Page tree

Versions Compared

Key

  • This line was added.
  • This line was removed.
  • Formatting was changed.


Panel
bgColor#F9F8FA
titleColor#F0E400
borderWidth0
titleBGColor#464152
borderStylesolid

Anchor
Top
Top
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.

Div
stylemargin-top:15px
classFeature_Benefits
  • 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.
  • Update inventory item information.

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


Panel
bgColor#F9F8FA
titleColor#F0E400
borderWidth0
titleBGColor#464152
borderStylesolid

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.


Panel
bgColor#F9F8FA
titleColor#F0E400
borderWidth0
titleBGColor#464152
borderStylesolid

What do you want to import?

I want to import:

Section


Expand
titleAssets

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

  • Main Category
  • Asset Name
Tip
titleCategory

Ensure you have created an Asset category within AroFlo first.

Navigate to:

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

Tip
titleMultiple clients


Section


Column
width50%

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.


Column
width50%


 



Expand
titleClients


Tip
titleDedicated instructions

See our dedicated instructions for importing clients and suppliers. Alternatively you can continue with the steps below.

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
Tip
titleTransaction 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.


Tip
titleIs Individual?

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

Navigate to:

Manage > Clients



Expand
titleInventory items

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

  • Category
  • Item Description

Tip
titleCategory

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


If you are only updating your inventory pricing and not adding new items, click
Tip
titleUpdating inventory pricing
existing items

You can also use this feature to update existing inventory items details, e.g. part numbers, item descriptions, or pricing updates. Click here to find out more.

The following values are allowed in the fields shown:

Section


Expand
titleCalculated Cost Type
  • NONE or NA
  • MAXIMUM, MAX, UPPER or HIGHEST
  • AVERAGE or AVG
  • LATEST, LAST or RECENT
  • SET or FIXED


Expand
titleSell Type
  • SELL
  • COST + MARK UP
  • CALCULATED COST + MARK UP

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



Expand
titleUnit 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



Expand
titleLocations

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

  • Client or Supplier Name (this is a Company name)
  • Location / Address 1

Navigate to  Manage > Locations to be able to upload locations for both clients and suppliers


Alternatively, to import locations for a particular client, navigate to  Manage > Clients > Select the client > View > Locations

Or, to import locations for a particular supplier, navigate to Manage > Suppliers > Select the supplier > View > Locations



Expand
titleQuote line items

There are no mandatory fields for importing quote line items.

Navigate to:



Expand
titleSuppliers

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
Tip
titleTransaction 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



Expand
titleTasks

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

  • Client
  • Task Identification
  • Task Type

Navigate to:

ServiceTrack > Current




Panel
bgColor#F9F8FA
titleColor#F0E400
borderWidth0
titleBGColor#464152
borderStylesolid

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.


Panel
bgColor#F9F8FA
titleColor#F0E400
borderWidth0
titleBGColor#464152
borderStylesolid

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.

Section


Expand
titleUse 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 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



Expand
titleStart 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'.

    Info

    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:
    1. check the Save this mapping as a template box at the bottom of the window
    2. enter a name for the template.


Expand
titleDelete a custom mapping template


Section


Column
width50%

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

Note
AroFlo default templates cannot be deleted.



Column
width50%






Panel
bgColor#F9F8FA
titleColor#F0E400
borderWidth0
titleBGColor#464152
borderStylesolid

Importing Custom Fields

When using the bulk import function, you can also import custom fields for certain areas. All you need to do is ensure your custom fields are included as headings in your Excel spreadsheet and map the fields accordingly. 

Click the relevant tab to learn more about uploading custom fields for that area.

Section


Expand
titleThings to note
  • This process can only be used for importing new entries and not updating existing ones.
  • There is a maximum of 20 custom fields per entry (except for Task custom fields).
  • Checkbox type custom fields can only allow yes/no values.
  • If you're using custom fields but don't include them in your upload, or don't map the fields, the custom fields will still be added to your entries but with blank values.
  • Column mapping for custom fields cannot be saved using the 'Save this mapping as a template' option. You can still save and use mapping templates but the custom fields will need to be mapped individually each time you use the bulk upload feature.



