How the Portal Handles Your Files
When you upload carrier statement files, the portal automatically prepares an Excel version of each statement for import — and keeps everything for one statement together as a single item in the file list. This page explains what you'll see, what downloads give you, and the rules behind them.
💡 The One-Line Rule
One statement = one line in the file list. A statement may have several files behind it — the original PDF, a CSV, and the Excel version — but they show as one item, and they always travel together: select, download, move, or delete the item and all of its files come along.
What Happens When You Upload
- PDF — The portal converts it and places the finished Excel next to it. The PDF and its Excel show as one item.
- CSV or older Excel (.xls) — The portal creates a clean
.xlsxversion alongside your file, since that is the format that imports reliably. Your original file is always kept untouched. - Excel (.xlsx) — Used as-is. Nothing extra is created.
If a file comes through empty (0 bytes — usually an upload that was interrupted), the portal rejects it immediately and asks you to upload it again; nothing is stored, so an empty file never sits waiting to be processed.
Your files always win
The portal never replaces or discards anything you upload. If you upload your own Excel with the same name as one the portal created, your file simply takes its place — the portal's copy steps aside without complaint. Automatically-created files exist only to serve your originals.
Two Files, Same Name
- If you upload a file whose content is identical to one already in the folder, the portal warns you before uploading.
- A CSV and an Excel you uploaded yourself with the same name stay as two separate items — the portal can't know whether they're the same statement in two formats or two different statements, so it never guesses. If one is redundant, mark it Duplicate.
Statuses That Matter
- Done — This statement has been processed for this cycle.
- Duplicate — This file doesn't need to be imported (for example, it repeats a statement from an earlier cycle). Think of it as "Done, without claiming we processed this copy."
Both are final — the portal treats them as your word and never second-guesses them.
Two other statuses park a statement without finishing it:
- New Policies — A routine request to the policy desk: this statement has policies that aren't in Commission Tracker yet, and they need to be created before it can be imported. Set by the processing team only. The statement stays in the pile — it still comes down in Download for processing, and any automatic conversion still lands next to it.
- Hold — Manager (shows as Manager needed) — The serious one: something unusual or important came up and a manager needs to look before anyone goes further. Use New Policies for the everyday "please create the new policies" ask, and save Manager needed for the things that really need a manager's eyes.
The duplicate badge vs. the Duplicate status
When two files have identical content, both automatically show a small duplicate badge so you can spot them. The badge is just a heads-up — it's the Duplicate status you set that tells the portal a file should be skipped.
Downloading Files
- Download on a single item — You get all of that statement's files. If there's more than one, they arrive as a small zip.
- Download selected — Check any items you want; every file of every checked item comes down in one zip.
Download for Processing
The Download for processing button builds a zip with exactly one file per statement — the best one for import:
| The statement has… | You get |
|---|---|
| A converted Excel (from a PDF) | That Excel |
| Your own uploaded Excel | Your Excel |
| A CSV or .xls | Its clean .xlsx version (created on the spot if it doesn't exist yet) |
| A PDF that hasn't converted (or couldn't) | The original PDF — so the statement is never missing from your batch; you'll handle it by hand |
The result message tells you everything worth knowing:
- Which files carry flagged cells to double-check before import (open the file's Flags tab).
- How many came through as original PDFs because they weren't converted.
- What was skipped and why — statements marked Done or Duplicate are left out, and the message counts them.
Nothing is ever skipped silently
A folder of 20 statements always yields a predictable bundle — every statement is either in the zip or named in the message with the reason it isn't. If two files share a name, the message points them out so you can check for duplicates before importing.
Quick Reference
| You see | It means |
|---|---|
| One line, several files behind it | One statement — everything moves together |
| Two lines with the same name (CSV + your Excel) | The portal won't guess if they're the same statement — that's your call |
| A duplicate badge on two files | Identical content detected — mark one Duplicate if it's redundant |
| A New Policies badge | The policy desk is creating this statement's new policies — routine, and it still downloads for processing |
| "N skipped — already done / tagged duplicate" in a download message | Working as intended: Done and Duplicate never re-download |