Fixing counterparty import errors
When a bulk counterparty import is flagged in ClaimDS — duplicates, invalid GSTINs, missing fields — here's how to read the validation and clean your file so the import goes through.
Importing your partners from a spreadsheet is the fastest way to set up, but real spreadsheets have duplicates, typos and the occasional malformed GSTIN. ClaimDS validates the file on import and flags the problem rows instead of swallowing bad data — so an "import failed" message is the system doing its job.
What gets flagged
Most import problems are one of three things: a duplicate (the counterparty already exists or repeats in your file), an invalid GSTIN (wrong format), or a missing required field. The validation names the row and the reason, so you're correcting specifics rather than guessing.
How to resolve it
Work through the steps below — fix the flagged rows in your spreadsheet and re-import. Getting GST identifiers right at this stage is what keeps place of supply and credit notes correct later.
How to resolve it
Read the validation result
When you import counterparties from Excel, ClaimDS validates the file and tells you which rows have problems rather than importing bad data silently. Start by reading exactly which rows it flagged and why.
Resolve duplicates
A duplicate flag means a counterparty already exists or appears twice in your file. Decide whether to skip the row, merge it with the existing record, or correct it so it's genuinely distinct.
Fix invalid GST identifiers
A GSTIN must be the correct 15-character format. Correct any GSTIN the validation rejects in your spreadsheet — a wrong identifier here causes credit-note and tax problems later.
Fill in required fields
Rows missing a required field won't import. Add the missing values in your file rather than forcing a partial record that you'll have to fix one by one afterwards.
Re-import the corrected file
Save your corrected spreadsheet and import again. ClaimDS re-validates, and the clean rows go in. Repeat until the file imports without flags.
Frequently asked
Will a bad row break the whole import?
No — ClaimDS validates first and tells you which rows have problems, so you fix those rather than losing the good ones. The point of validation is to keep dirty data out, not to block you.
Why does ClaimDS care so much about GSTINs?
Because the GSTIN flows through to credit notes, place-of-supply derivation and your returns. A wrong one here turns into a compliance problem later, so it's cheaper to catch it at import.
Still stuck?
Book a demo and we'll walk through it on your own data — or just talk to us.