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Import errors

This article explains the critical errors that can lead to an unsuccessful import and the warnings in the case of a partly successful import. 

 

Critical errors

If the import was unsuccessful, there are one or more errors in the file. Fix the errors and re-import the file.

  • Click Download import summary at the Validation step to view the errors.

Current or History 

  • Current or History should be C or H: The letter or word entered in the Current or history field is not supported. Enter “H” to move the property to archived. Leave it blank or enter “C” to keep the property current.

 

Status Code

  • Status Code is invalid: The letter or word entered in the Status field is not supported. Enter a single letter status code from the list of supported statuses that are explained in the property statuses article.

To set a property’s status as Open, enter “O” or leave this field blank.

 

Property Code

  • Property Type Code is missing: The Property code field is blank. This field is required.

  • Property Type Code is invalid: The Property code is not supported by the State/province/territory or Alternate filing state you entered. Each state decides which standard NAUPA codes it accepts.

You can find a list of state-specific property codes on the By State/Province tab of the Compliance Resources page.

 

Alternate Filing State

  • Alternate Filing State must be in the US: A state/province/territory outside of the U.S. or Canada was entered in the Alternate filing state field. Enter the 2-character abbreviation for a U.S. state or Canadian province/territory.

  • Alternate Filing State is required for CK07 property to identify the purchase state: The Alternate filing state field was invalid or missing. Enter the 2-character abbreviation for a U.S. state or Canadian province/territory.

  • Alternate Filing State is required for CK08 property to identify the purchase state: The Alternate filing state field was invalid or missing. Enter the 2-character abbreviation for a U.S. state or Canadian province/territory.

  • Alternate Filing State is required for SD01 property to identify the branch location state: The Alternate filing state field was invalid or missing. Enter the 2-character abbreviation for a U.S. state or Canadian province/territory.

 

Last Owner Activity Date and Maturity Date

  • Last Activity Date is missing: The Last owner activity date field is blank. This field is required when the Property code you entered uses the last owner activity date instead of the maturity date to determine when the dormancy period will start. 

  • Last Activity Date is invalid. Date should be in MM/DD/YYYY format, year should be greater than 1900, and date should not be a future date: The Last owner activity date is in an incorrect format. Correct it according to the requirements in the error message. 

  • Maturity Date is missing: The Maturity date field is blank. This field is required when the Property code you entered uses the maturity date instead of the last owner activity date to determine when the dormancy period will start. 

  • Maturity Date is invalid. Date should be in MM/DD/YYYY format and year should be greater than 1900: The Maturity date is in an incorrect format. Correct it according to the requirements in the error message.

Property codes determine which of these date fields to use. Read the property details section in the article on adding properties for more information about these fields.

 

Property ID

  • Check/Property ID Number is missing: The Property ID field is blank. This field is required. Enter a unique value that helps you identify this property. If the property is a cashier's check or any other outstanding check, enter the check number.

 

Source System ID

Source system ID is a unique identifier of the property in your business’s source system, such as an ERP or a database.

  • Source System ID exceeds maximum length of 50 characters: The Source system ID value is too long. It can’t be greater than 50 characters. 

  • Source System ID supplied to delete a property record was not found in the database: You wanted to delete a property by entering “DEL” or “DELETE” in the property code field, but the Source system ID for the property was not found in our system. The Source system ID may be incorrect, or the property was never added. 

  • Duplicate Source System ID in this import file: Another property in the file has the same Source system ID. This field must be unique to each property.

 

Initial Amount

  • Initial Amount is invalid: For the Property code you entered, the Initial amount value is in an incorrect format, such as “0” or a negative number.

Shares are not supported in the software.

 

Addition Amount and Addition Code

  • Invalid Additional/Added Code: The Addition code is not supported by the State/province/territory or Alternate filing state you entered. 

  • If Additional Amount has a value, Additional Code must also have a value: The Addition code field is blank. This field is required when an Addition amount is entered. 

You can find a list of addition codes in the NAUPA Codes document on the Compliance Resources page.

 

Deduction Amount and Deduction Code

  • Invalid Deduction/Deleted Code: The Deduction code is not supported by the State/province/territory or Alternate filing state you entered. 

  • If Deduction Amount has a value, Deduction Code must also have a value: The Deduction code field is blank. This field is required when a Deduction amount is entered.

You can find a list of deduction codes in the NAUPA Codes document on the Compliance Resources page.

