Import Templates

Learn how to use import templates to bulk import in AroFlo Office

Updated on March 5th, 2024

Use our templates to import your existing data and get your AroFlo site up and running faster.

Certain areas allow you to do this yourself by using AroFlo's Bulk Data Import feature. Any template can also be sent to our team for assistance.

Within the templates, the column headers with bold font indicate mandatory fields. You must enter a value into these fields.
 

 

Imports you can do yourself

Use these templates to import data using our Bulk Data Import feature.

When bulk importing data into AroFlo, please be aware of our recommended data limits.

Assets

  File
Asset Import Template.xls

How do I import this data?

You can do this yourself, quickly and easily, using our bulk import feature.

Alternatively, you can also contact our team and send the file to us.

 
 

Learn about Asset fields...

For more information about asset fields, refer to Create an Asset

You can import extra fields (known as custom fields) with this template. Learn more here.

Field

Definitions

Asset Name

 

This is the primary identifier for the asset. (Required Field)

 

Category

 

Asset Category (Required Field). Asset categories are used to organise your assets.

 

Asset Type (CSV)

 

Asset Types let you specify which custom fields should appear on which asset cards.

You can include multiple asset types as comma separated values.

 

Bar Code

 

Used for recording the details of a bar code. This can be used to find assets in the Field interface using Barcode Scanning.

 

Client Name

 

Client that has the asset. The business name as per your client list.

If you want to include this field in your mapping and import assets to different clients, ensure you first set the Client filter to Set No Client, otherwise you won't be able to map this field and assets will be assigned to the Business Unit, or the client that you've selected.

 

Customer ID

 

Any internal reference number that the client uses for this asset.

 

Location Name

 

Address where the asset is located. When the client has multiple locations.

Ensure you've first set up locations for your clients before using this field.

 

Manufacturer

 

Company that manufactured asset

 

Model No.

 

Specific model number or product code for this asset.

 

Note

 

Notes about an asset. This information can be viewed in both Office and Field.

 

Order Code

 

An order code for purchasing.

 

Serial Number

 

The serial number of an asset.

 

Service Action Group

 

The Service action group of the asset. See Service Actions Setup for more information.

 

Supplier

 

The supplier an asset was purchased from.

 

Cost

 

Original cost of an asset

 

Quantity

 

Record the quantity of assets if part of a collection of assets to help identify the grouping.

 

ODO

 

Current odometer reading of Asset (if a vehicle)

 

ODO Type

 

The unit of measure for the odometer reading.

Import values

This column can have the values 'Count', 'Cycles', 'Hrs', 'Kms' or 'Miles'

If any other value is imported, the type will display as 'N/A' in AroFlo.

 
 
 
 
 

Clients

  File
Client Import Template.xls

How do I import this data?

You can do this yourself, quickly and easily, using our bulk import: client and supplier instructions.

Alternatively, you can also contact our team and send the file to us.

 
 

Learn about Client fields...

You can import extra fields (known as custom fields) with this template. Learn more here.

 

The client and supplier fields listed below can be imported into AroFlo.

  • Any headings in your file do not have to match the field name we have in AroFlo. (E.g. Your file may have 'given name' and AroFlo has 'first name')
  • If a field you require is not shown, you can add custom fields in AroFlo before starting your import.
 

AroFlo comes with a pre-built Training Client and Training Supplier so you can see a completed client or supplier card for reference.

 

Field

Definition

Client / Supplier Name

 

Company/Business name. *This is a required field

 

Primary Contact First Name

 

First name of your contact person at that business. *This is a required field

 

Primary Contact Last Name

 

Last name of your contact person at that business. *This is a required field

 

ABN

 

Client's ABN

 

Client Note

 

A generic message which appears on the client card e.g. 'Ensure invoices are sent to accounts'

 

Client Short Name

 

Short name for client (max. 6 characters)

 

Email

 

Primary contact person's email address

 

Fax

 

Client's primary fax number

 

Mobile (Cell) Phone

 

Primary contact person's mobile phone number

 

Parent Client

 

Name of the Parent Client (if applicable) n.b. this client will be added as a Child Client

 

Phone

 

Primary contact person's phone number

 

Terms Note

 

Information relating to client's trading terms

 

Transaction Terms

 

Transaction terms for this client as per Site Admin (e.g. 30 Days)

Import values

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

 

Website

 

Client's primary website

 

City

 

Client's location suburb

 

Company Address

 

Client's location street address (No. and street)

 

Company Location Name

 

Client's location name (e.g. Level 8 Building 1)

 

Country

 

Client's location country

 

Zip Code

 

Client's location zip code

 

State

 

Client's location state

 

GPS - Latitude

 

GPS Coordinates - Latitude

 

GPS - Longitude

 

GPS Coordinates - Longitude

 

Is Individual?

 

A checkbox to specify if your client is an individual (e.g. domestic work for a home owner)

Import values

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

 

Mailing Address

 

Client's mailing street address (No. and street or PO Box)

 

Mailing City

 

Client's mailing suburb

 

Mailing Country

 

Client's mailing country

 

Mailing Location Name

 

Client's mailing location name (e.g. Level 8 Building 1)

 

Mailing Zip Code

 

Client's mailing zip code

 

Mailing State

 

Client's mailing state

 

 
 
 
 

Inventory

  Files

Inventory Import Template - Simple Pricing.xls

 

Inventory Import Template - Detailed Pricing.xls

What is 'simple pricing' and 'detailed pricing'?

