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Data Import checklist

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Data import and exports

Import template checklist

Importing data tutorial video

Use Import and Export templates to create and update data records in your Unleashed account. You can import and update data at any time, giving you the flexibility to setup and manage your system faster and more accurately. 

Data import and exports

The below table details which data and transaction records can be updated or created using the export and import templates available.

Unleashed module Import templates available Import template definitions
Purchases Import/Export Purchase Orders Import Purchases field definitions
Inventory Import Warehouse Transfers Import Warehouse Transfers field definitions
Import Stock Counts Import Stock Counts field definitions
Import Stock Revaluation Import Stock Revaluation field definitions
Import/Export Products Import Products field definitions
Import Stock on Hand Import Stock On Hand field definitions
Import Serial Numbers Import Serial Numbers field definitions
Import Batch Numbers Import Batch Numbers field definitions
Import Product Suppliers Import Product Suppliers field definitions
Import Inventory Details Import Inventory Details field definitions
Import Product Attributes Import Product Attributes field definitions
Import Product Pricing Import Product Pricing field definitions
Import Supplier Quantity Prices Import Supplier Quantity Prices field definitions
Import Alternate Units of Measure Import Alternate Units of Measure field definitions
Product Price Markup Import Import Product Price Markup field definitions
Production Import Assemblies Import Assemblies field definitions
Import Bill of Materials Import Bill of Materials field definitions
Sales Import/Export Sales Orders Import Sales Orders field definitions
Import Sales Quotes Import Sales Quotes field definitions
Customers Import Customers Import Customers field definitions
Import Delivery Addresses Import Delivery Address field definitions
Import Customer Contacts Import Customer contacts field Definitions
Import Customer Pricing Import Customer Pricing field definitions
Suppliers Import Suppliers Import Suppliers field definitions
Import Supplier Contacts Import Supplier Contacts field definitions

 

You cannot import historical data for Purchase Orders, Warehouse Transfers, Assemblies, Stock Counts or Stock Adjustments. However, you can import historical Sales Orders and Credit Notes using the BI Vision module. For more details, see Upload historical Sales Data to BI Vision

Import template checklist

When uploading an import template to Unleashed, ensure the following requirements and behaviours are understood:

  • You must use Unleashed's templates for importing data, which can be exported from each Import/Export page.
  • Do not edit the names provided for header columns of your importing template, they must identically match Unleashed's template.
  • Do not remove columns from import templates as this will remove the column's field data in Unleashed upon import. 
  • Complete all mandatory fields marked with an asterisk (*).
  • When importing Customer or Supplier address details, you must specify an "Address Name".
  • Tax rates must be entered as a numeric value. For example: if the tax rate is 15% you must enter the value as 15.
  • Do not include special characters e.g. commas, line breaks, percentage symbols, & etc.
  • Long numbers, such as phone numbers or barcodes, must be saved as Text or Number format, not Scientific e.g. 3.4E+12 in the CSV template. If a cell is saved using Scientific format the import will populate the scientific value instead of the full number and the true value will be lost.
  • Once an import file has been uploaded and is in progress it cannot be cancelled or removed from the upload queue.
  • All transaction imports will only create the transaction in a "Parked" status, giving you the opportunity to review the import and make adjustments when necessary before completing. 
  • Save templates as CSV format with file encoding Unicode (UTF-8).

Tips for importing data

  • It is best practice to save a copy of the original export as a back-up for the data being updated and imported in bulk. Once a template is successfully imported to Unleashed it cannot be undone and you will not be able to revert the data to the previous version.
  • Delete any rows for records that you are not due to be updated by the import. This will speed up the import process as well as reduce the risk of inaccurate or unexpected updates.
  • When importing updates using a pre-populated export template, if you remove data from non-mandatory fields, this will remove the data from Unleashed upon importing.
  • Upload one import file at a time, allowing each to complete before uploading the next to ensure they upload efficiently and accurately.

After import

Monitor the progress of your import via the task bar, found in the burger icon in the top right of your Unleashed page. 

In the notification, the following statuses will be displayed for each import: 

  • Orange circle: In progress
  • Red cross: Import failed or had errors.
  • Green tick: Import completed successfully. 

If the import failed, click the task for further details on why it failed. You will also receive an import report to your user's email address, either confirming the import's been completed or detailed reasons as to why it failed. 

For more details on understanding data import errors, see Troubleshooting Import Errors.

Importing data Tutorial Video

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