Bulk uploads can fail when a file is missing required information, uses an unsupported format, contains invalid values, or includes records that do not match your company setup. This article explains how to identify common upload issues, fix your file, and try again.
There are two different bulk upload methods covered in this article:
Regular Bulk Activity Bulk Upload: The standard Excel template-based upload.
AI Emissions Match: The AI-assisted upload
Review the section that matches the upload method you used.
Regular Bulk Activity Upload
Use this section if you uploaded activity data using the standard SINAI bulk upload template.
Regular bulk upload is best for adding large amounts of activity data using a predefined Excel template. It is commonly used for historical data, data across multiple months, or data across different business paths for the same emissions source type.
Before you upload again
Before troubleshooting individual rows, confirm the basics:
Your file is an
.xlsxfile.Your file is under the upload size limit.
You used the template downloaded from the bulk upload modal.
The template matches the selected Emission Source Type and Methodology.
You did not change the template structure.
The months related to the activity records are unlocked.
If your file is too large, split it into smaller files and upload them separately.
Use the correct template
The regular bulk upload template is generated after you select an Emission Source Type and Methodology. The template includes the exact columns required for that upload.
Your upload may fail if you:
Rename column headers
Delete required columns
Add extra columns
Reorder columns
Delete instruction rows
Move, rename, or remove the worksheet tab
Use a template downloaded for a different source type or methodology
If you see an error about missing columns, unexpected columns, or a modified template, download a fresh template and copy your data into it without changing the template structure.
Check your Path columns
Path columns tell SINAI where each activity record belongs in your company hierarchy.
In the Path columns, enter business entity names from highest to lowest level, ending with the Process name.
Best practices:
Start with the highest level you have access to.
Do not include entity names above the level you have access to.
End the path at the process level.
Leave unused Path columns blank, but do not delete them.
Make sure entity and process names match your SINAI hierarchy.
For example, if your path is:
Company → Business Unit → Facility → Process
Then your template should use:
Path 1: Company
Path 2: Business Unit
Path 3: Facility
Path 4: Process
Path 5–10: blank
If the upload fails because a path cannot be found, check the exact path in View Emissions Data. The breadcrumb navigation at the top of the page can help you confirm the correct path to use.
Review the error report
If your upload fails because of row-level issues, download the error report from the failed upload message.
The error report identifies which rows need correction. Review the Row Number and Error messages columns, then update those rows in your original file.
Common row-level issues include:
Missing record name
Missing required fields
Blank start or end dates
Invalid date formats
Start date after end date
Start date and end date are the same
Text entered in a numeric field
Unsupported unit
Value does not match a dropdown option
Path does not match a process
Period is closed
Record date is outside the source or process data collection period
Tip: If you are not sure which value is causing a row to fail, try adding the same record manually using + Quick Add on the Manage Activity Data page. The single-record form can help you confirm the correct business entity, source, methodology, required fields, dropdown values, units, and date requirements before updating the bulk upload file.
After correcting the rows, save the file as .xlsx and upload it again.
Check numeric fields
Any parameter column that requires a number must be formatted as a number in Excel.
Do not include:
Units inside number fields
Currency symbols unless the template expects them
Text such as “approx.” or “N/A”
Locale-specific formatting that Excel may treat as text
If a number is being read incorrectly, reformat the column as Number in Excel and try again.
Use dropdown values where available
Activity parameter columns may include dropdown options. Use the provided options whenever possible.
Parameter values are case-insensitive, but the value still needs to match an accepted option. If your company uses a Custom Database and there are duplicate activity option names, the system may not know which option to use. In that case, the duplicate activity option names may need to be made unique in the Custom Database before the upload can succeed.
Check dates, reporting periods, and locked months
Activity records can only be uploaded into valid, open periods.
Your upload may fail if:
The record falls in a locked or closed month.
The start date is before the source or process data collection start date.
The end date is after the source or process data collection end date.
The start date is after the end date.
The start and end dates are the same.
A date is blank or malformed.
To fix this:
Update record dates so they fall within the active data collection period.
Ask an authorized user to unlock the relevant period if the records need to be uploaded into a locked month.
Re-upload the corrected file.
Contributor users may not have permission to unlock data. If you need to add data to a locked period, contact a Manager or Leader who manages your data collection.
Confirm source and methodology setup
The selected process must have an emissions source configured for the methodology used in the upload.
Your upload may fail if:
The methodology is unavailable.
The selected process does not have an emissions source for that methodology.
