UPDOCS Templates

UPDOCS Templates (.xlsx)

The UPDOCS page allows you to upload and submit Financial Accounting transactions into the CORE Financial System by uploading a specific specialized MS Excel spreadsheet template. This process allows the uploaded template to be converted into a Financial Accounting transaction document(s) into the CORE Financial System based on the MS Excel spreadsheet template uploaded.   

UPDOCS Templates Instructions

Important Notice: UPDOCS Template Integrity

Please be advised that the CORE UPDOCS templates must not be altered or modified in any way (aside from data entry).

For a successful UPDOCs experience, you must first DOWNLOAD the template to Excel (.xlsx) on your computer and use that clean, unmodified version for your transactions.

• Do not add, delete, or rename any tabs.

• Do not add, delete, or rearrange any columns.

• Do not modify any protected or hidden fields.

Using a modified template is the most common cause of UPDOCS upload failures. Our support team is unable to troubleshoot issues with files that do not match the approved, published templates. If you experience an issue, you will be required to first re-attempt your upload using a clean copy of the approved template before we can assist.

1.  User Filled Other Fields

   •  This Spreadsheet contains [2] visible tabs. Screen reader users may navigate between tabs by pressing Control + Page Up or Page Down. '

   •  Some fields in the spreadsheet contain dropdown menus. These can be opened by pressing Alt + Down Arrow.

   • Fill in the data as needed or required, starting with Transaction Name, Record Date, etc.

   • Date columns must use mm/dd/yyyy format.

   • The maximum number of rows is 1000   If you have more data, you must use an additional spreadsheet.

   • Depending on the transaction type, each individual transaction can only contain 200, 300 or 400 accounting lines at a maximum.  Make sure to check the instructions of the template you are working on for verification.  Going over will cause the entry to fail.

   • Whenever the Spreadsheet Doc Id value changes, the spreadsheet will create a new transaction (Transaction) instead of changing the Vendor number or Transaction name, as was the case with ATS uploads. Make sure all header information, like Transaction Name and dates, matches for a group of lines that make up a single transaction. Begin the first grouping of lines with the number 1 in each cell in this column.  When proceeding to the next unique document, change this number to 2 for all rows that make up a transaction, then 3, and so on.

   • Row 4 will provide what is needed for each cell in the column 

   • Any field containing an asterisk denoting a required field (NOT IN THE HEADER) should be interpreted as that field being required to submit a transaction, not to create a transaction.

2.  Save the spreadsheet on your local computer

• The location and name of the file does not affect the UPDOCS Spreadsheet Upload.

3.  Upload Instructions

1. Log into CORE

2. In the "Global Search" box, enter "UPDOCS"

3. Click the Upload Spreadsheet button in the upper/right-hand side of the page.

4. Use the Browse button under the File Data header on the left of the page or drag your UPDOCS file to that area to upload the file.  Then enter the appropriate transaction code in that field.

5. Select the Upload button in the right-hand side of the page to run your sheet

6. To confirm your file, enter UPDOCS in the Global Search again, then locate your spreadsheet by User ID and or name of file.  This view will provide you with information about whether or not the files were processed successfully

7. Once pulled up, use the three dots to the right of your entry, then Related Pages, and View Logs to see your entries. Click on any entries to enter the Transaction or to be given a list of errors encountered during processing