Importing Data

Importing Data

Importing Data in EquiBillBook allows you to bulk import customers, suppliers, items, transactions, and other data from Excel or CSV files. This guide explains how to import data into EquiBillBook.

Understanding Data Import

Data import enables you to:

• Import customers and suppliers in bulk
• Import items and inventory data
• Import transaction history
• Import account data
• Migrate data from other systems
• Save time on data entry

Supported Import Formats

EquiBillBook supports importing from:

• Excel Files: .xlsx, .xls format
• CSV Files: Comma-separated values
• Template Files: Pre-formatted templates

Accessing Import Function

To access data import:

1. Navigate to the relevant module (Customers, Suppliers, Items, etc.)
2. Click on "Import" or "Bulk Import" button
3. Or go to Settings → Data Management → Import Data
4. Select the type of data to import

Import Types

1. Customer Import

Import customer data:

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

2. Supplier Import

Import supplier data:

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

3. Item Import

Import item/inventory data:

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

4. Transaction Import

Import transaction history:

• Sales invoices
• Purchase bills
• Payments
• Journal entries

Downloading Import Template

Before importing, download the template:

Template Download Process

1. Go to import page
2. Click "Download Template" or "Sample File"
3. Template file will be downloaded
4. Open the template in Excel or spreadsheet software
5. Review the column structure and format

Template Structure

• Column Headers: First row contains column names
• Required Fields: Marked with asterisk or in instructions
• Format Guidelines: Instructions for data format
• Sample Data: Example rows showing correct format

Preparing Data for Import

Prepare your data file:

Data Preparation Steps

1. Open the downloaded template
2. Copy your data into the template
3. Ensure column headers match exactly
4. Fill required fields
5. Format data correctly (dates, numbers, etc.)
6. Remove empty rows
7. Validate data accuracy

Data Formatting Guidelines

• Dates: Use consistent date format (DD/MM/YYYY or YYYY-MM-DD)
• Numbers: Use proper number format, no special characters
• Text: Avoid special characters that may cause issues
• Required Fields: Ensure all required fields are filled
• Unique Values: Ensure unique identifiers are unique

Uploading and Importing

To import the data:

Import Process

1. Go to import page
2. Click "Choose File" or "Browse"
3. Select your prepared file
4. Click "Upload" or "Next"
5. System will validate the file
6. Review validation results
7. Fix any errors if found
8. Click "Import" to proceed

File Validation

System validates:

• File format (Excel/CSV)
• Column headers match
• Required fields present
• Data format correctness
• Duplicate entries
• Data integrity

Import Options

Configure import options:

Import Settings

• Skip Duplicates: Skip rows with duplicate data
• Update Existing: Update existing records if found
• Create New Only: Only create new records
• Validate Before Import: Validate all data before importing
• Import Mode: Full import or partial import

Error Handling

• Stop on Error: Stop import if error found
• Continue on Error: Continue importing valid rows
• Error Report: Generate error report

Reviewing Import Results

After import, review results:

Import Summary

• Total Rows: Number of rows in file
• Imported: Successfully imported rows
• Failed: Rows that failed to import
• Skipped: Rows skipped (duplicates, etc.)
• Errors: List of errors encountered

Error Report

If errors occurred:

• Download error report
• Review error messages
• Fix errors in source file
• Re-import corrected data

Common Import Scenarios

Scenario 1: Importing Customers

Bulk importing customer data:

1. Go to Customers → Import
2. Download customer template
3. Fill customer data in template
4. Upload the file
5. Review and import
6. Verify imported customers

Scenario 2: Importing Items

Bulk importing items:

1. Go to Items → Import
2. Download item template
3. Fill item data with prices, stock
4. Upload and validate
5. Import items
6. Check stock levels

Scenario 3: Migrating from Another System

Migrating data from another software:

1. Export data from old system
2. Map fields to EquiBillBook format
3. Transform data to match template
4. Import in stages (customers, items, etc.)
5. Verify imported data
6. Import transactions if needed

Best Practices

• Use Templates: Always use provided templates
• Validate First: Validate data before importing
• Backup Data: Backup existing data before import
• Test Import: Test with small sample first
• Check Format: Ensure data format matches requirements
• Review Results: Always review import results
• Fix Errors: Fix errors and re-import if needed
• Document Process: Document import process for future reference

Troubleshooting

Issue: Import Fails

Possible Causes:

• File format incorrect
• Column headers don't match
• Required fields missing
• Data format errors

Solution: Check file format, verify column headers, fill required fields, fix data format

Issue: Some Rows Not Imported

Possible Causes:

• Validation errors
• Duplicate entries
• Missing required data

Solution: Review error report, fix errors, remove duplicates, fill missing data

What's Next?

After importing data, you should:

1. Verify imported records
2. Check data accuracy
3. Review any errors or warnings
4. Fix and re-import if needed
5. Update any missing information
6. Test the imported data

Effective data import saves time and ensures accurate bulk data entry in EquiBillBook.