Simple Pricing is the easiest way to set pricing for individual inventory items. It will apply the same cost and sell settings to Quotes, Tasks and Invoices.

Detailed pricing allows you to set different sell pricing for Quotes, Tasks and Invoices, so that the inventory item can be sold at a different price in each scenario. Detailed pricing also allows you to record a unit rate for quotes (the typical number of hours to install an item).

Learn more.

 
 

Learn about Inventory - simple pricing fields...

Field

Definitions

Category - Main

 

Inventory category or grouping / folder (Required field)

 

Category - Second Level

 

Subcategory (if applicable)

 

Category - Third Level

 

Sub subcategory (if applicable)

 

Part Number / Order Code

 

Preferred supplier's part number, or assign your own

 

Item Description

 

Primary identifier of the item (Required field)

 

Manufacturer

 

Company who manufactures item

 

Identifier

 

Secondary identifier, e.g. warehouse or storage location number

 

Material Tracking Centre

 

The Tracking Centre of the item

 

Unit Type

 

Unit type that item is consumed/sold

Import values

Any value can be imported. AroFlo also includes pre-defined values. The unit type 'EA' (Each) will be applied if the unit type is blank.

 

Unit of Measure

 

Quantity of items as purchased e.g: 1 = single unit, 10 = box of 10

 

Quantity

 

Enter current quantity of stock on hand

 

Is SoR?

 

Flags the item as an SOR item for flat rate items/fixed price quotes

Import values

This column can have the value '1' if the item is an SOR item,

If any other value is imported, the item will not be an SOR item in AroFlo.

 

Cost Price (ex GST)

 

Cost of item. Used to record the true cost of the item, i.e. what you paid for it.

 

Calculated Cost Type

 

This field takes figures from your purchase orders and uses them as a basis for your markup calculations.

Import values

This column can have the following values: 'none', 'max', 'last', 'avg' or 'set'

If any other value is imported, the type will display as '--' (i.e. None) in AroFlo.

 

Calculated Cost (ex GST)

 

Calculated cost of item

 

Markup Type

 

Default Markup type.

Import values

This column can have the value 'Not Set', 'Cost + Markup', 'Calculated Cost + Markup', or 'Sell'.

If any other value is imported, the sell type will display as 'Not Set' in AroFlo.

 

Markup Percent or Sell Value

 

Percentage for Markup or Sell value

 

Business Unit Alert

 

Stock alert levels quantity for Business Unit

 

User Alert

 

Stock alert levels quantity for Users

 

Custom Holder Alert

 

Stock alert levels quantity for Custom Holders

 

Barcode 1

 

Primary barcode

 

Barcode 2

 

Secondary barcode

 

Barcode 3

 

Tertiary barcode

 

Preferred Supplier - Name

 

Name of preferred supplier

Import values

Company names must be exactly as they appear in AroFlo.

 

Preferred Supplier - Part No.

 

Preferred supplier's part number

 

Preferred Supplier - Item Description

 

Preferred supplier's item description

 

Preferred Supplier - Cost

 

Preferred supplier's cost

 

Additional Supplier - Name

 

Name of additional supplier

Import values

Company names must be exactly as they appear in AroFlo.

 

Additional Supplier - Part No.

 

Additional supplier's part number

 

Additional Supplier - Item Description

 

Additional supplier's item description

 

Additional Supplier - Cost

 

Additional supplier's cost

 

Encoded Item Id

 

Used only when updating existing inventory.

 

All AroFlo Inventory items have a unique Encoded Item ID. If you export your inventory list with this field, you can then map this field during bulk import. AroFlo will know which inventory item to update.

Price Level Fields (Markup Percent or Sell Value)

 

If your items have multiple sell or markup values (price books), select an AroFlo Price Level to for the custom prices. Learn more.

Ensure the Price Levels are created in Site Administration before the import.

 

Update the related price levels?

 

If you've already set up price levels for the item, you can use this feature to update them. Learn more.            


If you want the price level to update, enter a '1' in the relevant item's cell.

 
 

 Learn about Inventory - detailed pricing fields...

Field

Definitions

Category - Main

 

Inventory categories or grouping / folder (Required field)

 

Category - Second Level

 

Subcategories  (if applicable)

 

 

Category - Third Level

 

Subcategories (if applicable)

 

Part Number / Order Code

 

Preferred supplier's part number, or assign your own

 

Item Description

 

Primary identifier of the item

 

Manufacturer

 

Company who manufactures item

 

Identifier

 

Secondary identifier e.g. warehouse or storage location number

 

Material Tracking Centre

 

The Tracking Centre of the item

 

Unit Type

 

Unit type that item is consumed/sold

Import values

Any value can be imported. AroFlo also includes pre-defined values. The unit type 'EA' (Each) will be applied if the unit type is blank.

 

Unit of Measure

 

Quantity of items as purchased e.g: 1 = single unit, 10 = box of 10

 

Quantity

 

Enter current quantity of stock on hand

 

Is SoR?

 

Flags the item as an SOR item for flat rate items/fixed price quotes

Import values

This column can have the value '1' if the item is an SOR item,

If any other value is imported, the item will not be an SOR item in AroFlo.

