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AroFlo's bulk data import tool allows you to quickly and easily import large sets of data from a .CSV or .XLS file directly into AroFlo.

Import clients, locations, suppliers, assets, tasks, inventory items, and quote line items.

Match columns within your file to the relevant fields in AroFlo.

Save field mappings as a template for regular data imports.

When bulk importing data into AroFlo, please be aware of our recommended data limits. For all other types of data imports, see Import Data.

Prepare your data

  1. The first step is to prepare your data for upload. You can:

    1. place your data into one of our Bulk Data Import templates,

    2. use your own (e.g. your supplier's price file), or

    3. export your data from your accounting package.

  2. Save your file as either a comma separated values (.CSV) file or an Excel 97-2003 Workbook (.XLS). Note: .XLSX files will not upload.
  3. Remove any duplicate or obsolete records, and any blank columns or rows within the data.

What do you want to import?

Custom fields

Custom fields cannot currently be imported via the Bulk Data Import function.

I want to import:

 Assets

Check that your data has the following mandatory fields, each in its own column:

  • Main Category
  • Asset Name

Category

Ensure you have created an Asset category within AroFlo first.

Navigate to:

  • Manage > Assets or
  • Manage > Clients > Select a client > View > Assets

Multiple clients

If you are importing an asset file with multiple clients, set the Client filter to 'none' by clicking the Search icon and selecting Set No Client, before clicking Bulk Import. Otherwise, AroFlo will try to import all those assets against the selected client.


 Clients

Check that your data has the following mandatory fields, each in its own column:

  • Client Name (this is a Company name)
  • Primary Contact First Name
  • Primary Contact Last Name

Transaction Terms

Make sure the content of your Transaction Terms column exactly matches how AroFlo describes Transaction Terms. For example, use '30 Days' not '30', 'thirty' or any other format.

You can check on how AroFlo formats this data by going to Create > Client. Check the 'Terms' drop-down menu to see the options available.

Alternatively, you can create your own Transaction Terms in AroFlo before importing your data. Just go to Site Administration > Settings, and search on Transaction Terms.

Is Individual?

The Individual checkbox can have the values '1', 'yes', 'y', 't', 'true', 'on', 'checked', 'filled', or 'individual'.


Navigate to:

Manage > Clients

 Inventory items

Check that your data has the following mandatory fields, each in its own column:

  • Category
  • Item Description

Category

If you're uploading an inventory item which you don't have an Inventory category for, AroFlo will create one for you.

Updating inventory pricing

If you are only updating your inventory pricing and not adding new items, click here to find out more.

The following values are allowed in the fields shown:

 Calculated Cost Type
  • NONE or NA
  • MAXIMUM, MAX, UPPER or HIGHEST
  • AVERAGE or AVG
  • LATEST, LAST or RECENT
  • SET or FIXED
 Sell Type
  • SELL
  • COST + MARK UP
  • CALCULATED COST + MARK UP

Note: You can have either 'simple' or 'detailed' pricing in your spreadsheet, but not both.

 Unit Type

Note: In most cases, plural forms will also be valid.

  • EA or EACH
  • MM, MILIMETRE, MILLIMETRE, MILIMETER or MILLIMETER
  • CM, CENTIMETRE or CENTIMETER
  • M, MT, METRE or METER
  • M2, SQUARE METER, SQUARE METRE, SQ METER or SQ METRE
  • M3, CUBIC METER, CUBIC METRE, CU METER or CU METRE
  • LM, LINEAL METRE, LINEAL METER, LINEAR METRE or LINEAR METER
  • BOX or BX
  • PKT, PACKET or PACK
  • ROLL or RL
  • BAG or BG
  • PAL, PALLET or PLT
  • PR or PAIR
  • ML, MILLILITRE, MILLILITER, MILILITRE or MILILITER
  • L, LTR, LITRE or LITER
  • BBL, BRL, BL, BARREL or BAREL
  • GL, GAL, GLN, GALLON or GALON
  • GR, GRM or GRAM
  • KG, KILOGRAM or KILOGRM
  • O, OC, OZ or OUNCE
  • LB, PND or POUND
  • TN, TON or TONNE
  • IN or INCH
  • FT, FEET or FOOT
  • YD, YRD or YARD

Navigate to:

Manage > Inventory


 Locations

There are no mandatory fields for importing locations.

