Import/Export

Import/Export tools enable bulk data transfer into and out of the system, supporting data migration, integration, and backup processes.

Overview

Import/Export enables you to:

• Import bulk data
• Export records
• Map data fields
• Schedule exports
• Handle data transformation
• Track import history

Accessing Import/Export

Navigate to Settings → Import/Export from the main menu.

Import Data

Import Overview

Data Import

Available Import Types:
┌────────────────────────────────────────────────────────────────┐
│ Entity          │ Last Import  │ Records    │ Template          │
├────────────────────────────────────────────────────────────────┤
│ Customers       │ Jan 20, 2026 │ 5,678      │ [Download]        │
│ Products        │ Jan 15, 2026 │ 12,345     │ [Download]        │
│ Vendors         │ Jan 10, 2026 │ 234        │ [Download]        │
│ Inventory       │ Jan 22, 2026 │ 45,678     │ [Download]        │
│ Price Lists     │ Jan 18, 2026 │ 8,901      │ [Download]        │
│ Contacts        │ Jan 12, 2026 │ 2,345      │ [Download]        │
│ Chart of Accounts│ Dec 15, 2025│ 156        │ [Download]        │
└────────────────────────────────────────────────────────────────┘

Recent Imports:
├─ Jan 22: Inventory update - 45,678 records (Success)
├─ Jan 20: Customer import - 5,678 records (Success)
├─ Jan 18: Price list update - 8,901 records (3 errors)
└─ [View Import History]

[Start New Import]

Import Wizard

Import Wizard - Step 1: Select Entity

Choose what to import:

Sales & Customers:
├─ ○ Customers
├─ ○ Contacts
├─ ○ Customer Groups
└─ ○ Customer Addresses

Products & Inventory:
├─ ● Products
├─ ○ Product Categories
├─ ○ Inventory Levels
└─ ○ Price Lists

Purchasing:
├─ ○ Vendors
├─ ○ Vendor Contacts
└─ ○ Purchase Price Lists

Finance:
├─ ○ Chart of Accounts
├─ ○ Opening Balances
└─ ○ Journal Entries

[Cancel] [Next →]

File Upload

Import Wizard - Step 2: Upload File

Entity: Products

Upload File:
┌────────────────────────────────────────────────────────────────┐
│                                                                │
│     [Drag and drop file here or click to browse]               │
│                                                                │
│     Supported formats: CSV, XLSX, XLS                          │
│     Maximum size: 50 MB                                        │
│                                                                │
└────────────────────────────────────────────────────────────────┘

File: products_import.csv (2.3 MB)
Rows detected: 12,456
Columns detected: 24

File Settings:
├─ File encoding: [UTF-8 ▼]
├─ Delimiter: [Comma ▼] (for CSV)
├─ First row is header: [x]
├─ Date format: [MM/DD/YYYY ▼]
└─ Number format: [1,234.56 ▼]

[← Back] [Next →]

Field Mapping

Import Wizard - Step 3: Map Fields

Map your file columns to system fields:

┌────────────────────────────────────────────────────────────────┐
│ Your Column      │ Maps To          │ Sample Data │ Required  │
├────────────────────────────────────────────────────────────────┤
│ product_code     │ [SKU ▼]          │ WDG-001     │ ✓         │
│ product_name     │ [Name ▼]         │ Widget Pro  │ ✓         │
│ description      │ [Description ▼]  │ Premium...  │           │
│ category         │ [Category ▼]     │ Electronics │           │
│ price            │ [Sale Price ▼]   │ 199.99      │           │
│ cost             │ [Cost Price ▼]   │ 89.50       │           │
│ qty_on_hand      │ [Quantity ▼]     │ 156         │           │
│ reorder_point    │ [Reorder Point ▼]│ 25          │           │
│ weight           │ [Weight ▼]       │ 2.5         │           │
│ upc_code         │ [Barcode ▼]      │ 012345...   │           │
│ custom_field_1   │ [-- Skip -- ▼]   │ N/A         │           │
└────────────────────────────────────────────────────────────────┘

Unmapped Required Fields: None ✓

Advanced Options:
├─ [ ] Create new categories if not found
├─ [x] Update existing records (match by SKU)
├─ [ ] Skip existing records
└─ [ ] Overwrite all fields (including empty)

[← Back] [Next →]

Import Preview

Import Wizard - Step 4: Preview & Validate

Validation Results:
├─ Total Rows: 12,456
├─ Valid: 12,398 (99.5%)
├─ Warnings: 45 (0.4%)
├─ Errors: 13 (0.1%)
└─ Ready to Import: 12,443

