When importing data in Rackbeat, it is important to ensure that all data is correct and that you are using the right format. In this article, we will go through the workflow for importing different types of data in Rackbeat.
Table of contents
There are three important components, to a succesful import:
Correct file formatting
When you are about to import data into Rackbeat, it is important to ensure that the data is correctly brought into Rackbeat. The format of the file determines whether the file can be uploaded or not.
The format you need to use for your import files must be "CSV UTF-8" format.
If the file is not saved in this format, you risk the import failing, and the data not being transferred to Rackbeat.
In addition to ensuring that the file format is correct, you also need to make sure that the data being imported is set up correctly — we will go through this in detail below:
Setting up your import file
A good rule of thumb in relation to import is that Rackbeat maps elements to the specific item number that are being imported.
If, for an example, adjustments are to be imported to a location, it would be the location number, not the name, that must be in the file.
When the import file is loaded into Rackbeat, the columns in the file must match the correct data in Rackbeat. This can be done by using the correct headings or by using the example file.
In our collection of guides, you will find an overview of everything that can be imported, along with the correct headings.
Note! It is not possible to delete information through an import in Rackbeat; this must be done manually in the system.
Mapping when importing
When you have uploaded your file to Rackbeat, you will see an overview of the different columns and which fields are included in your file.
At Rackbeat, we call this 'mapping' the fields to the correct boxes.
You may experience that Rackbeat cannot recognize the name correctly and, therefore, has not matched it automatically, then you will need to drag the field down to the correct box yourself.
If the field is not matched correctly, you must ensure it is matched correctly by removing the match and then dragging the field down to the correct box.
What should you do if your import fails?
If Rackbeat tells you that your import has failed, the next step is to try to find out where the error occurred. After a failed import, Rackbeat will provide you with the option to download a new file containing an error message you can work from.
In this article, you can read more about what to do if your import fails.
The example file in Rackbeat
We always recommend using our example file for the best import.
In every section where you can import data into Rackbeat, there is an option to download an example file that illustrates how to configure the import file correctly.
Just click on "Import," and then select "Example File."
This file can easily be used as a foundation to correctly set up your import, and it contains the necessary columns to get started.
If there are columns you do not need, these can simply be removed. If they are not important or necessary for the import. (See the individual sections to find out which columns are important)
Collection of Import Guides
Read the list below for a collection of guides on importing in the product tab.
Import in the product tab
See this guide for instructions on creating and updating products via import: Import of products
See this guide for instructions on creating and updating BOMs via import: Import of BOMs
See this guide for instructions on creating and updating product groups via import: Import of product groups
See this guide for instructions on creating and updating locations via import: Import of locations
See this guide for instructions on creating and updating product collections via import: Import of product collections
See this guide for instructions on importing adjustments on quantity/cost price via import: How to import inventory adjustments
Guide for import of transfers: How to import stock movements (inventory transfer)
Import in the Purchase Tab
Read below for a collection of guides on importing in the purchase tab.
See this guide for instructions on creating orders via import:How to import purchase orders
See this guide for instructions on creating and updating supplier data via import: Import of suppliers
Import in the Sales Tab
Read below for a collection of guides on importing in the sales tab.
See this guide for instructions on creating orders via import: Import of sales orders
See this guide for instructions on creating and updating customers via import: Import of customers and customer data"