 

Cost Price (ex GST)

 

Cost of item. Used to record the true cost of the item, i.e. what you paid for it.

 

Calculated Cost Type

 

This field takes figures from your purchase orders and uses them as a basis for your markup calculations.

Import values

This column can have the following values: 'none', 'max', 'last', 'avg' or 'set'

If any other value is imported, the type will display as '--' (i.e. None) in AroFlo.

 

Calculated Cost (ex GST)

 

Calculated cost of item

 

Quote Markup Type

 

Simple and Detailed Pricing for quotes.

Import values

This column can have the value 'Not Set', 'Cost + Markup', 'Calculated Cost + Markup', or 'Sell'.

If any other value is imported, the sell type will display as 'Not Set' in AroFlo.

 

Quote Markup Percent or Quote Sell Value

 

Percentage for Markup or Sell value for Quotes

 

Unit Rate

 

The time taken (in hours)  to install a material item.

 

Labour Line Markup

 

If you add a percentage markup to labour, this can be entered here.


 

Task Markup Type

 

Default Markup type for tasks (do and charge work).

Import values

This column can have the value 'Not Set', 'Cost + Markup', 'Calculated Cost + Markup', or 'Sell'.

If any other value is imported, the sell type will display as 'Not Set' in AroFlo.

 

Task Markup Percent or Task Sell Value

 

Percentage for Markup or Sell value for Tasks

 

Invoice Markup Type

 

Default Markup type for invoices (over the counter sales).

Import values

This column can have the value 'Not Set', 'Cost + Markup', 'Calculated Cost + Markup', or 'Sell'.

If any other value is imported, the sell type will display as 'Not Set' in AroFlo.

 

Invoice Markup Percent or Invoice Sell Value

 

Percentage for Markup or Sell value for Invoices

 

Business Unit Alert

 

Stock alert levels quantity for Business Unit

 

User Alert

 

Stock alert levels quantity for Users

 

Custom Holder Alert

 

Stock alert levels quantity for Custom Holders

 

Barcode 1

 

Primary barcode

 

Barcode 2

 

Secondary barcode

 

Barcode 3

 

Tertiary barcode

 

Preferred Supplier - Name

 

Name of preferred supplier

Import values

Company names must be exactly as they appear in AroFlo.

 

Preferred Supplier - Part No.

 

Preferred supplier's part number

 

Preferred Supplier - Item Description

 

Preferred supplier's item description

 

Preferred Supplier - Cost

 

Preferred supplier's cost

 

Additional Supplier - Name

 

Name of additional supplier

Import values

Company names must be exactly as they appear in AroFlo.

 

Additional Supplier - Part No.

 

Additional supplier's part number

 

Additional Supplier - Item Description

 

Additional supplier's item description

 

Additional Supplier - Cost

 

Additional supplier's cost

 

 
 
 
 

Locations

  File
Location Import Template.xls

How do I import this data?

You can do this yourself, quickly and easily, using our bulk import feature.

Alternatively you can also contact our team and send the file to us.

 
 

Learn about Location fields...

You can import extra fields (known as custom fields) with this template. Learn more here.

 

Field

Definitions

Address 2

 

Location street address (No. and street)

 

Client or Supplier Name

 

Client or Supplier business name as per your client/supplier list. (Required Field)

Import values

Company names must be exactly as they appear in AroFlo.

 

Country

 

Location country

 

GPS - Latitude

 

GPS Coordinates - Latitude

 

GPS - Longitude

 

GPS Coordinates - Longitude

 

Location / Address 1

 

The site or location name (e.g. Level 8 Building 1) (Required Field)

 

Notes

 

A generic message which appears on the location card

 

Zip Code

 

Location postcode

 

SiteContact

 

Main contact person's name

 

SiteEmail

 

Main email address

 

SitePhone

 

Main phone number

 

State / Region

 

Location state

 

Suburb / Town

 

Location suburb

 

 
 
 
 

Quote line items

  File

Detailed Quote Import Template.xls

 

Quote Line Items Import Template.xls

How do I import this data?

You can do this yourself, quickly and easily, using our bulk import: detailed quotes instructions.

Our Quote Line Items template includes the essential quote line item fields.

If you need more flexibility, use the Detailed Quote Import Template.

 
 

Learn about Quote line items fields...

Field

Definitions

Item

 

Primary identifier of the item

 

Part No

 

Preferred supplier's part number, or assign your own

 

Qty

 

Quantity of items

 

Type (material or labour)

 

Type of item (Material or Labour)

Import values

This column can have the values mat, material, lab, labor or labour.

If the field contains any other value (including blank), the type will import as mat (material)

 

Value

 

Item cost

 

Markup

 

Markup percentage

 

 
 

Learn about Detailed Quote fields...

Field

Definitions

BOM Level

 

Defines ‘building’ an assembly using the following switches. Entering 1 into this field defines the header of an assembly, while entering 2 into this field defines each item within that assembly. Regular line items can be left blank.

 

Markup Percentage

 

The markup percentage for the line item.

 

Markup Percentage (Inline Labour)

 

This value is used when setting individual labour rates on a material line item.

This is the labour markup on the line item. It's found behind the icon (beside the Hrs heading) on the Quote Worksheet.

