Importing Data

Requirements

File Layouts

Importing Files

Requirements

• All files must be saved in text .csv format.
• The columns must be separated by commas.
• All files must have the column names as the first row of the file.
• Any column value which contains a comma must be enclosed in quotes.
• Any column which imports a date should contain the dates formatted as yyyy-mm-dd.

File Layouts

Clients

Required columns: name

Optional columns: unique_name, address, city, state, zip, country, phone, fax, mobile, email, web, any custom client fields

Quotes

Required columns: date, company_profile, client_name, quote_number

Optional columns: group, date_expires, summary, terms

Notes

• If the client_name finds a matching client already in the system, it will attach the quote to that client record. If it does not find a matching client, it will create a new client record to attach the quote to.
• The company_profile column should contain the name of the company profile to attach the record to.
• If used, group column value should match an existing Group name. If this column is excluded or if it contains a non-matching value, the default group will be assigned to the quote.

Quote Items

Required columns: quote_number, name, quantity, price

Optional columns: description, tax_1, tax_2

Notes

• The value in the quote_number column must match an existing quote already in the system. If it does not, the record will not be imported.
• The value in the price column should be formatted using a . as the decimal.
• The company_profile column should contain the name of the company profile to attach the record to.
• If used, the value in the tax_1 and tax_2 columns should match the name (not percent) of an existing tax rate already in the system. If it does not, no tax rate will be assigned to the item.

Invoices

Required columns: date, company_profile, client_name, invoice_number

Optional columns: group, due_date, summary, terms

Notes

• If the client_name finds a matching client already in the system, it will attach the invoice to that client record. If it does not find a matching client, it will create a new client record to attach the invoice to.
• If used, group column value should match an existing Group name. If this column is excluded or if it contains a non-matching value, the default group will be assigned to the invoice.

Invoice Items

Required columns: invoice_number, name, quantity, price

Optional columns: description, tax_1, tax_2

Notes

• The value in the invoice_number column must match an existing invoice already in the system. If it does not, the record will not be imported.
• The value in the price column should be formatted using a . as the decimal.
• If used, the value in the tax_1 and tax_2 columns should match the name (not percent) of an existing tax rate already in the system. If it does not, no tax rate will be assigned to the item.

Payments

Required columns: date, invoice_number, amount, payment_method

Optional columns: note

Notes

• The value in the invoice_number column must match an existing invoice already in the system. If it does not, the record will not be imported.
• The value in the amount column should be formatted using a . as the decimal.
• If the payment method value matches the name of an existing payment method already in the system, it will link itself to the existing payment method. Otherwise, it will create a new payment method record to link to.

Item Lookups

Required columns: name, description, price, tax_1, tax_2

Optional columns: There are no optional columns for item lookups

Notes

• The value in the price column should be formatted using a . as the decimal.
• If used, the value in the tax_1 and tax_2 columns should match the name (not percent) of an existing tax rate already in the system. If it does not, no tax rate will be assigned to the item.

Importing Files

Once you have the files ready to be imported:

1. Go to System -> Import Data.
2. Choose the type of records to import, select the file to be imported and press the Submit button.
3. Map each of the required fields (indicated with a *).
4. If applicable, map each of the optional fields to be imported as well.
5. Press the Submit button to import the records.
6. Repeat the steps until all the files have been imported.