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Service Delivery Import file validation

This article explains the common errors you may encounter during data importwhile importing records into service delivery, what they mean, and how to resolve them.

Understanding Data Validation in Your Import File 

When you upload or update records in service delivery via the import functionality, the system runs a series of checks to make sure everything is correct.

If something doesn’t meet the requirements, the system will flag it with an error message so you can fix it.

This article summarizes the errors you might receive,what they mean and how you can resolve the issue:

1. Making Sure the Service Exists (for updates & deletes)

If you’re trying to update or delete a service, that service must already exist in the system.

👉 If it doesn’t exist, you’ll see:
“Service ID not found”

2. Checking Required Information (for new and updated records)

Every record must be linked to valid details, including:

  • Registration

  • Participant

  • Categories X and Y

  • Product

👉 If any of these are missing or incorrect, you’ll see errors like:

  • "Invalid NDIS Registration Number"

  • “Invalid Participant”

  • “Invalid Product”

  • “Invalid Category X or Y”

For updates, instead of stopping immediately, the system marks the row as invalid and asks you to review it.

3. Decimal Rules for Agency Claims (for new and updated records)

If the claim is from an Agency, the unit value:

  • Must not have more than 2 decimal places

👉 Example:

  • ✅ 1.25 → OK

  • ❌ 1.257 → Not allowed

Error message:
“Unit has more than 2 non-zero decimals for Agency”

4. Invoice Recipient Must Be Valid (for new records)

If you enter a financial company (invoice recipient), it must match a valid contact in the system.

👉 If not, you’ll see:
“Invalid Invoice Recipient”

5. Duplicate Entries in Your File (for new records)

If the same row appears more than once in your upload file:

  • Only the first one is accepted

  • The rest aremarked as invalid with error message

👉 Error:
Duplicate entry error message

6. Duplicate Entries against existing records in the system (for new records)

If you try to upload a record that already exists in the system:

  • It will be marked as a duplicate. The check only applies to shifts created after a configured feature-time cutoff. 

👉 Error:
“Duplicate entry encountered”

7. Existing Errors Are Not Ignored (for new and updated records)

If a row already has an error before processing:

  • The system keeps that error

  • Rows with an existing non-trivial errorMessage are blocked from normal processing paths.

👉 In simple terms:
Broken data won’t be treated as valid. The previous error message is carried into the system with invalid records.

8. Some Records Can’t Be Updated or Deleted

Not all records are editable. updates or deletes shift rows whose current status is NULL, 0, or invalid.

If a record is in a restricted status:

  • The system will skip updating or deleting it

👉 You may not see an error, but the change won’t apply as this is a processing gate validation.

9. Invalid Updates Are Flagged

If an update fails validation:

  • The record is marked as invalid

  • A message explains what needs fixing

👉 Example:
“Validation failed: errorMessage populated with a validation summary   ”

10. Ratio Must Be from an Approved List (for new and updated records)

The system only accepts these ratio values:

  • 1:1, 1:2, 1:3, 1:4, 1:5

  • 2:1, 2:3

👉 Any other value will fail

Error message:
“Invalid Ratio value”

Troubleshooting

To avoid errors:

  • Make sure all required fields are correct

  • Avoid duplicates

  • Use valid formats (like decimals and ratios)

  • Double-check references like participants and products

If something goes wrong, don’t worry — the system will tell you exactly what needs fixing.