Quantity

 

Quantity of items

 

Unit Labour

 

This is the UR (Unit Rate). A way of charging for labour on a material item. This could be the time taken to install each material item. Measured in hours.

 

Is Approved

 

A checkbox for an optional item that has been approved (i.e. ticked).

 

Is Optional

 

A checkbox that can be used to indicate that the line item is optional. Optional items are not included in the Quote Total until they are selected (i.e. the checkbox is ticked).

 

See Quote Option Groups for more information on making quote line items optional.

Import values

This column can have the value '1' if the item is optional,

If any other value is imported, the item is not optional and will be included in the total.

 

Line Item Name

 

The primary identifier of the item, e.g. the item name.

 

Part No

 

Preferred supplier's part number, or assign your own

 

TakeOff Sheet Name

 

The name of the TakeOff sheet.

What is a Takeoff Sheet?

A 'Takeoff Sheet' is used to breakdown a large job into specific part(s) or phases. For example, takeoff sheets could be the levels of a building (Basement, Level 1, Level 2) or the phases of a renovation such as foundations, external, internal, etc. When a detailed quote is converted to a project, the takeoff sheets are used to created the s tages within the project.

 

Tax Code

 

Enter the default values of GST or FRE, or from any additional Tax Codes that have been set up for your business.

 

Tracking Centre

 

The Tracking Centre of the line item

 

Tracking Centre (Inline Labour)

 

This value is used when setting individual labour rates on a material line item.

This is the tracking centre for that labour found behind the icon (beside the Hrs heading) on the Quote Worksheet.

Type (material or labour)

 

Type of item (Material or Labour)

Import values

This column can have the values mat, material, lab, labor or labour.

If the field contains any other value (including blank), the type will import as mat (material)

 

Unit of Measure

 

Quantity of items as purchased e.g: 1 = single unit, 10 = box of 10

Unit Cost

 

The item cost (also listed as 'Value'). Line item cost (blank = $0.00)

 

Unit Cost (Inline Labour)

 

This value is used when setting individual labour rates on a material line item.

This is the hourly cost (also listed as 'Value') found behind the icon (beside the Hrs heading) on the Quote Worksheet.

Unit Sell

 

The line item sell value (blank = $0.00)

If values are entered in the Cost and Markup fields, then the Sell column will be ignored.

 
 
 
 
 

Supplier/Contractors

  File
Supplier Import Template.xls

How do I import this data?

You can do this yourself, quickly and easily, using our bulk import: client and supplier instructions.

Alternatively you can also contact our team and send the file to us.

 
 

Learn about Supplier/Contractor fields...

You can import extra fields (known as custom fields) with this template. Learn more here.

 

Field

Definitions

Supplier Name

 

Company/Business name

 

Primary Contact First Name

 

First name of your contact person at that business

 

Primary Contact Last Name

 

Last name of your contact person at that business

 

ABN

 

Supplier's ABN

 

Supplier Short Name

 

Short name for supplier (max. 6 characters)

 

Email

 

Primary contact person's email address

 

Fax

 

Supplier's primary fax number

 

Mobile (Cell) Phone

 

Primary contact person's mobile phone number

 

Phone

 

Primary contact person's phone number

 

Transaction Terms

 

Transaction terms for this client as per Site Admin (e.g. 30 Days)

Import values

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

 

Website

 

Supplier's primary website

 

City

 

Supplier's location suburb

 

Company Address

 

Supplier's location street address (No. and street)

 

Company Location Name

 

Supplier's location name (e.g. Level 8 Building 1)

 

Country

 

Supplier's location country

 

Zip Code

 

Supplier's location postcode

 

State

 

Supplier's location state

 

GPS - Latitude

 

GPS Coordinates - Latitude

 

GPS - Longitude

 

GPS Coordinates - Longitude

 

Has System Access?

 

Contractors can be set up with their own AroFlo logins to allow them to access and complete the tasks that you've assigned or scheduled to them.

Import values

This column can have the values '1', 'yes', 'y', 't', 'true', 'on', 'checked', 'filled', or 'access'.

If the supplier has no access use value '0', 'no' or leave the field blank

 

Is Contractor?

 

Used to identify the supplier as a 'Wholesaler' or 'Contractor'. Setting the type to 'Contractor' will allow you to assign tasks to the supplier.

Import values

This column can have the values '1', 'yes', 'y', 't', 'true', 'on', 'checked', 'filled', or 'contractor'.

If the supplier is a wholesaler, use value '0', 'no' or leave the field blank

 

Mailing Address

 

Supplier's mailing street address (No. and street or PO Box)

 

Mailing City

 

Supplier's mailing suburb

 

Mailing Country

 

Supplier's mailing country

 

Mailing Location Name

 

Supplier's mailing location name (e.g. Level 8 Building 1)

 

Mailing Zip Code

 

Supplier's mailing postcode

 

Mailing State

 

Supplier's mailing state

 

 
 
 
 

Tasks

  File
Task Import Template.xls

How do I import this data?

You can do this yourself, quickly and easily, using our bulk import feature.

 
 

Learn about Task fields...

You can import extra fields (known as custom fields) with this template. Learn more here.

Field

Definitions

Client

 

Company/Business name as per your client list

Import values

Company names must be exactly as they appear in AroFlo.

 

Task

 

The task identification or job name.

 

Task Type

 

Task Types are used to define the different types of work your business performs, e.g. Installation, Service, Maintenance.

