Overview
File Management provides a structured way to create, update, and upload Varibill data using Excel templates.
Use File Management to:
- Generate a template for the data you want to work with.
- Download and complete the generated template.
- Upload the completed file for processing.
- Review the result and correct any errors.
File Management can be used for recurring tasks, such as updating selling rates, as well as larger one-time imports.
Access File Management
- Log in to the Varibill User Interface.
- Open the Navigation menu.
- Select File Management.
How File Management Works
File Management follows four main stages:
Templates → Processed Templates → Upload Files → Processed Files
- Templates — Generate the required Excel template.
- Processed Templates — Download a template that has finished generating.
- Upload Files — Upload the completed template.
- Processed Files — Review the processing result and download the processed file if required.
Generate a Template
Open the Templates tab and find the type of data you want to work with.
Depending on the template, one or more generation options may be available:
- Generate Blank Template — Creates an empty template for entering new data.
- Generate Populated Template — Creates a template with reference data to help you use values that already exist in Varibill.
- Generate Latest — Includes the most recent existing records. This option is available for Cost Prices and Selling Rates.
- Generate All — Includes all existing records for that template type.
Select the option that best matches the task you want to perform.
Tip: Use a populated template when working with lookup or reference values for the first time. This can help reduce errors caused by values that do not match existing Varibill records.
After selecting a generation option, Varibill prepares the Excel file in the background.
The generated file appears in Processed Templates when it is ready.
Download and Complete a Template
Open the Processed Templates tab to find templates that have finished generating.
To continue:
- Find the generated template.
- Click the download icon.
- Open the downloaded Excel file.
- Add or update the required data.
Tip: Generate and download a current template before preparing an upload. Template structures may change over time.
Use the Operation Column
Most File Management templates include an Operation column.
The value determines what Varibill does with the row when the file is processed:
| Operation | Result |
|---|---|
| Insert | Create a new record. |
| Update | Update an existing record. |
| Delete | Remove an existing record. |
| Unchanged | Do not make any changes to the record. |
When working with a populated or All template, leave rows that you do not want to modify as Unchanged.
Only change the operation for records that you intend to insert, update, or delete.
Note: Billing Documents, Rated Source Data, and Unrated Source Data do not use the Operation column.
Upload a Completed File
When the template is ready:
- Open the Upload Files tab.
- Drag the completed file into the upload area or select Select Data Files to Upload.
- Select the file to upload.
Varibill validates the uploaded data before processing it.
If information is missing, incorrectly formatted, or does not match an existing Varibill record, some or all of the file may not be processed successfully.
Review the Processing Result
Open the Processed Files tab after the upload has been processed.
The Message column shows the processing outcome.
Use the download icon to download the processed file when you need to review the result in more detail.
If records could not be processed, review the Status information in the downloaded file to identify the affected rows and the reason they failed.
Correct the data and upload the file again.
Troubleshooting
The File Does Not Process
Check that:
- The file was created from the correct File Management template.
- You are using a recently generated template.
- Required columns have not been removed or renamed.
- The file contains the expected type of data.
Some Records Could Not Be Processed
Download the processed file and review the Status information for the affected rows.
Correct the values identified in the file and upload it again.
A Reference Value Is Not Accepted
Some template fields must match records that already exist in Varibill.
Check that the value in the template matches the existing record.
Where available, generate a Populated Template and use the supplied reference data.
An Update Was Not Applied
Check the Operation value for the affected row.
Rows marked Unchanged are not updated.
For an update or delete operation, also make sure the identifying information in the row matches the existing Varibill record.
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