1. After you have uploaded a file in the CE Import option, you will receive a notice asking if you want to open or save the results file.

Transcription

1 Correcting Invalid Data 1. After you have uploaded a file in the CE Import option, you will receive a notice asking if you want to open or save the results file. 2. Select Open so that you can save the file in your designated data folder. 3. Once the file opens, select File > Save As: 4. Navigate to the location where you want to save the file. You can enter a new file name, but the file name that is returned gives you a lot of pertinent information. D TDA CNPIMS Import_Save_Results Arussell 10_10_2014_10_49_14_AM Download From where System Name What the file contains User ID Date and time the file was downloaded 5. Keep the file type as CSV (Comma delimited) Note: The picture example includes the word TEST. Your file will not. Note: Check to make sure the Save as type: field is CSV. If not, click on CSV (Comma delimited) in the drop-down list. Page 1

2 6. Select File > Save As for a second time and save the file adding Corrected to the end or beginning of the file name. The file contains information about all the records submitted. Column H indicates if the record has been matched in the database. If there is a Y in column H, column I will contain a 1 if the eligibility is based on SNAP participation and a 0 if the eligibility is based on TANF participation. 6. Click on the 1 in the gray box for row 1 This is fake data generated from fakemydata.com Page 2

3 8. On the Data tab, select Filter. This will place boxed triangles to the right of the column heading name. 9. Select the triangle in column J and click on the checkmark beside X to clear it. Select OK. 10. Check to make sure that all X s for Has Invalid Data column are in the right place. If not, put an X in Column J for that cell and select the triangle in Column J again and select OK. Page 3

4 Example: The X for row 12 is in the wrong column because there was a comma between double last names Select the row numbers of all the records visible. Right-click and select Delete Row. (You will have those records in the original file that you saved.) 12. Select the triangle in column J and select Clear Filter from HasInvalidData. Page 4

5 10. You will see all of the records that have errors. There is no information about the type of error. 11. Correct the errors in the records. See the following pages on Common Errors and finding errors in Notepad. 12. Reformat the SSN to have 9 characters, and Birth Date and CE ID to have leading zeroes. Select Column A. Right-click and select Format cells. Select Custom in the list. In the field that says General (Type:), insert 9 zeroes with NO hypens. Select Column D. Right-click and select Format cells. Select Custom in the list. In the field that says General (Type:), insert mm/dd/yyyy. Select Colum F. Right-click and select Format cells. Select Special in the list and select Zip Code. Page 5

6 Format SSN Page 6

7 Format Date of Birth The date of birth may have an extra character at the end ( ). To remove all of those, select the column and on the Data tab, select Text to Columns. On the Convert Text to Columns Wizard Step 1 of 3, make sure that Delimited is selected. Select Next. On Step 2, select Other and enter the character. (The straight line is the uppercase of the back-slash Page 7

8 above the Enter key). Select Next. Step 3. Select Text on the Column data format. Select the blank column next to the date column and select Do not import column (skip).. Select Finish. Page 8

9 Format CE ID 13. Delete columns G throug J and the header row (row 1). 14. Save as a CSV file and upload into the Direct Certification module. (Be sure to log-out and log back in case you have timed out.) Common Errors Note: The return file removes the leading zeroes from SSN, Birth Date and CE ID. This can be confusing if the record has an invalid data indicator. Check for other errors in a record and then use Note Pad to check the Page 9

10 original file to see if the issue was that the record was missing leading zeroes. Records 2 and 5 SSN has too few or too many characters. It must have 9 characters, including leading zeroes. The word NULL does not meet the SSN matching criteria. TEA ID numbers that begin with the letter S are acceptable. Blank cells will result in an error. Enter 9 zeros. Records 3 and 4 Date of birth has extra backslashes (/). Date of birth needs 2 digits for the month, 2 digits for the day and 4 digits for the year Record 6 The CE ID has an extra character Look for commas between double last names or first names. Page 10

11 Using Note Pad to locate and correct errors 1. Right-click on the file name in the file list window. Select Open with Notepad 2 Select Edit > Go to 3. Enter the line number of the record that has invalid data. For example, if the row number in the gray box on the left side is 1256, enter1255 (Subtract 1 from the row number because Note Pad does not have a header row). 4. The cursor will blink at the beginning of that row. You can search to see if the issue was missing leading zeroes in SSN, Birth Date, or CE ID. Correct the error on the CSV file that you are working on not in Note Pad. Page 11