Ensure the Task Types are created in Site Administration before the import.

 

Asset

 

Link a piece of equipment that is being worked on for this job

Import values

This is the Asset name. They must be exactly as they appear in AroFlo.

 

Assigned To

 

Who the task is assigned to (resource name(s) and/or business unit)

Multiple entries

Enter a comma between each entry to assign to multiple resources/business units.

 

Cust ON

 

Customer order number

 

Location

 

Location address of work site

Import values

Location names must be exactly as they appear in AroFlo.

 

Priority Short Description

 

This field is used to set a priority level for the job.

Ensure these are created in Site Administration before the import.

 

Project

 

Project name

Import values

Project names must be exactly as they appear in AroFlo.

 

Stage

 

Project stage name

Import values

Project stage names must be exactly as they appear in AroFlo.

 

Contact Name

 

Used for recording the contact who requested the work.

Import values

Contact names must be exactly as they appear in AroFlo.

 

Contact Phone

 

Reported by contact phone number

 

Description

 

Details of task

 

Due_Date

 

Due date of task

Date format

This should be in the format yyyy-mm-dd

 

Requested_Date

 

Requested date of task

Date format

This should be in the format yyyy-mm-dd

 
 
 
 
 

 

Imports we do for you

Compliance

  Files

Certification Import Template.xls

 

Risk Matrix Import Template.xls

How do I import this data?

Contact our team and send the file to us.

 
 

Learn about certification fields...

Please enter Username OR Client name OR Supplier Name for a single row in the template.

Enter multiple rows for multiple certifications. Example: If a first aid certification is held by two people and required by one client, it would appear as three rows in the template.

Field

Definitions

Category

 

Used to organise certification types. Like a top level folder or group. (Required Field)

 

Sub Category 1

 

Used to organise certification types. Like a second level folder or group.

 

Sub Category 2

 

Used to organise certification types. Like a third level folder or group.

 

Certification Type
 

The certificate, qualification or licence. For example: 'Construction Induction', 'First Aid Certificate' or 'Driver Licence'. (Required Field)

 

Valid From

 

The date this certification was issued (users and suppliers only)

 

Valid To

 

The date this certification expires (users and suppliers only)

 

Username

 

The user holding this certification

Import values

User names must be exactly as they appear in AroFlo.

 

Identification

 

The unique identification number on the certification or licence (users and suppliers only).

 

Details

 

Any other details related to this certification (users and suppliers only).

 

Client Name

 

The client that requires this certification

Import values

Company names must be exactly as they appear in AroFlo.

 

Supplier Name

 

The supplier (such as a contractor) that holds this certification

Import values

Company names must be exactly as they appear in AroFlo.

 

Expiry Alert?

 

When you enable a Certificate Expiry Alert, AroFlo will check each day for any certificates that are due to expire within the next week.

Import values

Enter 1 for Yes, 0 or nothing for No

 
 
 

Learn about risk matrix fields...

Field
Definitions

Category

 

Used to organise risk templates. Like a top-level folder or group. (Required Field)

 

Task

 

Name of the task or procedure. (Required Field)

 

CloseRequired

 

Check this option to prevent task closure if the form is incomplete. Must be same for a single task. (Required Field)

Import values

To prevent task closure enter '1'. Otherwise enter '0'.

 

SigRequired

 

Check this option to prevent closure of the form if it has not been signed off. Must be same for a single task. (Required Field)

Import values

To prevent task closure enter '1'. Otherwise enter '0'.

 

Contractor Access

 

Check this option to allow contractors to access this form. Must be same for a single task. (Required Field)

Import values

To enable access enter '1'. Otherwise enter '0'.

 

ChecklistLabels

 

User-defined checklist labels for checklist items, e.g. Pass, Fail, N/A. Must be same for a single task. (Required Field)

Import values

Three values separated by commas. Example: Pass,Fail,N/A

 

Activity

 

Activity in the task (Required Field)

Risk

 

What is the risk (Required Field)

RiskSeverity

 

Severity. These should correlate with numbers set up before sending AroFlo this template. (Required Field)

Import values

A number greater than zero (0)

 

RiskFrequency

 

Frequency. These should correlate with numbers set up before sending AroFlo this template. (Required Field)

Import values

A number greater than zero (0)

 

Risk Level

 

Calculated column (Severity X Frequency). Do not enter this value.

 

Control

 

Control to mitigate risk. (Required Field)

 

Checklist

 

Checklist items. (Required Field)

 

RiskMatrix

 

Name of the Risk Matrix that is set up in site admin. This matrix contains the Frequency and Severity settings. (Required Field)

 

 
 
 
 

Contacts

  Files
Contacts Import Template.xls

How do I import this data?

Contact our team and send the file to us.

 
 

Learn about contact fields...

You can import extra fields (known as custom fields) with this template.

 

Field

Definitions

Client or Supplier Name

 

Client or Supplier business name as per your client/supplier list. (Required Field)

Import values

Company names must be exactly as they appear in AroFlo.

 

First Name

 

First name of your contact person

If blank, 'Accounts' will be inserted

 

Last Name

 

Last name of your contact person

If blank, 'Payable' will be inserted

 

Position

 

Position of the contact

Ensure the positions are created in Site Administration before the import.

