Performing a Bulk Upload

This article will help you to:

• Perform a Bulk Upload for the California (CalEVV) program
  
  

Using the provided excel file users can create an upload file containing either client or employee data. This file can be loaded into the Sandata EVV system to quickly add a large amount of client/employee records.

Before you begin, please consider the following:

• Including any employee or client in the Bulk Upload File that has already been manually entered into the system will overwrite their existing record.
• Leaving any field blank in the Bulk Upload File will also overwrite the existing field in the system.
• Must be used with Microsoft Excel to support Database Admin Macro function.
• Hover over any field to display tooltip information.

Steps to Prepare a Bulk Upload

1. Download and open the Excel Spreadsheet provided at the bottom of this article. 
   • Please ensure the document is a trusted source.
     • Click here to learn how: Trusted documents - Microsoft Support
   • Please enable Macros in Excel.
     • To learn how to enable macros, click here: Run a macro - Microsoft Support
       
       
2. Enter the Sandata assigned account number on the Account tab. 

• • • • This is going to be the STX number used to log into Sandata systems.

3. Click the Client or Employee Tab.

4. Enter all client or employee information.

• In this example, we will be entering Client data.

5. Click the Payer-Program-Service tab.

6. Enter the Client service authorization information.

1. • • This is the service that the client is authorized for related to their CIN or UCI (DDS only) and the Jurisdiction.

7. Select the Account tab.

8. Click Create Files.

9. If there are no issues with your data, you will be prompted to select a location to save the Upload File.

10. Click OK.

11. If there are errors in your data, you will be presented with a message.

12. Review the Client, Payer-Program-Service, and Employees tabs for errors (highlighted in red).

Common Errors – Client Tab

Error: A Medicaid ID is highlighted red.

• Possible cause: Medicaid ID value does not meet validation rules.
  • Solution: Make sure each Medicaid ID and Client Identifier match and are correctly formatted as a CIN (9 + 8 digits + capitalized letter) or UCI (7 digits)

• Possible cause: The same Medicaid ID is listed more than once
  • Solution: Remove one of the duplicates

• Possible cause: One of the client Medicaid IDs listed does not have any corresponding entries in the Payer-Program-Service tab.
  • Solution: All clients in the Client tab must have at least one entry in the Payer-Program-Service tab, and every entry in the Payer-Program-Service tab must correspond to one client in the Client tab. Remove the client from the Client tab or add an entry for the client in the Payer-Program-Service tab.

Error: an Address Line field is highlighted red.

• Possible cause: field value is too long.
  • Solution: Address lines must be 30 or fewer characters. Consider abbreviating or moving apartment, suite, or unit numbers from Line 1 to Line 2.

Common Errors – Payer-Program-Service Tab

Error: A Medicaid ID value is highlighted red.

• Possible cause: The client is not listed in the Client tab.
  • Solution: Every entry in the Payer-Program-Service tab must correspond to one client in the Client tab. Add the client to the Client tab or remove any entries for the client in the Payer-Program-Service tab.

Error: A Program value is highlighted red.

• Possible cause: the payer and program do not align.
  • Solution: If the Program you select is “HHCS,” make sure to select the “HHCS” version of the payer name as well. Examples:
    

Error: A Jurisdiction is highlighted red.

• Possible cause: The incorrect jurisdiction has been selected.
  • Solution: Several jurisdictions have similar names. Double-check that you have selected the correct jurisdiction.

Error: A Service is highlighted red.

• Possible cause: the incorrect service has been selected.
  • Solution: Several services use the same code but have different names. Double-check that you have selected the version of the service code appropriate for your payer and program.
• Possible cause: The service is not available for the selected payer and program.
  • Solution: Double-check your payer and program are correct and that you have selected the correct service.

Last Updated: March 2025