the StandardRateId column. | Export the rates again to a new Bulk Rate Update file so that the correct ID is generated and import the new file. If the exception still occurs, the pay/bill rate combination linked to the identified standard rates header may have been deleted since the rates were originally exported to the Bulk Rate Update file. |
A rate effective date must be provided in the NewValidityStartDate column. | In the exception file, key in the missing date in the NewValidityStartDate c olumn, save the file and import the updated file. |
The date in the NewValidityStartDate column cannot fall within the date range of an existing rate set validity period. | In the exception file, change the date in the NewValidityStartDate column to a date that is after the date in the ValdityStartDate field, save the file and import the updated file. |
The date in the NewValidityStartDate column cannot fall outside the start and end dates of the job order. | In the exception file, change the date in the NewValidityStartDate column to a date that is no later than the end date of the corresponding job order, save the file and import the updated file. |
The date in the NewValidityStartDate column cannot fall on or before the last timesheet end date for the job order. | In the exception file, change the date in the NewValidityStartDate column to a date after the date in the LastTimesheetEndDate column, save the file and import the updated file. |
Rates linked to the rate set cannot have different dates specified in the NewValidityStartDate column. | In the exception file, change the date in the NewValidityStartDate column for each row that corresponds to the same rate set so that the date is the same in each of those respective rows, save the file and import the updated file. |
The NewPayRate column cannot contain a value because the pay rate is flagged as Direct Valuation. | In the exception file, delete the value in the NewPayRate column, save the file and import the updated file. |
The NewPayRate column cannot be blank. | In the exception file, key a value in the NewPayRate column, save the file and import the updated file. |
The NewPayRate column cannot contain more than 60 characters. | In the exception file, edit the text in the NewPayRate column so that it is no longer than 60 characters in length. |
The NewBillValue column cannot be blank. | In the exception file, key a value in the NewBillValue column, save the file and import the updated file. |
The NewBillValue field cannot contain a value because the rate rule uses a Bill Rate Formula. | Delete the value in the NewBillValue column, save the file and import the updated file. |
The corresponding rate set cannot be updated because there is already a later validity period for the rate set. | Check if the updated rate set already exists on the corresponding job order or template. If not, export the rates again to a new Bulk Rate Update file, making sure that the date you specify in the Rate Valid On or After Date f ield on the Export tab of the Bulk Rate Update screen is set to a date that is late enough to pick up the latest rate set. |
The BillRateFormulaID column must contain an integer. | Export the rates for the corresponding agreement again to a new Bulk Rate Update file, update the file as required and import the updated file. |
The ID provided in the BillRateFormulaId field does not match an existing formula. The ID in the import file has been edited or the formula no longer exists. | Export the rates for the corresponding agreement again to a new Bulk Rate Update file, update the file as required and import the updated file. |
The NewBillRateFormula field cannot be blank because the bill type of the rate rule is BillRateFormula. | Key in a valid bill rate formula name in the NewBillRateFormula column, save the file and import the updated file. |
The value specified in the NewBillRateFormula field does not match an existing bill rate formula name in Rates and Rules maintenance. | Check that the name of the bill rate formula in the NewBillRateFormula co lumn matches the name of a bill rate formula that exists in Rates and Rules maintenance. If not, change the name in the NewBillRateFormula c olumn to the name of a valid, existing bill rate formula, save the file and import the updated file. |
The NewBillFormula field must be blank because the bill type of the rate rule is not BillRateFormula. | Delete the value that has been keyed in the NewBillRateFormula column, save the file and import the updated file. |