 

Location Name

 

Contact location name (e.g. Level 8 Building 1)

 

Location Address

 

Contact location street address (No. and street)

 

City

 

Contact location suburb

 

State

 

Contact location state

 

Zip Code

 

Contact location postcode

 

Country

 

Contact location country

 

GPS - Latitude

 

GPS Coordinates - Latitude

 

GPS - Longitude

 

GPS Coordinates - Longitude

 

Contact

 

If you do not have First name / Last name in separate columns, this field can be used and will be split on the last space and imported.

 

Email

 

Contact person's email address

 

Fax

 

Contact primary fax number

 

Mobile (Cell) Phone

 

Contact person's mobile phone number

 

Phone

 

Contact person's phone number

 

 
 
 
 

Description Templates

  File
Descriptions Import Template.xls

How do I import this data?

Contact our team and send the file to us.

 
 

Learn about description template fields...

Field

Definitions

Type

 

There are six different types of description templates that can be inserted into AroFlo. This field will determine where the description will be available. (Required Field)

Import values

  • Quote Description
  • Task Description
  • Labour Note Description
  • Invoice Description
  • Invoice Line Item Description
  • Exclusions Description
 

Main Category

 

Used to organise description templates; like a top level folder or group. (Required Field)

 

Sub Category 1

 

Used to organise description templates; like a second level folder or group.

 

Sub Category 2

 

Used to organise description templates; like a third level folder or group.

 

Name

 

Name of the description template. An internal short description. (Required Field)

 

Description

 

Content of the description template.

Text or HTML

Description templates can be created in text or HTML format. Select HTML if you need to use bullet points, bold / coloured fonts, paragraphs (show carriage returns) or tables.

 
 
 
 
 

Inventory lists

  Files

Assembly Import Template.xls

 

SOR Import Template.xls

 

Task Specific List Import Template.xls

What are inventory lists?

There are three types of inventory lists you can create:

  • Task-specific lists: all the items required for a task are listed, and you can select all or just some of them when adding them to a quote or task.
  • Assemblies: all of the items required for a task are listed and are locked together. You select the whole assembly to add it to a quote or task.
  • SOR (Schedule of Rates) lists: can include inventory items and labour, for invoicing goods or services at a specific price.
 
 

How do I import this data?

Contact our team and send the file to us.

Before we can import inventory lists...

  • Ensure you have had a training session on inventory lists before using these templates.
  • Your inventory items will need to be in AroFlo before importing list templates. Inventory lists are designed to 'group / link' existing inventory items.
 
 

Learn about assembly fields...

Field

Definitions

Task List Category

 

Inventory category or grouping / folder (Required field)

 

Task List Sub Category

 

Subcategory (if applicable)

 

Task List Sub Category

 

Sub subcategory (if applicable)

 

Assembly Name

 

Name or description of the list / kit of items. This name will be what users choose when adding assemblies to tasks. It should clearly reference the type of work being performed. Up to 255 characters. (Required field)

Part Number / Order Code

 

Part number of an item in your inventory which is part of this assembly.

Import values

Part numbers must be exactly as they appear in AroFlo. If you do not use part numbers, please enter the description exactly as it appears in AroFlo.

  • If your inventory item part numbers are not unique, there may be errors when we import the templates.
  • If you do not use part numbers, please enter the description exactly as it appears in AroFlo. We can send you a list in Excel if required.
  • If a part number or description does not match an item in your inventory, the import item will be skipped.
 

Description

 

Description of an item in your inventory which is part of this assembly.

Not required if the partnumber/ordercode exactly matches an item in your inventory.

 

Cost

 

Cost of item (if it's different to the cost found on the existing inventory item).

If ' Use Inventory Pricing' is set to yes (last column) then:

  • this value can be blank and the existing inventory cost will be used.
  • this value will be ignored if it does have data.
 

Sell

 

Sell value of item (if it's different to the value found on the existing inventory item).

If ' Use Inventory Pricing' is set to yes (last column) then:

  • this value can be blank and the existing inventory sell value will be used.
  • this value will be ignored if it does have data.
 

Quantity

 

How many of these inventory items are part of this assembly? If no value is listed, AroFlo will insert '1'.

 

Labour Rate

 

The time taken (in hours) to install a single item.

If ' Use Inventory Pricing' is set to yes (last column) then:

  • this value can be blank and the existing inventory cost will be used.
  • this value will be ignored if it does have data.
 

Update inventory pricing?

 

If you want items in this assembly to use existing inventory pricing, enter '1'.

Otherwise enter 0 or leave the field blank to use the values found in cost, sell and labour rate. If any of these are found to be blank, existing item pricing will be used for the related item.

 
 

Learn about SOR list fields...

Field

Definitions

Task List Category

 

Inventory category or grouping / folder. Up to 100 characters. (Required field)

 

Task List Sub Category One

 

Subcategory (if applicable)

 

Task List Sub Category Two

 

Sub subcategory (if applicable)

 

SOR List Name

 

Name or description of the goods or service (e.g. 'Hot water service

 promotions'). This name will be what users choose when adding SOR lists. It should clearly reference the service being offered. Up to 255 characters. (Required field)

Part Number / Order Code

 

Part number of the SOR inventory item which will be part of this SOR List.

Import values

Part numbers must be exactly as they appear in AroFlo. If you do not use part numbers, please enter the description exactly as it appears in AroFlo.