  • Deduction Amount cannot be greater than Amount Due: The value in the Deduction amount field exceeds the value in the Amount due field. One or more of the following amount fields must be edited: Initial amount, Addition amount, and Deduction amount. The Amount due value is automatically calculated based on these three fields and can’t be edited.

  • Deduction Code is not accepted by the state of Colorado for properties other than IRxx: If the State/province/territory or Alternate filing state is Colorado (CO) and the Property code is anything other than IRxx, Deduction codes are not accepted. 

  • Deduction Amount is not accepted by the state of Colorado for properties other than IRxx: If the State/province/territory or Alternate filing state is Colorado (CO) and the Property code is anything other than IRxx, Deduction amounts are not accepted.

 

Due Diligence Sent Date

  • Due Diligence Date is invalid. Date should be in MM/DD/YYYY format and year should be greater than 1900: The Due diligence sent date is in an incorrect format. Correct it according to the requirements in the error message.

 

Date Paid

  • Date Paid is invalid. Date should be in MM/DD/YYYY format, year should be greater than 1900, and date should not be a future date: The Date paid is in an incorrect format. Correct it according to the requirements in the error message.

 

Owner Tax ID

  • Invalid Owner ID Value: The Owner tax ID value is in an incorrect format. Enter the owner’s nine-digit Social Security Number (SSN) or Federal Employer Identification Number (FEIN) number with no dashes, for example, 123456789. If you don’t know the owner's tax ID number, leave this field blank.

 

Date of Birth and Date of Death

  • Date of Birth is invalid. Date should be in MM/DD/YYYY format, year should be greater than 1900, and date should not be a future date: The Date of birth is in an incorrect format. Correct it according to the requirements in the error message. 

  • Date of Death is invalid. Date should be in MM/DD/YYYY format, year should be greater than 1900, and date should not be a future date: The Date of death is in an incorrect format. Correct it according to the requirements in the error message. 

  • Date of Birth cannot be greater than Date of Death: The owner’s Date of death can’t be before their Date of birth.

 

ID

The ID field is not in the import template. It is created by the system when you add properties and is required to edit many properties with the bulk import feature.

The ID field should never be edited or deleted.

  • ID should have format XXXXXXXX-XXXX-XXXX-XXXX-XXXXXXXXXXXX: The ID value must be in GUID format.
  • ID was not found in database: The ID value does not match a property in the system.
  • ID or Source System ID is wrong for deleting: You wanted to delete a property by entering “DEL” or “DELETE” in the Property code field, but the ID or Source system ID for the property was not found in the system.
  • Duplicate Record ID in this import file: Another property in the file has the same ID. This field must be unique to each property. 

 

Duplicates

In the case of these errors, another property or owner in the file or system has the same information in the following fields: ID, Source system ID, Property code, Account number, Owner tax ID, Last name, First name, Initial amount, Last owner activity date, and Maturity date.

  • Duplicate record in import file
  • Duplicate record in database
  • Duplicate additional owner record in this import file

 

Other Errors

  • Primary Owner is missing: An additional owner row (#A) is in the file without a primary owner in the previous row. Additional owners must be directly in the row following their primary owner’s row. 

  • No valid records found: We could not find any properties in this file. Make sure the column headers (field names) are in the first row and that the file isn’t blank.

 

Warnings

If your file was imported with warnings, some or all of your properties have errors that could prevent states from accepting your report. Click Download import summary at the Validation step to identify which properties have warnings. 

You can:

  • Fix these errors and re-import the updated file.
  • Click Continue to import the properties with warnings and accept adjustments. You can fix other errors later on the Properties page.

Adjustments

Properties that have the following warnings are updated automatically to satisfy formatting, abbreviation, and character limit requirements.

  • Property Code was adjusted: The Property code value was updated to match state-defined formatting requirements, such as removing dashes or replacing “O” with “0”. For example, “ACO1” would be changed to “AC01.” You can view a list of state-specific property codes by going to the Compliance Resources page and selecting a state from the list. Then, click Property Codes to open the list. 

  • Zip was adjusted: The Postal code value was updated to match the 5-character formatting requirement for U.S. addresses. For example, a 4-character postal code, "1234”, would be changed to include a leading zero, “01234”. 

  • Country Code was adjusted to XXX: The Country code value was updated to match the 3-character uppercase formatting requirement. For example, “US” would be changed to “USA” and “can” would be changed to “CAN.”