Preview (First 10 Rows):
┌────────────────────────────────────────────────────────────────┐
│ Row │ SKU       │ Name          │ Price   │ Status             │
├────────────────────────────────────────────────────────────────┤
│ 1   │ WDG-001   │ Widget Pro    │ $199.99 │ ✓ Valid            │
│ 2   │ WDG-002   │ Widget Basic  │ $99.99  │ ✓ Valid            │
│ 3   │ GDG-001   │ Gadget Plus   │ $149.99 │ ✓ Valid (Update)   │
│ 4   │ CBL-001   │ Cable Kit     │ $24.99  │ ⚠️ Category missing │
│ 5   │ ACC-001   │ Accessory Set │ $39.99  │ ✓ Valid            │
│ 12  │ INVALID   │               │ -50.00  │ ❌ Invalid price    │
└────────────────────────────────────────────────────────────────┘

Error Details:
├─ Row 12: Price cannot be negative
├─ Row 456: SKU already exists (duplicate in file)
└─ [View All Errors]

[← Back] [Start Import]

Import Progress

Import Progress

Entity: Products
File: products_import.csv

Progress:
┌────────────────────────────────────────────────────────────────┐
│ ████████████████████████████████████░░░░░░░ 78%               │
│                                                                │
│ Processing row 9,714 of 12,443                                 │
│ Created: 3,456 | Updated: 6,245 | Skipped: 13                 │
└────────────────────────────────────────────────────────────────┘

Status: Running...
Elapsed Time: 2 minutes 34 seconds
Estimated Remaining: 45 seconds

Recent Activity:
├─ Row 9,714: Created product ACC-456
├─ Row 9,713: Updated product CBL-789
├─ Row 9,712: Created product WDG-123
└─ ...

[Cancel Import]

Export Data

Export Overview

Data Export

Quick Exports:
├─ [Export Customers] - All customers with contacts
├─ [Export Products] - All products with inventory
├─ [Export Orders] - Orders with line items
├─ [Export Invoices] - Invoices with payments
└─ [Custom Export] - Build your own export

Recent Exports:
┌────────────────────────────────────────────────────────────────┐
│ Export          │ Records │ Size    │ Date      │ Download    │
├────────────────────────────────────────────────────────────────┤
│ Customer List   │ 5,678   │ 2.3 MB  │ Jan 22    │ [Download]  │
│ Product Catalog │ 12,345  │ 8.7 MB  │ Jan 20    │ [Download]  │
│ Sales Report    │ 45,678  │ 15.2 MB │ Jan 18    │ [Download]  │
│ Inventory Count │ 23,456  │ 4.5 MB  │ Jan 15    │ [Download]  │
└────────────────────────────────────────────────────────────────┘

Export files available for 30 days

[Start New Export]

Custom Export

Custom Export Builder

Entity: [Customers ▼]

Select Fields:
┌────────────────────────────────────────────────────────────────┐
│ Available Fields         │ Selected Fields (drag to reorder)  │
├────────────────────────────────────────────────────────────────┤
│ □ Internal ID            │ ✓ Customer Code                    │
│ □ Created Date           │ ✓ Company Name                     │
│ □ Created By             │ ✓ Email                            │
│ □ Modified Date          │ ✓ Phone                            │
│ □ Tax ID                 │ ✓ Billing Address                  │
│ □ Website                │ ✓ Credit Limit                     │
│ □ Industry               │ ✓ Payment Terms                    │
│ □ Custom Fields...       │ ✓ Account Manager                  │
└────────────────────────────────────────────────────────────────┘

Include Related Data:
├─ [x] Primary Contact
├─ [ ] All Contacts
├─ [x] Current Balance
└─ [ ] Transaction History

Filters:
├─ Status: [Active ▼]
├─ Customer Type: [All ▼]
├─ Created After: [__/__/____]
└─ [+ Add Filter]

Export Options:
├─ Format: [CSV ▼] (CSV, Excel, JSON)
├─ Encoding: [UTF-8 ▼]
├─ Include Headers: [x]
└─ Date Format: [YYYY-MM-DD ▼]

[Preview (First 100)] [Export]