  • If your inventory item part numbers are not unique, there may be errors when we import the templates.
  • If you do not use part numbers, please enter the description exactly as it appears in AroFlo. We can send you a list in Excel if required.
  • If a part number or description does not match an item in your inventory, the import item will be skipped.
 

Description

 

Description of the SOR inventory item which will be part of this SOR List.

Not required if the part number/order code exactly matches an item in your inventory.

 

SOR list price level

Fixed sell value (ex. GST)

Fixed sell value (ex. GST) for the related SOR list price level.

  • Blank prices are accepted, but do not use $0 unless that is the actual sell price.
  • Before creating an SOR list, you will need to set up the SOR list price levels in Site Administration.
 
 
 

Learn about task-specific list fields...

Field

Definitions

Task List Category

 

Inventory category or grouping / folder (Required field)

 

Task List Sub Category

 

Subcategory (if applicable)

 

Task List Sub Category

 

Sub subcategory (if applicable)

 

Task Specific List Name

 

Name or description of the list / kit of items. This name will be what users choose when adding the list to a task. It should clearly reference the type of items included. Up to 255 characters. (Required field)

Part Number / Order Code

 

Part number of an item in your inventory which is part of this task list.

Import values

Part numbers must be exactly as they appear in AroFlo. If you do not use part numbers, please enter the description exactly as it appears in AroFlo.

  • If your inventory item part numbers are not unique, there may be errors when we import the templates.
  • If you do not use part numbers, please enter the description exactly as it appears in AroFlo. We can send you a list in Excel if required.
  • If a part number or description does not match an item in your inventory, the import item will be skipped.
 

Description

 

Description of an item in your inventory which is part of this task list.

Not required if the partnumber/ordercode exactly matches an item in your inventory.

 
 
 
 
 

Periodics

  File

Periodic Import Template.xls

 

Periodic Invoice Import Template.xls

How do I import this data?

Contact our team and send the file to us.

 
 

Learn about periodic template fields...

Notes for this template:

  • Fields that have 'must be exactly as it appears in AroFlo' means exactly that. A single space can cause errors. Please use our reports to retrieve this data.
  • If AroFlo cannot find a match on any values, periodics will not be imported and AroFlo will return the template to you for correction.
  • Please leave non-required fields BLANK if not needed.
  • Checklists will be added according to the task type linked in Site Administration.
  • This template does not currently support import of schedules, multiple assets (per periodic) or ODO readings.
 

Field

Definitions

Client

 

Client business name as per your client/supplier list (Required Field).

Import values

Company names must be exactly as they appear in AroFlo.
 

Location

 

Address where the periodic task is located. When the client has multiple locations.

Import values

Location names must be exactly as they appear in AroFlo.
 

Asset

 

A primary asset linked to the periodic task. This template only supports a single asset.

Import values

Asset names must be exactly as they appear in AroFlo.
 

Task

 

The task identification or recurring job name.

If not provided the location or client address will be used

 

Description

 

Details of recurring work.

Up to 2000 characters. Plain text or HTML.

 

Task Type

 

Task Types are used to define the different types of work your business performs, e.g. Installation, Service, Maintenance. (Required Field).

Ensure the Task Types are created in Site Administration before the import.

 

Checklists

Checklists will be added according to the task type linked in Site Admin.

 

Contact Name

 

Used for recording the contact who requested the work.

Import values

Contact names must be exactly as they appear in AroFlo.

 

Contact Phone

 

Reported by contact phone number

 

Due Date

 

Due date of task. This will be the same as the Baseline Date (Required Field).

About the Baseline Date

The Baseline Date drives the generation of all instances of the periodic task and allows for necessary variations (e.g. weekends, short months).

 

Frequency

 

Frequency determines when each instance of a periodic task will be generated. (Required Field).

Import values

Frequencies must be exactly as they appear in AroFlo. You can view and create these in Site Administration before the import.

 

Priority

 

This field is used to set a priority level for the job.

Priorities must be exactly as they appear in AroFlo. Use the 'Priority No.' field and not the 'short description'. Refer to settings in Site Administration before the import.

 

Cust ON

 

Customer order number

 

StartDate

 

Used to record the start date of a contract (if applicable).

 

ReviewDate

 

Used to record the review date of a contract (if applicable).

 

ExpiryDate

 

Used to record the expiry date of a contract (if applicable).

 

  • If you enter an expiry date, the periodic template will not generate any tasks after that date.
  • If you leave the expiry date field blank, the periodic template will generate tasks indefinitely.

AssignTo

 

Who the task is assigned to (resource name(s) and/or business unit)

Import values

Usernames must be exactly as they appear in AroFlo.

 

Multiple entries

Enter a comma between each entry to assign to multiple resources/business units.

 

Project

 

Project name

Import values

Project names must be exactly as they appear in AroFlo.

 

Stage

 

Project stage name

Import values

Project stage names must be exactly as they appear in AroFlo.

 
 
 

Learn about periodic invoice fields...

Notes for this template:

  • If values are entered in the Cost and Markup boxes, then the Sell column will be ignored.
  • If the Ref/OrderCode field matches an item in your inventory, it will be directly linked to that item. If this occurs, we will not import any details in the cost/markup/sell columns for those items. The import will use the values set against the actual inventory item.
  • Fields that have 'must be exactly as it appears in AroFlo' means exactly that. A single space can cause errors. Please use our reports to retrieve this data.
  • If AroFlo cannot find a match on any values, periodics will not be imported and AroFlo will return the template to you for correction.
  • Please leave non-required fields BLANK if not needed.
 