  • RPO was adjusted: The RPO value was updated to match the requirement of either “Y” or empty. For example, “y” or “yes” would be changed to “Y” and “n” or “no” would be blanked out. 

  • Business Indicator was adjusted: The Business owner value was updated to match the requirement of either “B” or empty. If the property owner is a business, enter “B”. If the property owner is an individual, leave this field blank. 

  • Owner Id was adjusted: The Owner tax ID value was updated to match formatting requirements, such as removing dashes. For example, “123-45-6789" would be changed to “123456789.” 

  • {Field_Name} was truncated – character limit exceeded of {limit}: The field’s value was too long and was automatically shortened to meet the character limit requirement. You can find the character limits for every field on the Instructions tab of the import template. 

  • {Field_Name} was truncated – decimal places character limit exceeded of {limit}: The field’s value had more than two numbers after a decimal point and was automatically shortened. For example, “45.123” would be changed to “45.12.”

 

In the case of the following warnings, the amount value was updated to match formatting requirements, such as removing a dollar sign ($). If letters or other symbols were in these fields, the amount was changed to "0."

  • Initial Amount was adjusted
  • Addition Amount was adjusted
  • Deduction Amount was adjusted
  • Amount Paid was adjusted

 

In the case of the following warnings, the state value was adjusted to match the two-character abbreviation formatting requirement. For example, "New York" would be changed to "NY." If what was entered could not be matched to an abbreviation, the field was blanked out.

  • State was adjusted (State/province/territory)
  • Alternate Filing State was adjusted
  • State Paid was adjusted
  • License State was adjusted (Driver's license state)

 

Missing information

Properties with these warnings have required fields that are blank. These fields are either left blank or information from other fields is entered automatically.

  • Missing Check/Property ID Number – Account Number will be used instead: The Property ID field was empty. Since this field is required, the Account number value will be used as the Property ID. 

  • Missing Last Name. First name will be used instead: The Last name/Business name field was empty. Since this field is required when the owner is a business, the First name value will be used as the Last name/Business name. 

  • Missing additional owner. CK01 property records require an additional owner: If the Property code is CK01 (cashier’s check), an additional owner is required. You can still import this property, but an additional owner should be added before reporting. 

  • Missing Maturity Date – Last Activity Date will be used instead: The Property code uses the maturity date to determine when the dormancy period will start, but the Maturity date field was empty. The Last owner activity date value will be used as the Maturity date. 

  • Address 1 information is missing: The Street address field was empty but the Apartment, suite, building field was not. You can still import this property but should correct the address information before reporting.

 

Other warnings

  • Interest Rate must be populated for the state of {State} and property code {PropIdCode}: For the State/province/territory or Alternate state and Property code combination you entered, the Interest rate field is required.

  • Owner Type must be SSN or FEIN and Owner ID must contain a 9-digit numeric value for CA records with property type codes {CA_Codes}: For the State/province/territory or Alternate state and Property code combination you entered, the Owner tax ID field is required and must be a nine-digit FEIN or SSN with no dashes, for example, 123456789.

  • Un archive is not supported: The property is marked as “archived” in the system, but the Current or history field in the file is marked as “current” (“C”). Converting properties from “archived” to “current” is not supported.

  • {Field_Name} is redundant in business property and will be cleared: The following personal fields are not applicable if the property owner is a business (the Business owner value is “B”). They will be blanked out and will not be added to the property: Prefix, First name, Middle name, Suffix, Date of birth, Date of death, Driver’s license number, Driver’s license state.

  • Relationship Code is invalid: The Relationship code is not supported by the State/province/territory or Alternate filing state you entered. You can find a list of relationship codes on the By State/Province tab of the Compliance Resources page.

  • Additional Owner(s) will be deleted: The property is already in the system with additional owners, but the imported file does not have additional owner rows (#A) directly following the primary owner row. The additional owners for the property will be deleted from the system.

Read the article on bulk editing properties for more details about updating properties through the bulk import process.

  • No changes found. Record won’t be updated: The property is already in the system and no updates were made to it in the file.

  • Primary Owner has critical errors: The primary owner that this additional owner is tied to has critical errors. The additional owner can’t be imported until the primary owner error is fixed.

  • Shortened dormancy applied due to death of the property owner. Some states require certain property types be reported sooner if the property owner's date of death is known: A date of death is provided for a property owner in a state with shortened dormancy requirements. Read more about shortened dormancy.