Required source configuration is incomplete.
If this happens, contact your company administrator or Climate representative to update the source configuration before re-uploading.
Try the upload again
After making corrections:
Save the file as
.xlsx.Confirm the template structure is unchanged.
Confirm relevant periods are unlocked.
Upload the corrected file.
If another error report appears, repeat the correction process.
Find uploaded records after a successful upload
To view uploaded records:
Go to Measure.
Open Manage Activity Data.
Use the Bulk Uploads tab or filter by Record origin.
Select the uploaded file name to view records from that upload.
You can also open Manage Uploads to view previous uploads. The Standard tab displays traditional bulk uploads. Depending on permissions, users can download past upload files or delete uploads.
Deleting a standard bulk upload removes records from that upload. If the upload automatically locked months, deleting the upload can reopen the related periods, unless records were edited after upload.
AI Emissions Match
Use this section if you uploaded a file through AI Emissions Match.
AI Emissions Match is used for large Scope 3, Category 1 Purchased Goods and Services uploads. It helps convert spend or procurement files into activity records and automatically matches line items to emission factors.
Unlike regular template-based bulk upload, AI Emissions Match does not require a strict SINAI template. However, the file still needs enough clear information for the AI to identify records, interpret columns, match entities, and assign emission factors.
Before you upload again
Confirm that:
Your file is an
.xlsxfile.Your upload is for Scope 3, Category 1 Purchased Goods and Services.
You selected the AI Emissions Match: Category 01 – Purchased Goods and Services methodology.
Your file contains a single, clean data tab when possible.
Your file has clear column headers.
Your file includes enough information to identify each line item.
You have access to Measure, permission to Manage Activity Data, and company-level access.
If you do not see Bulk Upload or AI Emissions Match, your role may not include the required permissions. Contact your company administrator.
Make sure the file is clean and readable
AI Emissions Match works best with a single flat table.
Your file may fail to process if it includes:
Extra tabs with unrelated data
Pivot tables
Report-style formatting
Merged cells
Multiple header rows
Repeated sub-headers
Totals rows
Section headers mixed into the data
Two tables side-by-side
Blank “Unnamed” columns
Report titles or metadata rows inside the grid
To fix this, create a clean version of the file:
Keep one header row.
Start data immediately below the header row.
Remove blank rows between the header and data.
Remove totals, subtotals, notes, and section labels.
Remove merged cells.
Keep one table per sheet.
Save the file as
.xlsx.Upload the clean file again.
Fix “We couldn't read this file layout”
This message usually means SINAI could not identify a usable header row.
This can happen when:
The first row contains data instead of column names.
There are report titles or notes above the data.
The file has multiple header rows.
Header cells are merged.
Important columns do not have names.
The table starts far down the sheet or after blank rows.
To fix it:
Add a clear header row as the first row of the sheet.
Make sure every column you want uploaded has a column name.
Put data directly under the header row.
Remove repeated headers later in the file.
Remove report titles, notes, totals rows, and category labels from the table.
Save and re-upload the file.
Fix “Unable to process file” or “Something went wrong while uploading your file”
These messages usually mean the file could not be processed successfully.
Try these steps:
Re-upload the file.
Confirm the file is an
.xlsxfile.Confirm the file has a single, clean data tab.
Save a fresh copy of the spreadsheet.
Remove heavy formatting, pivots, merged cells, and side-by-side tables.
Try uploading a smaller slice of the data.
If a smaller file works, split the original file into smaller uploads. If the smaller file also fails, the file likely needs layout cleanup.
Include the required information
AI Emissions Match does not require a strict template, but it must be able to identify the basics needed to create records.
Your file should include:
Amount, such as spend or quantity
Unit, such as currency for spend-based uploads
Record name or description, such as line item description, supplier plus item description, or PO description
Strongly recommended columns include:
Transaction date, posting date, month, or period
Supplier name
Category codes
Internal tags or notes
Location, where relevant
Item, product, material, or service descriptions
Better descriptions and richer context usually improve emission factor match quality.
Resolve red issues before creating records
After your file preview loads, AI Emissions Match highlights the columns it plans to use.
The chat panel explains how the AI interpreted your data:
Green means the required information was matched correctly.
Yellow means optional information may be missing.
Red means required information is missing.
All red issues must be resolved before you can create records.
Use the chat to clarify how columns should be interpreted. For example:
“Use Supplier Name and Item Description as the description.”
“Use Posting Date as the date.”
