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How to Upload Actuals for Multiple Projects Using WBS Codes

Configure WBS codes for efficient program-wide financial data uploads

WBS (Work Breakdown Structure) codes enable you to upload financial data for multiple projects in a single import. This feature streamlines financial reconciliation across your entire program by automatically assigning each transaction to the correct project based on WBS codes.

Before you start:

  • Ensure your ERP system exports include WBS element codes for each transaction
  • Confirm you have access to multiple projects within your Mastt program
  • Verify you have the necessary permissions to modify project settings

How to upload Actuals for a Program

Step 1: Configure WBS codes for each project

  1. Navigate to the first project in your Mastt program
  2. Go to Cost > Actuals
  3. Click Assign WBS
  4. Enter the unique WBS code that matches your ERP system for this project
  5. Click Save to confirm the WBS assignment
  6. Repeat steps 1-5 for each project in your program

Step 2: Prepare your program-wide ERP export

  1. Export financial data from your ERP system for all projects in the required format
  2. Modify column headings to match Mastt's requirements exactly
  3. Ensure your file includes the minimum required headings and recommended headings for automatic matching
  4. Verify each transaction row contains the appropriate WBS code
  5. Check that WBS codes in your export match exactly with those assigned in Mastt

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:

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 categorisat

Step 3: Upload actuals at program level

  1. Navigate to your program dashboard in Mastt
  2. Ensure that all projects relevant to the ERP export are included in your Mastt program
  3. Go to Cost > Actuals
  4. Click Import Spreadsheet
  5. Select your program-wide financial export file
  6. Click Import

Result: The system automatically distributes each transaction to the correct project based on WBS codes, displaying a summary of imports by project.

Step 4: Verify project-specific imports

At this stage you are able to QA that the actuals have been assigned to each project correctly. 

Approach 1: From the Program view

  1. Go to the Register view in the program actuals module
  2. Use the Project column to validate that all actuals were allocated to the projects correctly
  3. If anything has not been assigned correctly, use the checkboxes to re-assign line items to the correct project

Approach 2: By Project

  1. Navigate to each individual project
  2. Check Cost > Actuals to confirm transactions were assigned correctly
  3. Review the Reconcile view for automatic matches
  4. Follow standard reconciliation procedures for each project as needed

Troubleshooting & FAQ

Q: What if transactions aren't assigned to projects after import?

Check that WBS codes in your export exactly match those configured in Mastt projects. Even small formatting differences will prevent automatic assignment.

Q: Why are transactions appearing in the wrong projects?

Verify WBS codes are unique across projects and correctly mapped in your ERP export. Duplicate WBS codes will cause misassignment.

Q: What if I can't assign WBS codes to projects?

Ensure you have appropriate permissions for project configuration or contact your system administrator for access.

Q: How can I optimize the process for large programs?

Use consistent WBS code formatting across your ERP system and Mastt, test with a small sample export first, and document your WBS code assignments for future reference.

Q: Do I need to use the program actuals module?

Uploading actuals at the program level is not required but is designed to save time. You can also upload your actuals data into each project individually if that suits you better. 

Pro tips

  • Use consistent WBS code formatting across your ERP system and Mastt
  • Test with a small sample export before processing large program-wide imports
  • Document your WBS code assignments for future reference and team training
  • Regular program-wide uploads reduce manual reconciliation time significantly
  • When first using the actuals module, it is better to start from a recent month rather than uploading all historical data. This is because historical data would have already been reconciled and may create duplicates in the Mastt payment module.

Measuring success

Look for automatic project assignment rates above 90% and reduced manual reconciliation time to confirm your WBS configuration is optimised.