Scheduled Exports

Scheduled Exports

Active Schedules:
┌────────────────────────────────────────────────────────────────┐
│ Export Name       │ Schedule    │ Next Run  │ Destination     │
├────────────────────────────────────────────────────────────────┤
│ Daily Orders      │ Daily 6 AM  │ Tomorrow  │ SFTP + Email    │
│ Weekly Inventory  │ Mon 5 AM    │ Jan 27    │ Email           │
│ Monthly Customers │ 1st 4 AM    │ Feb 01    │ S3 Bucket       │
│ Daily Sales       │ Daily 11 PM │ Tonight   │ Webhook         │
└────────────────────────────────────────────────────────────────┘

[+ Create Schedule]

Create Schedule

Create Export Schedule

Export Details:
├─ Name: [Daily Orders Export]
├─ Export Template: [Orders with Line Items ▼]
└─ Status: [Active ▼]

Schedule:
├─ Frequency: [Daily ▼]
├─ Time: [6:00 AM ▼]
├─ Time Zone: [Eastern Time ▼]
└─ [x] Skip weekends

Filters:
├─ Order Date: [Previous Day]
├─ Status: [All ▼]
└─ [+ Add Filter]

Delivery:
├─ [x] Email
│  └─ Recipients: [[email protected], [email protected]]
├─ [x] SFTP
│  ├─ Server: sftp.partner.com
│  ├─ Path: /imports/orders/
│  └─ Filename: orders_{date}.csv
├─ [ ] S3 Bucket
└─ [ ] Webhook

Notification:
├─ [x] Notify on success
├─ [x] Notify on failure
└─ [x] Include record count

[Save Schedule]

Data Transformation

Transform Rules

Import Transform Rules

Entity: Products

Active Rules:
┌────────────────────────────────────────────────────────────────┐
│ Rule Name           │ Field         │ Transformation           │
├────────────────────────────────────────────────────────────────┤
│ Uppercase SKU       │ SKU           │ UPPERCASE()              │
│ Clean Phone         │ Phone         │ Remove non-digits        │
│ Default Category    │ Category      │ If empty → "General"     │
│ Price Rounding      │ Price         │ Round to 2 decimals      │
│ Map Status          │ Status        │ "Y"→"Active", "N"→"Inactive"│
└────────────────────────────────────────────────────────────────┘

[+ Add Transform Rule]

Create Transform

Create Transform Rule

Rule Details:
├─ Rule Name: [Map Status Values]
├─ Field: [Status ▼]
└─ Apply To: [Import ▼]

Transformation Type: [Value Mapping ▼]

Value Mapping:
┌────────────────────────────────────────────────────────────────┐
│ Source Value    │ Maps To                                      │
├────────────────────────────────────────────────────────────────┤
│ Y               │ Active                                       │
│ N               │ Inactive                                     │
│ A               │ Active                                       │
│ I               │ Inactive                                     │
│ (Default)       │ Active                                       │
└────────────────────────────────────────────────────────────────┘

[+ Add Mapping]

Options:
├─ [x] Case insensitive matching
├─ [x] Trim whitespace
└─ [ ] Fail if no match found

[Save Transform]

Import History

History Log

Import History

Filter: [All Entities ▼] [Last 30 Days ▼]

┌────────────────────────────────────────────────────────────────┐
│ Date       │ Entity   │ Records│ Created│ Updated│ Status     │
├────────────────────────────────────────────────────────────────┤
│ Jan 22     │ Products │ 12,443 │ 3,456  │ 8,974  │ ✓ Complete │
│ Jan 20     │ Customers│ 5,678  │ 234    │ 5,444  │ ✓ Complete │
│ Jan 18     │ Prices   │ 8,901  │ 0      │ 8,898  │ ⚠️ 3 errors│
│ Jan 15     │ Inventory│ 23,456 │ 0      │ 23,456 │ ✓ Complete │
│ Jan 12     │ Contacts │ 2,345  │ 567    │ 1,778  │ ✓ Complete │
└────────────────────────────────────────────────────────────────┘

[View Details] [Download Error Log] [Rollback Import]

Best Practices

Import Preparation

• Download and use templates
• Validate data before import
• Start with small test imports
• Back up before large imports

Data Quality

• Clean data before importing
• Use consistent formatting
• Validate required fields
• Check for duplicates

Export Management

• Schedule regular exports
• Archive export files
• Monitor export sizes
• Document export mappings

Troubleshooting

Common Issues

Import fails validation

• Check required fields
• Verify data formats
• Review error report
• Fix source data

Duplicate records

• Check unique field mapping
• Review update vs create settings
• Verify matching criteria
• Use import preview

Export too large

• Add filters to reduce size
• Split into multiple exports
• Use date range filters
• Consider API for large exports

Related Documentation

Learn about API Settings for programmatic data access.