“Use Spend USD as the amount and USD as the unit.”
“Use Category Code as additional context for matching.”
Fix missing key data
AI Emissions Match may create records but still need help identifying data needed for accurate emission factor matching.
If you see a message about missing key data, use the side panel or chat to identify which columns contain the missing information.
Common missing data includes:
Quantity
Unit
Currency
Location
Activity type
Supplier
Material or item description
Category code
Other context needed to match an emission factor
You can either guide the AI using the chat or upload a corrected file with clearer columns.
Improve low match quality
Each created record receives a match quality to help you prioritize review:
Excellent: High-confidence match.
Good: Reasonable match that may benefit from review.
Fair: Lower-confidence match that should be reviewed and corrected before finalizing.
If too many records show Fair, improve the source file and re-upload.
Helpful improvements include:
Add richer item descriptions.
Add supplier names.
Add category codes.
Split combined descriptions into clearer columns.
Remove vague values such as “miscellaneous,” “other,” or “services” where possible.
Add location, material, or product context when available.
Check entity names and business paths
AI Emissions Match still needs to assign records to the correct business entities and processes.
Your upload may fail or create issues if:
Entity names in the file do not match SINAI.
The file does not include enough information to identify the business entity.
A path points to a parent entity instead of a process.
Multiple entities have similar or duplicate paths.
To fix this:
Update entity and process names to match SINAI.
Add clearer business unit, facility, or process columns.
Use the full path when needed.
Review and correct business entity assignments after records are created.
You can bulk edit business entity assignments later from Manage Activity Data if multiple records need the same correction.
Check dates, closed periods, and period boundaries
AI Emissions Match validates dates before records can be finalized.
Records may show issues if:
Required dates are missing.
Dates are invalid or unclear.
Records fall in a closed or locked period.
Records fall outside the allowed period for the source or process.
To fix this:
Add a clear date, month, or period column to the upload file.
Tell the AI which column to use for dates.
Correct records that fall outside allowed date ranges.
Ask an authorized user to unlock the relevant period if records need to be added or edited in a locked month.
Records with issues appear in the Issues tab on Manage Activity Data. Red text indicates fields that need attention. Hover over red text to see more information about the issue.
Records were created, but you cannot find them
If records were created but you cannot find them:
Go to Measure.
Open Manage Activity Data.
Check the Bulk Uploads tab.
Filter by Record origin and select the uploaded file name.
Check your date or period filters.
Confirm you are looking at the correct year.
Open Manage Uploads and check the AI Match tab.
You can also use the confirmation toast after processing finishes. Click View records to open a filtered view of the uploaded records.
Review and correct created records
After records are created, review them on Manage Activity Data.
You can:
Open individual records to review source data and activity type.
Use the Issues tab to focus on records that need attention.
Bulk edit dates across many records.
Bulk edit business entity assignments.
Approve records once they are complete and ready for review.
Note: Emission factors on AI Emissions Match records cannot currently be edited directly. If the match quality is low or the activity type is incorrect, review the record and update the fields that determine the match where available, or re-upload with clearer source data.
Cancel or restart an AI Emissions Match upload
You can cancel an AI Emissions Match upload before 100% of records are created.
Canceling will:
Stop the Emissions Match process.
Erase the uploaded file.
Erase the associated chat history.
Prevent activity records from being created.
Use cancel if you uploaded the wrong file, want to restart with cleaner data, or need to provide different guidance to the AI.
Manage past AI Emissions Match uploads
To review past AI Emissions Match uploads:
Go to Measure.
Open Manage Activity Data.
Open Manage Uploads.
Select the AI Match tab.
From the AI Match tab, you can:
Review AI Emissions Match results.
Navigate to filtered records from a specific upload.
Remove unsuccessful or deleted uploads from the upload history.
Removing an unsuccessful or deleted upload from history only clears the visual history entry. It does not delete activity records.
For AI Match uploads, deleting an upload in a locked period leaves the records untouched. If you need to delete records in a locked period, unlock the period first.
When to contact SINAI Support
Contact support or your company administrator if:
A clean
.xlsxfile fails repeatedly.You cannot access AI Emissions Match even though you need it.
Required source or methodology setup is missing.
Records need to be added or edited in a locked period and you cannot unlock it.
The system cannot process a file after you have cleaned the layout.
You are blocked by upload limits and need help with a large import.
When contacting support, include:
The file name
The upload method used
The error message
Whether the issue happened before or after records were created
What troubleshooting steps you already tried