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Import data

Upload a filled-in template to create or update customers, equipment, spare parts, PM schedules, or inventory opening balances in bulk.

Screenshot needed: Import data page with file upload and mode selection

What this is for​

Bring in existing records from a spreadsheet instead of creating them one at a time.

Who uses it​

Owners and office admins with import/export permission.

Steps​

  1. Open Import & Export and click Import data.
  2. Choose the Import type: Customers, Equipment, Spare Parts, PM Schedules, or Inventory Opening Balance.
  3. Choose the Import mode:
    • Create Only: adds new records; a row that matches an existing active record fails.
    • Update Existing: updates matching active records; a row with no match fails.
    • Upsert: updates a matching active record or creates a new one if none matches.
  4. For Equipment or Spare Parts imports, turn on Create missing catalog records if the file references manufacturers, models, or categories that don't exist yet.
  5. For Inventory Opening Balance imports, turn on the matching option if the file references stock locations that don't exist yet.
  6. Select your filled-in .xlsx file and click Import.
  7. Review the result summary, then open Import jobs for row-level detail.

Important notes​

Rows are matched against active (non-archived) records only. A row that fails validation doesn't stop the rest of the file from importing; check the job's row errors afterward.

Common mistakes​

  • Uploading a file that isn't .xlsx or doesn't match the selected import type.
  • Choosing Create Only when the intent was to update existing records, causing rows to fail.
  • Forgetting to enable Create missing catalog records when the file introduces new manufacturers, models, or locations.