A Step-by-Step Guide to Bulk Uploading Trade Parties via Excel

A Step-by-Step Guide to Bulk Uploading Trade Parties via Excel

Users can now upload their trade parties directly without needing to contact support. Find below the detailed step-by-step instructions. Also, see the attached example Excel with sample data for trade parties uploads.

Please note: When using the Excel bulk upload process for your parts, it is crucial to understand the process, formatting requirements, and any conditional elements that may be necessary before proceeding. Not following these guidelines can lead to issues such as poor user experience when applying your parts to transactions and unnecessary errors. We encourage you to carefully review the information provided below.

  1. Prepare Your Parts Database: You must use the Excel template provided by Magaya Customs Compliance Support to format your trade parties database. You can find the template here (Support Portal access required). See below for guidelines and best practices when completing the Trade Parties Excel template. 
  2. Ensure Correct User Role: To view the option to upload trade parties, your user role must be set to Admin. 
  3. Access the Data Upload Feature: 
    1. Hover over the "Resources" menu.
    2. Select "Data Upload (Parties & Parts)" from the dropdown options.

4. Data Upload Tab: This action will open the Data Upload tab and provide the Admin user with the "Upload Trade Parties" link option.



5. Select the "Upload Trade Parties" Link: Click on the "Upload Parts" link. The admin user will then be presented with the option to either: 
    1. Add Files: Click the "Add Files" button to browse and select the Excel file from your computer. 
    2. Drag and Drop: Alternatively, drag and drop the Excel file into the designated area.


6. Select the Desired Upload Option: Once you have selected the applicable Excel file for upload, the admin user will be presented with one option. Select it only if you need to replace the existing trade parties before clicking the upload icon: 
    1. Remove existing records from the Importer Account before upload: This option replaces all existing trade parties for the importer account with the new trade parties from the spreadsheet. 


7. Begin the Upload: Click the "Start" arrow to initiate the upload process.


8. Confirmation and Status Notification: If no initial errors are found, the user will receive the message: "Excel data upload process started. You will receive a status email once the process completes." This indicates that the upload has begun successfully, and you will be notified of the status via email upon completion. 

9. The admin user processing the upload will receive an email advising if the upload was successful or failed with a reason for the failure.

10. Once the upload is successful users can view and utilized the newly added trade parties in the transactions. 
 
 
Best Practices for Completing the Trade Parties Upload Excel 

  1. One Excel Sheet Per Importer Account: Ensure that you use a separate Excel sheet for each unique importer account when uploading parts. 
  2. Always Review the NOTES Tab: Check the NOTES tab in the Excel template for important guidance and tips on formatting. This can help you avoid errors and the need to reupload your files. 
  3. Do Not Change Column Heading Names: Ensure that the column headings in the Excel sheet remain unchanged. Modifying them will lead to upload errors and data processing issues. 
  4. Do Not Delete or Move Column Headings: Keep the column headings intact in their original positions. Deleting or moving them will cause errors during the upload process. 
  5. Remove Any Formulas: Before uploading, remove all formulas from the Excel sheet and replace them with plain text values. This helps ensure that the data is correctly interpreted and uploaded without errors. 
  6. Use Two-Letter ISO Country Codes: Ensure that the Country Code is formatted as a two-letter ISO code, e.g., US, MX, DO, CN. 








    • Related Articles

    • A Step-by-Step Guide to Bulk Uploading Parts via Excel

      Users can now upload their parts directly without needing to contact support. Please refer to the attached article for detailed, step-by-step instructions. Also, see the attached example Excel with sample data for parts uploads. Please note: When ...

    • Immediate Delivery Indicator (USE)

      Indicator used to specify that the filer is requesting Immediate Delivery on an entry. The Immediate Delivery Indicator is located in the Form Automation & Misc. Entry Indicators section of the ACE Cargo Release 3461 Form If Immediate Delivery is ...

    • ACELYNK's Recommended Scheduled Reports

            Reporting capabilities provide companies with the visibility needed to increase compliance, maintain organization, and ensure timely submissions. There are several Reports available within the Reports Module that we recommend all filers ...