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