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Moving your data in from Excel or another system

The Data migration checklist: the order to bring in your company details, stores, products, stock, suppliers, customers and opening balances, with CSV templates.

Who can do this: Owners and administrators (TenantAdmin role). Each step also needs the permission of the screen it opens.

The checklist

Settings → Data migration lists seven steps in the order that works best. Each step is short. Steps the system can check tick themselves and say so, for example "Profile set." or "Suppliers exist."

You can keep the sample data while you work. Once your own products are in, remove it in one go under Settings → Company → Sample data.

  1. "Company profile": names, address, tax number and logo. "Open Company" takes you there.
  2. "Stores and warehouses": one location for each place that holds stock. "Open Locations".
  3. "Products and prices": import your product list from the CSV template on the Products screen. "Open Products".
  4. "Opening stock": post one opening-stock adjustment per store with quantities and unit costs. "Open Adjustments".
  5. "Suppliers": press "Import suppliers".
  6. "Customers": press "Import customers", so the till finds them by phone number.
  7. "Opening balances": press "Import balances" to bring in the old books' closing balances.

Import suppliers or customers from a CSV

  1. Press "Import suppliers" or "Import customers".
  2. Press "Download template". Open it in Excel or Google Sheets. It has the exact column headers and an example row.
  3. Fill one row per supplier or customer. Only "name" is required. The supplier template also has code, contact name, e-mail, phone, address, tax ID, payment terms in days, currency and notes. The customer template has name, phone, e-mail and notes.
  4. Save as CSV and press "Choose CSV…".
  5. Check the preview, which shows how many rows are ready and how many were skipped.
  6. Press the import button. Rows are created one by one; a row that fails does not stop the others. The results table shows "Created" or "Failed" with the reason for each row.

If you see "The file is missing these columns", download the template again and copy your data into it.

Import opening balances

  1. Press "Import balances" and then "Download template".
  2. Fill one row per account with its code and either a debit or a credit, never both. The account codes must exist in Finance → Chart of accounts.
  3. Choose "As of": usually the last day of your old system's final period. Add a "Memo" if you like.
  4. Press "Choose CSV…" and check the totals. The sheet must balance to the cent. If it does not, add the difference to an equity account such as Opening balance equity.
  5. When it says "Debits equal credits - ready to post.", press "Post opening balances".

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