Section


Localtab Group
tabStyleflat


Localtab
externalTabImgUrlhttps://help.aroflo.com/download/attachments/87038005/asset.png?api=v2
titleAssets


Section


Column
width40%

In the example to the right, Warehouse barcode and Distributor barcode have been added as custom fields.


Column
width60%




Localtab
externalTabImgUrlhttps://help.aroflo.com/download/attachments/87038005/clients.png?api=v2
titleClients


Section


Column
width40%

In the example to the right, Referral SourceClient Type, and Local Client have been added as custom fields.


Column
width60%




Localtab
externalTabImgUrlhttps://help.aroflo.com/download/attachments/87038005/location.png?api=v2
titleLocations


Section


Column
width40%

In the example to the right, Sign in at receptionBill care of, and Multi-storey have been added as custom fields.

Tip
titleClients and Suppliers

When bulk importing locations from Manage > Locations, you can import to both clients and suppliers.



Column
width60%




Localtab
externalTabImgUrlhttps://help.aroflo.com/download/attachments/87038005/supplier.png?api=v2
titleSuppliers


Section


Column
width40%

In the example to the right, Supplier Account Number, Payment Method, and Supplier Login Details have been added as custom fields.


Column
width60%




Localtab
externalTabImgUrlhttps://help.aroflo.com/download/attachments/87038005/task.png?api=v2
titleTasks


Section


Column
width40%

In the example to the right, Access Code and Permits Required have been added as custom fields.


Column
width60%







Panel
bgColor#F9F8FA
titleColor#F0E400
borderWidth0
titleBGColor#464152
borderStylesolid

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.

Note

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.



Panel
bgColor#F9F8FA
titleColor#F0E400
borderWidth0
titleBGColor#464152
borderStylesolid

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.


Tip

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



Panel
bgColor#F9F8FA
titleColor#F0E400
borderWidth0
titleBGColor#464152
borderStylesolid

Updating existing information

You can use the bulk data import tool to update existing information within your inventory. See Bulk Import: Update Inventory.



Panel
bgColor#F9F8FA
titleColor#F0E400
borderWidth0
titleBGColor#464152
titleOn this page:

Table of Contents
maxLevel3


Panel
borderColor#464152
bgColor#F9F8FA
titleColor#F0E400
borderWidth0
titleBGColor#464152
titleLearn this Feature Your Way


Div
class video standard_button_expand


Digi Accordion
expandedtrue
titleVideos


HTML
<div class="vimeo-container"><iframe src="https://player.vimeo.com/video/257432715" width="100%" frameborder="0" webkitallowfullscreen mozallowfullscreen allowfullscreen></iframe></div>




Div
classwebinar standard_button_expand


Digi Accordion
expandedtrue
titleWebinars


HTML
<div class="vimeo-container"><iframe src="https://player.vimeo.com/video/358004401" width="100%" frameborder="0" webkitallowfullscreen mozallowfullscreen allowfullscreen></iframe></div>


HTML
<div class="vimeo-container"><iframe src="https://player.vimeo.com/video/344735569" width="100%" frameborder="0" webkitallowfullscreen mozallowfullscreen allowfullscreen></iframe></div>





Panel
bgColor#F9F8FA
titleColor#F0E400
borderWidth0
titleBGColor#464152
titleRelated articles

Content by Label
showLabelsfalse
max5
spacesmyims
showSpacefalse
sorttitle
typepage
cqllabel = "import" and type = "page" and space in ("office","field","SiteAdmin","TM")
labelsmyims barcode

Page properties
hiddentrue


Related issues





Hide From Anonymous User Macro


Panel
bgColorWhite
titleColor#F0E400
borderWidth0
titleBGColor#464152
titleInternal AroFlo Notes

These notes are hidden from clients...


Panel
borderColor#464152
bgColorWhite
titleColor#F0E400
borderWidth0
titleBGColor#464152
titleCustom URL

This page has 2 custom URLs to make it easier to find:

  • help.aroflo.com/import
  • help.aroflo.com/bulkimport