How to Import Actuals and Reconcile Financial Data from ERP Systems

Before You Start

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

What Are Actuals?

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

In most organisations, actuals are sourced 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 ensures your project cost tracking is up to date, aligns with internal reporting, and supports effective financial decision-making.

Preparing Your ERP Export File

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

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

Example: In the column of your spreadsheet where the dollar amount of each transaction is listed, change this column heading to Val/COArea Crcy.

Minimum required headings:

Mastt Required Column Name	What This Field Contains
Val/COArea Crcy	The dollar amount of each transaction line item
Posting Date	The date the transaction occurred (appears in cash flow module after reconciliation)

Recommended headings for automatic matching:

Column Name	What This Field Contains
Purchase order text	Name field for the purchasing document or transaction
Purchasing Document	Number for the purchasing document unique to the vendor, agreement, or contract (e.g., PO number entered in Mastt contract form)
WBS element	Unique code for each project that helps link transactions to projects when uploaded at program level
Cost Element	Description of the service (e.g., project management, travel) – optional but helpful for categorisation

Importing Data to Mastt

Access 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:

• Reconcile – Your main workspace for matching actuals to payments
• Needs Attention – Quarantined items such as duplicates or data conflicts
• Register – Import history and bulk actions

Import Your Spreadsheet

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 similar ERP system.
3. Click Import. The system displays a confirmation showing how many actuals were imported and any duplicates flagged.

Reconciling 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 for quick identification.

Confirm Individual Matches

1. Navigate to the Reconcile view and look for items with highlighted suggested matches.
2. Click on any item with a suggested match to open the detail form.
3. Review the suggested match details and verify 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.

Handling Unmatched Items

Mark Items for Investigation

For items without automatic matches, you can manually search for matches or mark them for later investigation.

1. Open an unmatched item from the Reconcile view.
2. Search for appropriate matches using the search function.
3. If no match is found, add a note explaining what investigation is needed.
   • Example: "Verify PO number with procurement team"
4. Click Investigation to place the item in the investigation bucket until it can be properly reconciled.

Processing Duplicates

Review Quarantined Items

When duplicates are detected during import, they're automatically quarantined in the Needs Attention view.

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

Resolve or Unquarantine Items

1. For confirmed duplicates, click Resolve to remove the duplicate record.
2. For incorrectly flagged items, click Unquarantine to return them to the Reconcile view.

Using Bulk Reconciliation

Select Multiple Items

The Register view enables bulk reconciliation for processing multiple related line items simultaneously.

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 selected items.
5. Click Link to confirm the bulk reconciliation.

Deleting Actuals

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

Enable Delete Mode

1. Navigate 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.
   • The URL should look like:.../projects/[project-id]/cost/actuals?delete=true
4. Press Enter to reload the page.
5. Go to Register view

Delete Individual or Multiple Records

To delete a single actual:

1. Go to Register View
2. Tick the checkbox next to the actual you want to delete.
3. Select 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 selected items.

Troubleshooting & FAQs

Q: 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 transactions and contracts.

Q: What if my import files aren't recognised?

Return to the "Preparing Your ERP Export File" section and ensure column headers are properly modified to match Mastt's requirements.

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