Troubleshooting Imports

Use this page when uploads fail, detection is wrong, or you cannot approve a session.

File detection issues

File detected as Unknown

Symptoms: File type shows Unknown; low confidence; process blocked or rows empty.

Causes:

• File is not a supported export format
• File is empty, truncated, or corrupted
• PDF text could not be extracted (scanned image PDF)

Fix:

1. Re-export from the terminal or producer system.
2. Manually select the correct file type in the upload wizard if Coyote offers alternatives.
3. For pipeline PDFs, try a CSV export from the source system when available.
4. Confirm the file opens correctly outside Coyote.

Wrong bay suggested

Symptoms: File assigned to Bay 1 but data belongs to Bay 2.

Fix:

1. Rename files to include bay number (Bay2, B2, bay_2) for future uploads.
2. In the upload wizard, manually select the correct bay before processing.

Wrong production day

Symptoms: Suggested date does not match the loads in the file; multi-day file imports wrong day.

Fix:

1. Override the production day in the upload wizard before processing.
2. For multi-day files, use the day picker to import only the days you need (up to 7 days per upload).
3. Split large date ranges into separate upload runs if needed.

Date conflict across files

Symptoms: Warning that files disagree on production day.

Fix:

1. Remove files that belong to a different day and upload them in a separate New Import.
2. Or select the correct day explicitly and confirm only matching files are included.

Upload and processing errors

Facility timezone not configured

Symptoms: Error referencing timezone or operational cycle; import cannot start.

Fix:

1. Go to Admin → Facilities.
2. Open the facility and set Timezone and Operational cycle start (typically 7 AM).
3. Retry the import.

Session already exists for this day

Symptoms: Warning that an active or approved session exists for the same facility and production day.

Fix:

• Active session (not approved) — open the existing session and continue review, or reject it and re-import.
• Approved session — do not re-import the same day unless your workflow allows superseding; contact your admin.

Processing failed for one file

Symptoms: Batch status Failed; error message on batch detail.

Fix:

1. Open the failed batch and read the error message.
2. Fix the source file and upload again, or reject the session and start New Import.
3. Check that bay, pipeline, or LACT mapping was correct in the wizard.

Validation and review issues

Cannot approve — errors on rows

Symptoms: Approve button disabled; red errors on batch rows.

Fix:

1. Open each batch with errors.
2. Fix or delete offending rows.
3. Click Revalidate on the session.
4. Approve when scorecard shows no blocking items.

Unmapped shipper or carrier codes

Symptoms: Warnings about unknown shipper/carrier; partner name blank on rows.

Fix:

1. Open Unmapped codes on the session page.
2. Map codes to partners, or add partners under Admin → Partners with matching codes.
3. Revalidate the session.

Duplicate ticket numbers

Symptoms: Duplicate ticket warning; same ticket on multiple rows in one file.

Fix:

1. Open Duplicate tickets review.
2. Keep the correct row and remove duplicates.
3. Revalidate.

Cross-bay tickets

Symptoms: Same ticket on multiple bays in one session.

Fix:

1. Complete Cross-bay review and assign the winning bay per ticket.
2. Revalidate, then approve.

Sequence gap warning

Symptoms: Missing ticket numbers in bay sequence.

Fix:

1. Verify the terminal export is complete for that bay and day.
2. Import the missing file or day if loads are actually missing.
3. Proceed only if operations confirms the gap is expected.

LACT rows flagged

Symptoms: LACT batch stuck in Needs Review; unmatched meters or producers.

Fix:

1. Open LACT allocation review on the session.
2. Assign producer and link pipeline readings.
3. Resolve auto-match suggestions.
4. Revalidate when all flags are cleared.

Pipeline reading issues

Pipeline reading not created

Symptoms: Pipeline file processed but no reading on session.

Fix:

1. Confirm file was detected as Pipeline reading (not Bay/Carrier).
2. Verify pipeline and direction were assigned in the wizard.
3. Check PDF extraction — try CSV source format if PDF fails.

Reading date does not match production day

Fix:

1. Confirm production day in the wizard matches the report date in the file.
2. Re-import with the correct day if already processed but not approved (reject and re-upload).

Permissions

Problem	Fix
Cannot see Imports	Request facility:imports:list for your role
Cannot upload	Request facility:imports:upload
Cannot approve	Request facility:imports:approve
Facility not in list	Your user needs access to that facility

Data looks wrong after approve

Symptoms: Volumes, partners, or report day incorrect in ledger after approval.

Fix:

1. Compare batch row detail to the original source file.
2. Check bay assignment and production day on the session.
3. For LACT loads, confirm loadedBbls vs billed volumes in source — Coyote uses loaded/delivered volumes for custody, not billed-only fields.
4. Contact support with session ID, batch ID, and sample ticket numbers if the parser misread a supported format.

When to contact support

Reach out to your Coyote administrator or support when:

• A supported file type consistently fails detection or parsing
• Approval succeeds but volumes differ from source for many rows
• Import fails with no clear error on the batch
• You need to supersede an already approved session for a production day

Include:

• Organization and facility name
• Import session ID
• Filenames and production day
• Screenshots of errors or sample rows