Bulk import from Excel or CSV

Bulk import lets you create many records at once from a spreadsheet instead of entering them one by one. It is most useful when you first set up the system, or when you move data from another system: categories, warehouses, products, customers, users, inventory units and opening balances.

Each row in the file becomes one record. Rows that match a record that already exists are skipped, so running the same file twice does not create duplicates.

Where to find it

Each import type has its own screen, reached from the list it fills:

• Import Products — from the actions menu on the Products list.
• Import customers — from the actions menu on the Customers list.
• Import warehouses — from the actions menu on the Warehouses list.
• Import categories — from the actions menu on the Categories list.
• Import users — from the actions menu on the Users list.
• Import Inventory Units and Import opening balances — from the actions menu on the inventory units list.

You can also choose System › Imports from the side menu, which opens the inventory units import.

What’s on this screen

• Download Template — downloads a CSV file with the correct column headings and two example rows.
• Template Structure — shows the record type (Records), how many records already exist, and a table of each Column with a Hint explaining what to enter.
• Example rows — sample data showing the expected format.
• Upload File — the area where you drop or choose your file, with Run Import and Clear buttons.
• After an import: Total rows, Imported and Failed counts, and a Failed Rows table listing each Row and its Errors.

Import types and their columns

• Categories — code (unique, required), name (required), is_active.
• Warehouses — code (unique, required), name (required), region (code or name exactly as saved, required), address, is_active.
• Products — name (required), category (name exactly as saved, required), description, is_active.
• Customers — name (required), email, phone, notes, is_active.
• Users — name (required), email (unique, required), role (a role you are allowed to assign, required), warehouses (warehouse codes with an access level, separated by semicolons, for example WH-RUH:operate;WH-JED:view; the level defaults to operate), is_active, send_reset_link (true to email the user a password reset link). A random password is set for every imported user.
• Inventory units — manual_code (unique tracking code, required), product (required), warehouse (required), ownership_type (company or customer, default company), customer (when ownership is customer), unit_cost (default 0), received_at (date as YYYY-MM-DD, default today).
• Opening balances — warehouse (code or name of a warehouse you operate, required), product (required), code (optional tracking code), serial (optional serial number, unique per product), cost (required), location (optional bin location code).

For yes/no columns such as is_active, use true/false or yes/no. If left empty, the record is active.

How to import records

1. Open the import screen for the type of record you need.
2. Click Download Template and open the file in Excel or another spreadsheet program.
3. Replace the example rows with your data. Keep the first row of headings unchanged.
4. Save the file as .csv or .xlsx.
5. In Upload File, click or drag the file onto the box.
6. Click Run Import and wait while Importing… is shown.
7. Review the result and the counts of imported and failed rows.

To choose a different file before importing, click Clear.

Fixing failed rows

If some rows fail, the Failed Rows table shows the row number and the reasons. Common causes are a missing required value, a product, category, region, warehouse or customer name that does not match what is saved in the system, or a duplicate code.

1. Correct the listed rows in your file.
2. Upload the file again and click Run Import.

Rows that were already imported are skipped on the second run.

Note

Only .csv and .xlsx files up to 10 MB are accepted. If the import stops partway because of an error, the message tells you how many rows were already imported; check them before running the file again.

Required permission

Each import needs the same permission as creating that record by hand: create categories, create warehouses, create products, create customers, create users or create inventory. Importing opening balances needs permission to create receipts.