Import data templates

Use these to load any volume of data into your system. allows you to import data, such as Customers, Suppliers, Items, Accounts etc. from Microsoft Excel. You may want to do this because:
  • You are changing from an existing system to, and you have exported data from the old system.
  • You are currently working from Microsoft Excel, and wish to import your data into
  • You are already working in and wish to import more data (such as a new list of Items).
Whichever reason is applicable to you the same basic mechanism is used to upload the data. We shall describe the basic mechanism here.
Important: Importing data into can be quite complex, depending on the extent of what you want to import. For this reason, we strongly recommend viewing the associated video tutorials before attempting to import data into your system.
Import Data Templates can be found in:
Setup>Configuration>Import Data
All of the import templates in the table below are .xlsx (Excel) files.
A few things to note:
  • Each worksheet has instructions on the first tab. Make sure you read them. I repeat make sure you read them.
  • Each sheet in the worksheet has columns with notes, pay attention to the notes. I repeat, pay attention to the notes.
  • The blue columns are Syntax sensitive meaning that if the Syntax is wrong then the import will not work.
  • You have to put data in the columns with yellow headers.
  • Worksheets update existing data if the data imported is different from the existing data.
Before you import lots of rows of data, import a couple of rows and check they look as you expect in the app.
If you don’t have Excel software installed, then get yourself a free Gmail account. Set up your Gmail account and then use Google Sheets to populate. When you are done, export the spreadsheet as a .xlsx file.

Importing data to fields that are not in the templates

If you want to import data into fields that are not specified on the import templates, you can add additional columns:

Standard fields

Add an additional column at the end of the columns in the import template. Name the column the same as the label on the field in your system. Precede the column name with a $ sign. For example $field name.

Custom field

An additional column at the end of the columns in the import template. Name the column the same as the label on the custom field in your system.

Import templates

Payment Terms
Classification Types
See 'Leads'.
See 'Prospects'.
See 'Suppliers'.
See 'Contacts'.
See 'Items'.
Preferred Suppliers
Customer Item Codes
See 'Customer Item Codes'.
Base Price List
Item Site Data
See 'Item Site Data'.
Upload Transactions
Upload Journals

Using the Import templates

Step 1: Download a template

From The Explorer, click Setup- > Import Data this displays the Import Data page. From here you can download the appropriate Excel Template.
Click 'Download' to save a template on your local machine. You can rename the templates with versions if necessary, e.g, Import Customers May 2023. Make sure you keep the .xlsx extension.

Step 2: Populate the template with your data

Open the saved Excel spreadsheet and locate the relevant 'Sheet' for example 'Customers'.
Note that the columns are either yellow or grey. Yellow signifies a mandatory column that must be filled in. Grey columns are optional. To see information on the column values mouse over the red icon in the top right-hand corner of the associated column.
Do not delete or rearrange existing columns.
Color coded Columns and Notes on Columns.
Before you add your data to multiple rows in the template. Populate FIVE or fewer rows with data. Always test an upload FIRST to make sure your data is formatted correctly in your sheet and the data stores correctly in your system.

Step 3: Upload a template

Go to: Setup>Import Data>import template name>Upload Data
Select the populated template and upload.
A large volume of data can take a few minutes to load.

Step 4: Spot-check the data.

In your Salesorder system randomly locate, bookmark, and check ALL populated fields.


If your upload fails, you will see an error message telling you which row has failed. Go check and correct the contents of the row in your upload template.
If you cannot rectify the problem, send an email to [email protected] with:
  1. 1.
    The .xlsx file attached
  2. 2.
    The SOA (account number of your system.
  3. 3.
    A description of the problem
If you cannot send the .xlsx sheet to us because it's too large. let us know and we'll arrange for a secure upload destination to be created, and send you directions.