Field

Definitions

Client

 

Client business name as per your client/supplier list (Required Field).

Import values

Company names must be exactly as they appear in AroFlo.
 

Location

 

Address where the periodic task is located. When the client has multiple locations.

Import values

Location names must be exactly as they appear in AroFlo.
 

Cust ON

 

Customer order number

 

Invoice Date

 

The next due date of this invoice. Must be a future date. Required field.

 

Frequency

 

Frequency determines when each periodic invoice will be generated. (Required Field).

Import values

Frequencies must be exactly as they appear in AroFlo. You can view and create these in Site Administration before the import.

 

Auto Email on Generation

 

Set whether AroFlo should automatically email the client when invoice is generated

Import values

  • No
  • Yes - Individual
  • Yes - Group by client
 

Invoice Description

 

Details of recurring invoice.

Up to 2000 characters. Plain text or HTML.

 

Ref/OrderCode

 

Line item reference or order number (optional).

If the Ref/OrderCode field matches an item in your inventory, it will be directly linked to that item. If this occurs, we will not import any details in the cost/markup/sell columns for those items. The import will use the values set against the actual inventory item.

 

Item Description

 

Line item description. Required field.

 

Qty

 

Line item quantity to be invoiced. Required field.

 

Type

 

Type of line item. Labour, material, freight or expense. Required field.

Import values

  • Lab
  • Mat
  • Fre
  • Exp
 

Cost

 

Line item cost (blank = $0.00)

 

Markup

 

Line item markup percentage

 

Sell

 

Line item sell value (blank = $0.00)

If values are entered in the Cost and Markup fields, then the Sell column will be ignored.

 

Discount

 

Line item discount percentage (if applicable).

 

Tax

 

Optional. Default BU Tax code will be used if not specified. (Default is typically Ex. GST)

 

Tax Inc.

 

If line item is tax inclusive.

Import values

  • Yes
  • No (used if field is blank)
 

Generated Invoice Status

 

Status of the invoice that is generated

Import values

  • In Progress (used if field is blank)
  • Pending Approval
  • Approved
 
 
 
 
 

Users

  File
User Import Template.xls

How do I import this data?

Contact our team and send the file to us.

 
 

Learn about user template fields...

Field

Definitions

Given Names

 

First name. Required field.

 

Surname


 

Last name. Required field.

 

User Name

 

A username used to login to AroFlo (min. 4 - max. 36 characters). If blank, a user name will be generated.

Special characters such as @ # $ % [ ] " ' - are accepted, which allows for email addresses to be used as a username.

 

Phone, Fax, Mobile (Cell), Email Address, Alternative Email Address

 

Enter contact details. Mobile and email address are used for system-generated notifications.

 

Position

 

Select an appropriate position

Ensure these are created in Site Administration before the import.

 

Address Line 1, Address Line 2,

City, State, Zip Code, Country

Enter user's address details.

 

Hrly Cost Rate

 

Record the user's hourly cost rate for calculating profit and loss.

 

Overhead Rate

 

Record additional costs which are only used during normal time. This is commonly used to include operational costs with the user's hourly rate (e.g. mobile phone or car leasing costs) for calculating profit and loss.

 

Permission Group

 

Permission groups allow you to control what users can see and do in AroFlo. You can create permission groups based on staff roles or responsibilities and assign users via their user profile.

 

AroFlo features three pre-built permission groups that are suitable for office and field staff.

Import values

This column can have the values

 

  • Management
  • Supervisor
  • Worker

 

Custom permission groups can also be included. These must be created in Site Administration prior to the import.

 

Labour Visibility

 

Control the user's visibility of price information for labour.

Import values

This column can have the values

  • Show No Pricing
  • Show Cost
  • Show Charge
  • Show All
 

Material and Expense Visibility

 

Control the user's visibility of price information for material and expenses.

Import values

This column can have the values

  • Show No Pricing
  • Show Cost
  • Show Max Cost
  • Show All
 

Field Default Task Page Filter

 

Set the default filter that controls the task list landing page in AroFlo Field.

Import values

This column can have the values

  • Remember Last Used
  • My Tasks
  • Open
  • All
  • Scheduled (Default)
  • Picklist
  • Due Date
  • Closed
  • Projects
 

Edit Task Notes

 

Select if the user can edit all task notes or just their own.

Import values

This column can have the values

  • All Task Notes
  • My Task Notes
 

Quote Pricing Visibility

 

Control the user's quote pricing visibility by selecting one of the following options (for Worker and Supervisor users only)

Import values

This column can have the values

  • No pricing
  • Line Items
  • Overall Totals
  • All
 

Individual Calendar Settings per Business Unit

 

For sites with multiple business units: check the box to allow the user to have different calendar settings (including resources) based on the selected business unit.

Import values

This column can have the values

  • Yes
  • No
 

Default Field Schedule Event Type Filter

 

Sets the default event view when viewing the Schedule from Field. Default is Task Schedules.

Import values

This column can have the values

  • Task Schedules (default)
  • Task Timesheets