Importing Data from Excel/CSV

Importing Data into Quickenerp

The import feature lets you bulk-load data from CSV or Excel files. This is essential for:

• Migrating from another system (legacy ERP, spreadsheets).
• Loading a chart of accounts.
• Bulk-creating products, contacts, or orders.
• Updating existing records in bulk.

Import Process – Step by Step

1. Navigate to the model you want to import into (e.g. Contacts, Products, Chart of Accounts).
2. Switch to list view (not kanban).
3. Click the Favorites menu (star icon) next to the search bar.
4. Click Import Records.
5. Upload your file (CSV or Excel .xlsx).
6. Quickenerp reads the file headers and attempts to auto-match them to database fields.
7. Review the field mapping. Green check = matched. Yellow warning = ambiguous. Red error = not matched – you must map it manually.
8. For fields that are relationships (e.g. "Country", "Category", "Tax"), use the External ID or Name so Quickenerp can link correctly. You can download a sample template with correct headers.
9. Click Test Import to validate. Quickenerp checks the first 10 rows and reports any errors.
10. If the test passes, click Import to commit all rows.

Importing Related Records (Advanced)

For complex imports involving relationships:

Using External IDs

Each record in Quickenerp can have an External ID (also called XML ID). If you are importing related data (e.g. products and their categories), you need to:

1. First import categories and note their External IDs.
2. Then import products with a column for the category External ID.
3. Quickenerp links the product to the correct category.

Importing Many-to-Many and One-to-Many Fields

For fields that hold multiple values (e.g. Tags, Multiple Taxes):

Exporting Data

1. Navigate to the model and set up the filters and grouping to show the records you want.
2. Select individual records with checkboxes or leave none selected to export all.
3. Click the Actions menu (gear icon).
4. Click Export All Records or Export Selected Records.
5. A field selector appears. Check the fields you want to export. You can expand relational fields (e.g. Customer – Customer Name, Customer Email, Customer Phone).
6. Choose the Export Format: CSV (.csv), Excel (.xlsx), or PDF.
7. Check Include External IDs if you plan to re-import the data later (preserves record identities).
8. Click Export to download the file.

Import Best Practices

• Clean your data first – Remove duplicates, fix formatting, ensure dates are in a standard format (YYYY-MM-DD).
• Export a sample first – Export a few records from Quickenerp to see the correct column headers and field format.
• Use the test import – Always test before committing. Errors are much easier to fix on 10 rows than 10,000.
• Import in batches – For large datasets (100,000+ rows), split into multiple files of 10,000 rows each to avoid timeouts.
• Handle errors gracefully – Quickenerp shows which rows failed and why. Fix those rows and re-import only the failed ones (use a filter to exclude already-imported rows).