When importing data into 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 into Rackbeat.
Introduction to importing
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
The setup of the files depends on what specifically needs to be imported. This article is divided into categories, allowing you to quickly and easily get a clear overview of what you need to prepare for each import type.
A key point to remember when importing is that Rackbeat maps items based on the unique number assigned to each item. This applies to products, customers, suppliers, locations, layouts, payment terms, and more.
In your import files, it’s crucial to use the corresponding numbers (e.g., customer number, location number, product number) rather than names.
Always ensure you are using the unique number associated with the item, such as customer number, product number, or location number.
The example file in Rackbeat
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 correctly.
Just click on "Import," and then select "Example File."
You can easily use this file as a foundation to structure your import correctly, as it contains the necessary columns to get started.
If there are columns you don’t need, you can simply remove them as long as they aren’t essential for the import. (Refer to each section to identify which columns are essential.)
The example file may not always be in the correct format, so it's advisable to save it using the proper format (CSV UTF-8).
How to match the fields correctly
Once you have uploaded your file to Rackbeat, you will be presented with an overview of the various columns and the fields included in your file.
We refer to this process as 'mapping' the fields to the correct boxes.
You might notice that Rackbeat does not recognise the name correctly and has not automatically matched it. In such instances, you will need to manually drag the field to the correct box.
If the field is not matched correctly, you need to ensure it is matched properly by removing the existing match and then dragging the field down to the correct box.
What to do if the import fails
If your import fails, the next step is to determine where the issue lies. Typically, Rackbeat will indicate the cause of the file's failure.
In this article, you can learn more about what to do if your import fails: My Import to Rackbeat is Failing – What Should I Do?
Note: It is not possible to delete information through an import in Rackbeat. This must be done manually within the system.