Navigate to:

  • Manage > Locations or
  • Manage > Clients > Select a client > View > Locations
 Quote line items

There are no mandatory fields for importing quote line items.

Navigate to:

 Suppliers

Check that your data has the following mandatory fields, each in its own column:

  • Supplier Name (this is a Company name)
  • Primary Contact First Name
  • Primary Contact Last Name

Transaction Terms

Make sure the content of your Transaction Terms column exactly matches how AroFlo describes Transaction Terms. For example, use '30 Days' not '30', 'thirty' or any other format.

You can check on how AroFlo formats this data by going to Create > Supplier. Check the 'Terms' drop-down menu to see the options available.

Alternatively, you can create your own Transaction Terms in AroFlo before importing your data. Just go to Site Administration > Settings, and search on Transaction Terms.


Navigate to:

Manage > Suppliers

 Tasks

Check that your data has the following mandatory fields, each in its own column:

  • Client
  • Task Identification
  • Task Type

Navigate to:

ServiceTrack > Current

Upload your file

Follow the steps below to upload your data file to AroFlo.

  1. Click the (bulk import) icon. In this example, the icon is at the top right of the screen.

  2. In the Bulk Data Import window, select a file to upload, or drag and drop a file onto the window. As soon as you've made your selection or dropped a file onto the window, the upload begins.

Map the columns

The columns in your data may not exactly match the fields available in AroFlo, so you need to map each column in your data to an AroFlo field name. You can either use an existing mapping template, or start a new template.


 Use an existing mapping template

Depending on what you're importing, you may have options to use one of AroFlo's default mapping templates. E.g. for clients, you will see the below options for Xero and Quickbooks; for inventory, there will be a few leading supplier mapping templates; also for inventory you will have the default pricing templates from our Bulk Import Templates page. If you have saved previous mappings, you will see your own mapping templates listed with the default templates.

To review the mapping between an existing mapping template and the file you've uploaded, click the (expand) icon. The pre-set mapping displays, and you can change it if you need to by clicking Use Template and following the instructions in Step 1 of the next section.

Click to enlarge

 Start a new mapping template

This is the best option if you're unsure about whether or not to use an existing template. Click Start A New Template to get started.

Click to enlarge

1. For each column, click the down arrow and select the AroFlo field name that most closely matches the column found in your spreadsheet. In the example below, we're telling AroFlo that Column 4 contains the 'Postcode' and column 5 contains the 'Country'.


Data appearing under the dark grey column headers will be imported.

  • To switch a dark grey column header off, click the arrow beside the field and select -- not mapped --. You can do this for any field other than the mandatory fields (marked with an asterisk).
  • To switch a light grey column header on, click the arrow beside the field and select the most suitable mapping category.


2. If you plan to upload an updated version of the same data file in the future, you can save the current mapping to use again:
- check the Save this mapping as a template box at the bottom of the window
- enter a name for the template.

 Delete a custom mapping template

You can delete any custom bulk import templates you've created if you no longer need them.

Note: AroFlo default templates cannot be deleted.

Import your data

Now that you've mapped your data, it's ready to be imported.

  1. Click Import.

  2. Click Yes on the prompt, confirming you want to import the file. The import process begins and can take a few moments.

    The import process cannot be undone once you've clicked Import. If you need to reverse your changes after a bulk import, please contact our Customer Service team for assistance. A charge for this service may be incurred.

View import results

Once your data has been imported, the results window appears.


ResultDescription
InsertedThe number of new items inserted into AroFlo
Issues

The number of items marked with an error and not imported. You can download a copy of the entries that contained an error. Refer to Bulk Data Imports Troubleshooting for help with the most common types of issues.

After closing the results window, you may need to refresh your browser to view the Imported data in AroFlo.

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