Bulk Import

Introduction

The bulk import tool in Cashflow provides an efficient solution for importing masters and transactions into the platform. This functionality is especially valuable for users looking to migrate data from other systems or record historical data when starting their experience with Cashflow.

It allows for the quickly import of customers, suppliers, products, services, inventory records, and various transactions such as sales, purchases, income receipts, and more. If you already generate this information on other platforms and are looking for an effective method to import them into Cashflow, this tool will be of great help.

Import Templates

In each Cashflow module, a specific template is provided for import. This template is available under the "Import from Excel (Use this Import Template)" option, located below the main list. While it's possible to use your own Excel file, we recommend using our template as it is designed to meet all the requirements of the import process.

Uniform Process

In Cashflow, the bulk import process is simple and consistent, regardless of the type of information you want to input. Throughout this section, we will detail how to perform bulk imports of both masters (e.g., Customers, Products and Servicies) and transactions (such as Invoices, Payment and Expenses).

2. Importing Customers (Masters)

To illustrate how it works, let's focus on importing customers. To carry out a bulk import of customers in Cashflow, follow these steps:

Step #1: Import

1. In the main menu, go to Masters and then click on Customers.
2. In the Customers list, you can click on the (+) button and then on Import.
3. You can also do it via the Import from Excel option located below the list.
4. Once you are on the import screen, choose Customer in the Transaction Type field and Create in the Action field.
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Step #2: Upload File and Map Columns

1. Click on Upload File, and in the window, click on Browse File to select your import file from your computer. Then click Continue.
2. In the Map Columns window, link each Cashflow column (on the left) with the corresponding column in your file (on the right). Then click Continue.
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Step #3: Review, Adjust, and Make Changes

1. Review your data and make any necessary adjustments. If any required data is missing, the row number will be marked in red, and a red arrow will indicate the column you need to correct.
2. To facilitate review and corrections, you can filter the list to display all rows, validated rows, or rows with errors.
3. If needed, you can add or delete a row by clicking the Add or Delete button. You can also download the file for later use by clicking the Download button.
4. When you finish reviewing your data, click Save and Upload.‍
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3. Importing Invoices (Transactions)

If you are migrating from another system, this function allows you to upload a list of invoices and their payments from a spreadsheet file instead of adding each transaction individually. Here's how to perform a bulk import of sales invoices in Cashflow:

Step #1: Import

1. In the main menu, go to Sales and then click on Invoices.
2. In the Invoices list, you can click on the (+) button and then on Import.
3. You can also do it via the Import from Excel option located below the list.
4. Once you are on the import screen, choose Invoices in the Transaction Type field and Create in the Action field.
5. Choose the Location where these transactions will be recorded and choose whether you want the system to add new customers to Cashflow.
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Step #2: Upload Excel File

1. Click on Upload File, and in the window, click on Browse File to select your import file from your computer. You can download an import template by clicking on the Import Template option.
2. Click Upload File and select the file from your device.
3. Once the file has been successfully uploaded, click Continue.
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Step #3: Map Columns

1. Now you'll need to match the fields. In the Map Fields window, for each field on the left, choose the corresponding column from your file in the dropdown menu.
2. When you have finished matching the fields, click Continue.
3. Your data will be displayed in the spreadsheet window. Here, you can review and make any necessary adjustments.
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Step #4: Review, Adjust, and Make Changes

1. In the main import section, you will have the ability to fill in the required information in each row. Within this section, you will find columns corresponding to each field of an invoice, including those designated for recording payments related to these invoices.
2. If your Excel file does not include all the required information, complete the necessary information for each row.
3. The "Is an Item" column defines whether the row should be processed as an item within an invoice.
4. The "Initial Balance" column defines whether the transaction should be processed as an initial balance.
5. When you finish reviewing your data, click Save and Upload.
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Remember, it's always important to review the data after the bulk import to ensure that everything has been imported correctly.

4. Bulk Updates

To update records in bulk, the process is similar to the import process, but with a slight difference:

1. Follow the same import process detailed earlier, but,
2. In the Transaction Type field, select, for example, "Customers".
3. In the Action field, choose Update.

