How to Import Actuals and Reconcile Financial Data from ERP Systems

Import financial data from your ERP system into Mastt and reconcile it with your planned payments. Use this workflow monthly to keep project cost tracking accurate.

Before you start

• Export financial data from your ERP system in CSV, XLS or XLSX format.
• Make sure the data includes PO numbers, WBS codes and detailed descriptions, for the best matching results.
• Confirm you have access to the Actuals module with import permissions (contact Mastt Support if it's unavailable).

What actuals are

Actuals are the real, recorded expenditures that have occurred on a project to date. They represent the money that has actually been spent, not what was budgeted or forecasted.

In most organisations, actuals come from financial systems such as accounting software or ERP platforms. They are typically provided by your finance team, such as a Financial Controller, Project Accountant or Accounts Payable function.

Uploading accurate actuals into Mastt keeps your project cost tracking up to date, aligns with internal reporting, and supports effective financial decision-making.

Prepare your ERP export file

Mastt supports spreadsheet uploads for Actuals. However, spreadsheets from most ERP systems need slight column heading changes before upload.

1. Export your financial data from your ERP system as a spreadsheet.
2. Change the column headings to match Mastt's requirements exactly (see the tables below).

Note: For example, in the column that lists the dollar amount of each transaction, change the heading to Val/COArea Crcy.

Minimum required headings

Recommended headings for automatic matching

Import data into Mastt

Open the Actuals module

1. Click Cost in the left-hand navigation bar.
2. Click Actuals in the top navigation.

The Actuals module has three main views:

Import your spreadsheet

Warning: The Actuals module is for importing financial transaction data from ERP systems (for example, SAP) for cost reconciliation. It is not for uploading invoices or payment claims. To add invoices, whether from a PDF or an Excel spreadsheet, use the payment form instead. See How to Add Payments.

1. Click Import Modified Spreadsheet at the top left corner of the screen. If you have no imported data yet, you can also click the centre button to import your first spreadsheet.
2. Select your financial data export file from SAP or a similar ERP system.
3. Click Import. Mastt shows a confirmation with how many actuals were imported and any duplicates flagged.

Tip: To upload actuals across multiple projects at once, see How to Upload Actuals for Multiple Projects Using WBS Codes.

Reconcile matched items

Mastt automatically associates Actuals transactions with existing payments and contracts on the reconciliation screen, based on PO numbers, amounts and WBS codes. Items with suggested matches are highlighted so you can spot them quickly.

Confirm individual matches

1. Open the Reconcile view and look for items with highlighted suggested matches.
2. Click an item with a suggested match to open the detail form.
3. Review the suggested match details and check the corresponding contract and payment information.
4. Click the matching contract to select it.
5. Click Link to confirm the match. The actual is now reconciled and will appear in your cash flow reporting.

Handle unmatched items

For items without automatic matches, you can search for a match manually or mark the item for later investigation.

1. Open an unmatched item from the Reconcile view.
2. Use the search function to look for an appropriate match.
3. If you can't find a match, add a note explaining what investigation is needed. For example: "Verify PO number with procurement team".
4. Click Investigation to place the item in the investigation bucket until it can be reconciled.

Process duplicates

When duplicates are detected during import, Mastt automatically quarantines them in the Needs Attention view.

Review quarantined items

1. Click the Needs Attention tab in the top navigation.
2. Review the list of quarantined items.
3. Check each item to decide whether it's a genuine duplicate or was flagged incorrectly.

Resolve or unquarantine items

Reconcile in bulk

The Register view lets you reconcile several related line items at once.

1. Click the Register tab in the top navigation.
2. Select multiple related line items using the checkboxes beside each row.
3. Click Bulk Reconcile.
4. Select the contract or payment to match all the selected items.
5. Click Link to confirm the bulk reconciliation.

Delete actuals

If you've uploaded incorrect data or need to remove imported actuals, you can turn on delete mode using a URL parameter.

Turn on delete mode

1. Go to the Actuals module (Cost > Actuals).
2. Click into your browser's address bar at the top of the screen.
3. Add ?delete=true to the end of the URL. It should look like .../projects/[project-id]/reconciliation?delete=true.
4. Press Enter to reload the page.
5. Go to the Register view.

Delete one or more records

Warning: There is no prompt to confirm deletion, and deleted actuals cannot be recovered. Check you've selected the correct records before you click Delete Selected Actuals.

To delete a single actual:

1. Go to the Register view.
2. Tick the checkbox next to the actual you want to delete.
3. Click Delete Selected Actuals on the upper left.

To delete multiple actuals:

1. Go to the Register view.
2. Select multiple records using the checkboxes.
3. Click Delete Selected Actuals to remove all the selected items.

Troubleshooting and FAQs

What if I have incorrect suggested matches?

Check that the correct file has been uploaded, or double-check that unique numbering can be found on the transactions and contracts.

What if my import files aren't recognised?

Go back to Prepare your ERP export file and make sure the column headings are modified to match Mastt's requirements.

Need help?

Contact Mastt Support for additional assistance with financial data import and reconciliation.