Fixing validation errors before importing
Understand what validation errors mean and how to fix them so your import succeeds.
What this does
The validation step checks every row of your data against Usystems rules before anything is saved. If a row breaks a rule (missing required field, invalid date, duplicate contact, etc.), Usystems flags it as an error. You must fix these errors before the import can proceed.
Before you start
- Mapping is complete: You have finished the mapping step and are now seeing the validation results.
- Errors are displayed: Usystems shows a list or summary of rows with errors, grouped by error type.
- Your original file is still available: You'll need to download, edit, and re-upload your spreadsheet to fix errors.
Steps
Step 1: Read the validation summary
At the top of the validation screen, Usystems tells you:
- How many rows have errors
- How many rows are ready to import
- What types of errors were found (e.g., "Missing contact name", "Invalid date", "Account type mismatch")
Click on each error type to see which rows are affected.
Step 2: Identify the problematic rows
For each error, Usystems shows:
- The row number in your spreadsheet
- The specific field that has the problem
- The error message (e.g., "Contact 'ABC Corp' already exists")
Note the row numbers and go back to your spreadsheet.
Step 3: Fix the errors in your spreadsheet
Common errors and how to fix them:
| Error | What it means | How to fix |
|---|---|---|
| Required field missing | A column marked as required is blank in this row. | Fill in the missing value. |
| Invalid date format | A date field doesn't match the expected format. | Reformat the date (e.g., 01/15/2025 instead of Jan 15, 2025). |
| Invalid account type | The account doesn't match your chart of accounts. | Check the account name or code in your spreadsheet against the list in Usystems. |
| Duplicate entry | A contact or product code already exists in Usystems. | Change the code/name to be unique, or delete the row if it's a duplicate. |
| Invalid email or phone | The format is not recognized as a valid email or phone number. | Correct the format (e.g., remove extra spaces or dashes). |
Step 4: Save and re-upload
- Save your corrected spreadsheet.
- Go back to the import drawer in Usystems.
- Upload the corrected file again.
- Usystems will re-validate it.
Step 5: Repeat until validation passes
If there are still errors, repeat steps 2–4. Once all errors are fixed and validation shows 0 errors, you're ready to proceed.
Step 6: Confirm and import
Once validation passes with no errors remaining:
- Review the count of rows ready to import.
- Click Import or Confirm to complete the import.
- Usystems will save all the rows to your live data.
Tips & common mistakes
- Don't delete the error rows without checking: A duplicate contact might be intentional (e.g., two branches of the same company). Review the error details before deleting rows.
- Watch for leading/trailing spaces: " Smith" (with a space) is different from "Smith". Use your spreadsheet's trim function to remove extra spaces.
- Currency and exchange rates: If you're importing invoices or prices with multiple currencies, make sure the exchange rates are valid in Usystems. Mismatched rates will fail validation.
- Account names vs. codes: Some error messages refer to account codes (e.g., "1000" for Cash). Make sure you're using the format Usystems expects — check your Chart of Accounts page to confirm.
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