It's worth mentioning that not all modules offer the option of bulk updates. Only master records (Customers, suppliers, products, and service) can be updated in bulk.

Tips & Best Practices

Here are some tips and recommended practices to optimize the use of the bulk import functionality of records:

1. File Preparation
   ‍Before performing any import, carefully review your Excel file. Ensure that it is well-structured, contains no missing data, and that the information is consistent.
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2. Use the Template
   It's always advisable to use the template provided by Cashflow. This template is optimized to make the import process smooth and error-free.
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3. Use the "Show Rows" Option
   Utilize the filtering options in "Show Rows" to view all rows, only validated rows, or those with errors. This will help you quickly identify rows that need adjustment or correction.
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4. Perform Testing
   Before importing large amounts of data, perform a test with a limited number of records. This will help you identify potential errors or incompatibilities.
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5. Post-Import Review
   After completing the import, take the time to review that all data has been transferred correctly. If you detect errors, it's easier to correct them immediately.
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6. Avoid Partial Imports
   Instead of performing many small imports, try to consolidate all the information into a single file and perform a single import. This reduces the likelihood of errors and duplications. However, be mindful not to create a file with too many transactions.
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7. Transaction Limit per Import
   Although the system processes information in batches and manages job queues, it's crucial not to overload the import file with too many lines. It is recommended that for transaction imports, the file should not contain more than 500 lines, and for master imports, the limit is 1,000 lines.
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8. Update Carefully
   When updating records in bulk, make sure you are clear on which records are being updated and how this will affect your current database.
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9. Understanding Special Fields
   Familiarize yourself with the "Is an Item" and "Initial Balance" columns and their meanings. This will help you avoid marking records incorrectly.
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10. Ask for Help If Needed
    If you have questions or encounter any issue, don't hesitate to reach out to support or access available help resources.
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These tips and best practices will help you make the most of the bulk import tool, ensuring an effective and smooth transition of your data to Cashflow.

Common Issues

Despite the ease of use of Cashflow, encountering challenges configuring and using the platform is normal. Here's a list of the most common issues and their solutions:

1. Incorrect Data Formats
   Sometimes, the imported file has cells with incompatible formats, especially in fields like dates, numbers, and currencies. Make sure to review and adjust all formats according to the system's specifications before attempting the import.
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2. Duplicate Rows
   Occasionally, the system may identify duplicate records in the imported file. To prevent this, check and remove any duplicate rows in your file before importing. Tools like Excel make it easy to identify duplicates.
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3. Missing Mandatory Information
   If some cells containing mandatory data are empty, the system will notify you. To resolve this, review the columns that require information and ensure that all mandatory fields are completed.
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4. Exceeding Line Limit
   If your file exceeds the limit of 500 lines for transactions or 1,000 lines for masters, you will need to split your data into multiple files based on the recommended limits to ensure effective import.
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5. Column Matching Errors
   A common issue is that the columns in the file do not match the ones specified in the system. The solution is to use the template provided by Cashflow or ensure that the columns in your file correspond to those in the system.
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6. Large File Sizes
   If the file size exceeds the system's allowed capacity, it's necessary to remove non-essential information to reduce its size. Another option is to split the file into smaller, manageable parts.
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7. Bulk Import Not Working
   Make sure your import file is in the correct format and that all mandatory fields are filled. If there are missing fields, the row will be marked in red, and a red arrow will indicate the column that needs correction. Consult the import template to ensure your spreadsheet is set up correctly. If the file is too large, consider splitting it into smaller files and uploading them separately.
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8. Import Taking Too Long
   The import processing time depends on the file's size. If the file is large, it may take several hours to import all the data. Be patient and wait for the import to complete. If several hours have passed and it's still not finished, consider contacting customer support.
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9. Uploaded File for Bulk Import, but Some Data Is Missing or Incorrect
   When you upload a file, the system matches the columns in your file to the fields in the system. If the data doesn't appear correctly, check the field mapping to ensure that each Cashflow field corresponds to the correct column in your file.
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We hope that with this guide, the import process in Cashflow becomes easier and pain free. If you encounter issues not listed here, don't hesitate to contact support.