Data Templates

Data Templates

Data Templates in EquiBillBook provide pre-formatted files for importing customers, suppliers, items, and other data. This guide explains how to use data templates for efficient data import.

Understanding Data Templates

Data templates help you:

• Import data in the correct format
• Ensure data consistency
• Save time on formatting
• Avoid import errors
• Follow required data structure
• Import data accurately

Available Templates

EquiBillBook provides templates for:

1. Customer Template

• Customer name and contact details
• Address information
• GST details
• Credit limits and payment terms
• Customer categories

2. Supplier Template

• Supplier name and contact details
• Address information
• GST details
• Payment terms
• Supplier categories

3. Item Template

• Item name, code, SKU
• Category and brand
• Pricing information
• Stock details
• Tax information and HSN codes

4. Transaction Templates

• Sales invoice template
• Purchase bill template
• Payment template
• Journal entry template

Downloading Templates

To download a template:

Download Process

1. Navigate to the relevant module (Customers, Suppliers, Items, etc.)
2. Click on "Import" button
3. Click "Download Template" or "Sample File"
4. Template file will be downloaded
5. Open the template in Excel or spreadsheet software

Template Locations

• Customers: Customers → Import → Download Template
• Suppliers: Suppliers → Import → Download Template
• Items: Items → Import → Download Template
• Settings: Settings → Data Management → Templates

Template Structure

Understanding template format:

Column Headers

• First Row: Contains column names/headers
• Required Fields: Marked with asterisk (*) or in instructions
• Optional Fields: Can be left blank
• Field Names: Must match exactly (case-sensitive in some cases)

Sample Data

• Example Rows: Template may include sample data rows
• Format Examples: Shows correct data format
• Reference: Use as reference for your data

Instructions Sheet

• Instructions Tab: May include instructions sheet
• Field Descriptions: Explains each field
• Format Guidelines: Data format requirements
• Validation Rules: Validation criteria

Filling Templates

How to fill template with your data:

Data Entry Process

1. Open downloaded template
2. Review column headers and instructions
3. Start entering data from row 2 (keep header row)
4. Fill required fields first
5. Fill optional fields as needed
6. Ensure data format matches examples
7. Save the file

Data Formatting

• Text Fields: Enter as plain text
• Number Fields: Enter numbers without formatting
• Date Fields: Use consistent date format (DD/MM/YYYY or YYYY-MM-DD)
• Currency Fields: Enter amounts without currency symbols
• Email Fields: Enter valid email format
• Phone Fields: Enter phone numbers consistently

Common Fields

• Name: Full name (required)
• Code: Unique code/identifier
• Email: Email address
• Phone: Contact number
• Address: Complete address
• City, State, Pincode: Location details
• GSTIN: GST registration number

Template Validation

Before importing, validate your template:

Validation Checklist

• ✓ Column headers match template exactly
• ✓ All required fields are filled
• ✓ Data format is correct
• ✓ No empty rows in middle of data
• ✓ Unique fields (codes, emails) are unique
• ✓ Dates are in correct format
• ✓ Numbers are properly formatted
• ✓ No special characters that may cause issues

Template Tips

Best practices for using templates:

Template Usage Tips

• Don't Modify Headers: Keep column headers as provided
• Follow Format: Follow date and number formats shown
• Remove Sample Data: Remove sample rows before adding your data
• Keep Headers: Always keep the header row
• No Merged Cells: Avoid merged cells in data rows
• Consistent Formatting: Use consistent formatting throughout

Common Template Scenarios

Scenario 1: Customer Import

Using customer template:

1. Download customer template
2. Open in Excel
3. Enter customer data starting from row 2
4. Fill name, contact, address, GST details
5. Save the file
6. Upload for import

Scenario 2: Item Import

Using item template:

1. Download item template
2. Enter item details (name, code, category)
3. Add pricing information
4. Enter stock levels if applicable
5. Add HSN codes and tax details
6. Save and import

Scenario 3: Bulk Data Entry

Using templates for bulk entry:

1. Download relevant template
2. Prepare data in source system
3. Copy data to template
4. Map fields correctly
5. Validate and import

Troubleshooting Template Issues

Issue: Template Not Downloading

Possible Causes:

• Browser download settings
• File blocked by browser
• Network issues

Solution: Check browser settings, allow downloads, try different browser

Issue: Import Fails After Using Template

Possible Causes:

• Headers modified
• Data format incorrect
• Required fields missing

Solution: Verify headers match, check data format, fill required fields

Template Updates

Templates may be updated:

When Templates Change

• New Fields Added: New columns may be added
• Format Changes: Data format requirements may change
• Field Names: Column names may be updated

Handling Updates

• Download latest template before import
• Check for template version or date
• Review changes in template
• Update your data accordingly

Best Practices

• Always Use Templates: Use provided templates for imports
• Download Fresh: Download template each time you import
• Follow Instructions: Read and follow template instructions
• Validate Data: Validate data before importing
• Keep Backup: Keep backup of filled templates
• Test First: Test with small sample before bulk import

What's Next?

After preparing your template:

1. Validate the data
2. Review for accuracy
3. Save the file
4. Proceed with import
5. Verify imported data

Using data templates ensures accurate and efficient data import in EquiBillBook.