Import costs

Use these instructions to import generic CSV or TXT data for costs. After import, these will be stored in the  Cost Admin database In WorkflowMax, the costs of the products, materials or recurring expenses that you typically use while working on a job can be stored in the Cost Admin database (at Business > Settings > Costs). When you are working on an estimate, quote or job you can quickly access a cost from the database, simply by typing its name in the description field (on the cost information screen).

Before you begin

Before you import data into WorkflowMax, you need to prepare a suitable import file.

• Tips for ensuring a successful import
  • In your import file, each column header identifies a data field that you want to include in your import. You need specify column headers for only those fields that you want to import.
  • Unless you are importing custom fields, do not include any column headers that are not shown in the sample file (see below).
  • The column headers in your import file must match the format of the column headers in the sample file exactly. You must use the same capitalisation, with any spaces, punctuation or other characters as shown.
  • Make sure that you save the import file in the correct format: CSV or tab-delimited TXT.
  • Make sure there are no carriage-return characters in any of the data fields. These characters are created by pressing the Enter key and may have been included in the original data to break text onto several lines; in an address, for example.
  • Make sure there are no blank lines at the end of the data file – they will produce warning messages during import.

Setting up an import file

To set up an import file, do one of the following:

• Modify a sample file
  1. Open the Cost Import Example file using a suitable desktop application, such as Microsoft Excel.
  2. Remove columns that you do not wish to use (but not the mandatory columns - see Set up a file from scratch, below).
  3. Replace the sample data (from row 2 onwards) with the information you wish to import.
  4. Save the completed file in CSV format.

• Set up a file from scratch
  1. Create a spreadsheet using a suitable desktop application, such as Microsoft Excel.
  2. Include four or more of the following column headers in row 1. Each column header should be in a separate column. Copy each column header exactly (the import is case sensitive).

     "code", "description", "price"," cost", "supplier", "note", "income_account", "cost_of_sale_account"

  3. In row 2 onwards, enter the information that you wish to import.
  4. Save the completed file in CSV format.

• Modify a file containing data exported from another application
  1. Open a CSV or TXT file that has been exported from another application.
  2. Remove any columns and rows that you do not wish to use.
  3. Change each column header so that it exactly matches the equivalent column header listed under "Set up a file from scratch" above.
  4. Save the completed file in CSV or TXT format.

Notes on import data for costs

• Make sure that you have removed any columns that do not contain data. This is especially important if you are using the Update Existing? option, as blank fields will replace existing non-blank data.
• The code field is used to prevent duplicate cost items from being imported, so make sure that all existing costs in the database have a code value. This ensures that you don't import any duplicate cost items.
• It's possible to create records with duplicate cost descriptions, although the code field must be unique.
• If you use the supplier column then this must match the name of an existing supplier in WorkflowMax. If the supplier name does not match, that cost record will not be imported.
• To update an existing cost in the Cost Admin database - with a manufacturer's price increase, for example - select the Update Existing checkbox.

  A cost record will be updated only when the Code on the import file matches an existing cost Code.

Importing the data

To import cost data into WorkflowMax:

1. In the Business menu, select Settings > Import.
2. On the Import screen, provide the following information, as required.

   Field	Description
   Options
   File Type	The type of file that you wish to import. Select Generic - Cost.
   File Format	The format is either CSV or tab-delimited.
   Update Existing?	Controls whether existing data is overwritten with newly imported information. Select this checkbox if you want existing information to be overwritten with any new information. Clear this checkbox to prevent existing information from being overwritten with any new information. There are some cases where you might wish to re-import a record to update the information that is already on file (such as a client or supplier address or for cost updates). To cater for this, this data table supports the Update Existing? feature, which allows existing data records to be updated with newly imported information.
   File	Choose the file on your computer that you wish to import.
   Job Import Options
   This section is required only if you are importing job data.

3. Import the data. The number of rows successfully imported is displayed at the foot of the screen. If there were any errors during the import, they will be displayed at the foot of the screen.