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Importing Documents

The Importing Documents feature in BeWo's platform allows you to upload various file types and seamlessly integrate their data into your CO₂ emissions calculations. Whether you have invoices in PDF format or data in Excel spreadsheets, the platform provides a guided flow to help you import your documents efficiently.

Importing Functionality Overview​

The importing process is designed to be user-friendly and consists of guided steps that vary slightly depending on the type of file you are uploading.

General Import Flow​

  1. Upload File: Begin by selecting the file you wish to import.
  2. File Processing: The platform processes the file based on its format.
  3. Finish Import: Complete the import process and review the imported data.

Importing Documents Overview

An overview of the importing documents feature.

Importing PDFs and Images​

When you upload PDFs or image files, the platform utilizes AI technology to extract relevant data from documents like invoices and receipts.

Steps for PDFs and Images​

  1. Upload File

    • Click on the "Import" button in the category you are working on.

      Import Button

    • Drag and drop your PDF or image files into the upload area or click to browse your computer.

      Upload PDF or Image

  2. File Classification by AI

    • The system will automatically process the files using AI to extract data such as values, units, vendors, and dates.

      AI Processing

    • This may take a few moments depending on the file size.

  3. Finish Import

    • Once processing is complete, you'll see a confirmation screen.

      Finish Import

    • Click "Complete" to complete the import.

  4. Review and Edit

    • After importing, you can open the Edit Voucher view to review and make any necessary changes to the extracted data.

      👉 Learn more: Adding and Editing Vouchers

Importing Excel and CSV Files​

For Excel (.xlsx) and CSV (.csv) files, the platform provides a mapping interface to align your data columns with the platform's fields.

Steps for Excel and CSV Files​

  1. Upload File

    • Click on the "Import" button in the category you are working on.

      Import Button

    • Drag and drop your Excel or CSV file into the upload area or click to browse your computer.

      Upload Excel or CSV

  2. Preview File

    • The platform will display a preview of your file's data.

      File Preview

    • This allows you to verify that you've selected the correct file and that the data appears as expected.

  3. Map Template Columns

    • You'll be prompted to map the columns in your file to the platform's data fields.

      Column Mapping

    • Mapping Fields: Match your file's columns to fields like Type, Category, Value, Unit, Vendor, Date, etc.

      • Example:
        • Your Column: "Electricity Usage" → Platform Field: "Value"
        • Your Column: "Usage Date" → Platform Field: "Start Date"

    • Recommended Fields: We recommend that you include key fields in your import (e.g., Value, Unit, Label).

  4. Review

    • After mapping, review the data to ensure everything is correctly aligned.

    • The platform may highlight any rows with errors or missing information.

    • Validation Checks: The system will check for proper structure and required fields.

      • Note: The Excel file must have only one sheet and be structured in a table format.

  5. Finish Import

    • Once you are satisfied with the mapping and the data review, click "Complete" to complete the import process.

      Finish Import

  6. Review and Edit

After Importing: Editing Vouchers​

Regardless of the file type, after importing your documents, you have the opportunity to review and edit the imported data.

  • Edit Voucher View: Allows you to:

    • Modify data entries.
    • Add or remove lines.
    • Correct any errors identified during import.

    Edit Voucher View

  • Accessing the Edit Voucher View:

    • After importing, you'll be prompted to open the voucher.
    • Alternatively, you can find the voucher in the list of active vouchers and click "Edit".

  • 👉 Learn more: Adding and Editing Vouchers

Tips for Importing Excel and CSV Files​

  • File Structure:

    • Ensure your Excel file has only one sheet.
    • Data should be organized in a table format with clear headers.

  • Column Headers:

    • Use clear and consistent column headers to simplify the mapping process.
    • Headers should correspond to the data they represent (e.g., "Value", "Unit", "Date").

  • Data Validation:

    • Before importing, check your file for any missing values or inconsistencies.
    • Make sure that required fields are filled out.

Handling Import Errors​

If the platform detects issues during import:

  • Error Messages:

    • The system will provide error messages indicating the problem (e.g., missing required fields, invalid data types).

  • Correcting Errors:

    • You can go back to your original file, correct the errors, and re-import.
    • Alternatively, proceed with the import and fix errors in the Edit Voucher view.

Benefits of Importing Documents​

  • Efficiency:

    • Importing allows you to add large amounts of data quickly.

  • Accuracy:

    • Reduces manual data entry errors by extracting data directly from documents.

  • Flexibility:

    • Supports multiple file formats to accommodate different data sources.

Next Steps​

Now that you know how to import documents:

  • Start Importing: Upload your documents to add data to the platform.

  • Review Data: Use the Edit Voucher view to ensure your data is accurate.

  • Continue Learning:

Need Help?​

If you have any questions or need assistance with importing documents, our support team is here to help.

👉 Contact Support: Support Page

By utilizing the importing documents feature, you can efficiently add important data to BeWo's platform, ensuring your CO₂ emissions reporting is comprehensive and accurate.