Version: Current

FAQ: How do I update existing records using an import?

Zudello's Imports feature can be used not only to create new records but also to update existing ones in bulk. This is useful for updating pricing, default coding, statuses, or other information across multiple records simultaneously.

Key Requirement: Unique Identifier

To update existing records, your import file must contain a column that uniquely identifies the records you want to update. Zudello uses this identifier to find the existing record and apply the changes from your file row.

Common unique identifiers used for updates:

uuid: The internal Zudello unique identifier for the record. This is the most reliable method if you can export it first.
external_id: An ID synced from an external system (like an ERP). Reliable if consistently populated and unique.
code: Often used for dimensions like Accounts, Departments, Items, Suppliers (e.g., Supplier Code, Item SKU). Must be unique within the team for that record type.
document_number (for Transactions): Can sometimes be used if guaranteed unique within the relevant context (e.g., unique per supplier), but often less reliable than UUID or External ID.

Process:

Prepare Your File (CSV/TXT):
- Include a header row.
- Include a column containing the unique identifier (UUID, External ID, Code, etc.) for the records you want to update.
- Include columns only for the fields you want to update. You don't need to include columns for fields that aren't changing.
- Each row should contain the unique identifier and the new values for the fields you are updating for that specific record.
Example (Updating Item Prices using SKU):
```
ItemSKU,PurchasePrice,SalePrice
ITEM-A,12.50,25.00
ITEM-B,6.00,12.99
ITEM-C,110.00,199.50
```
Initiate Import:
- Navigate to Settings > Imports.
- Click Create Import.
- Select the Module and Submodule for the records you are updating (e.g., Inventory / Item).
- Choose the Import Type: Select Create and Update (most common) or potentially "Update Only" if available and desired. "Create and Update" will update records matching the identifier and create new records for any identifiers in your file not found in Zudello.
- Upload your prepared file.
- Click Next.
Map Fields:
- Crucially, map the column containing your unique identifier (e.g., ItemSKU) to the corresponding Zudello identifier field (e.g., sku).
- Map the columns containing the new data to the Zudello fields you want to update (e.g., map PurchasePrice to purchase_price).
Run Import: Click Run Import.
Review Results: Zudello processes the file. It finds existing records based on the mapped unique identifier and updates the other mapped fields with the values from your file row. Check the import results for any errors.

Important Considerations:

Unique Identifier: Ensure the identifier you use is truly unique within Zudello for that record type. Using non-unique identifiers can lead to unpredictable update results. UUID is safest.
Source of Truth: If data is synced from an ERP, updates made via import in Zudello might be overwritten by the next ERP sync. Perform updates in the source system where possible.
Blank Values: Importing a blank value for a field will typically clear the existing value in Zudello (unless the field is mandatory).

title: How do I update existing records using an import? description: Explanation of how to use Zudello's import feature to update existing records in bulk. slug: /faq/data-management/update-records-import sidebar_label: How do I update records via import?

FAQ: How do I update existing records using an import?

Key Requirement: Unique Identifier

Common unique identifiers used for updates:

uuid: The internal Zudello unique identifier for the record. This is the most reliable method if you can export it first.
external_id: An ID synced from an external system (like an ERP). Reliable if consistently populated and unique.
code: Often used for dimensions like Accounts, Departments, Items, Suppliers (e.g., Supplier Code, Item SKU). Must be unique within the team for that record type.
document_number (for Transactions): Can sometimes be used if guaranteed unique within the relevant context (e.g., unique per supplier), but often less reliable than UUID or External ID.

Process:

Prepare Your File (CSV/TXT):
- Include a header row.
- Include a column containing the unique identifier (UUID, External ID, Code, etc.) for the records you want to update.
- Include columns only for the fields you want to update. You don't need to include columns for fields that aren't changing.
- Each row should contain the unique identifier and the new values for the fields you are updating for that specific record.
Example (Updating Item Prices using SKU):
```
ItemSKU,PurchasePrice,SalePrice
ITEM-A,12.50,25.00
ITEM-B,6.00,12.99
ITEM-C,110.00,199.50
```
Initiate Import:
- Navigate to Settings > Imports.
- Click Create Import.
- Select the Module and Submodule for the records you are updating (e.g., Inventory / Item).
- Choose the Import Type: Select Create and Update (most common) or potentially "Update Only" if available and desired. "Create and Update" will update records matching the identifier and create new records for any identifiers in your file not found in Zudello.
- Upload your prepared file.
- Click Next.
Map Fields:
- Crucially, map the column containing your unique identifier (e.g., ItemSKU) to the corresponding Zudello identifier field (e.g., sku).
- Map the columns containing the new data to the Zudello fields you want to update (e.g., map PurchasePrice to purchase_price).
Run Import: Click Run Import.
Review Results: Zudello processes the file. It finds existing records based on the mapped unique identifier and updates the other mapped fields with the values from your file row. Check the import results for any errors.

Important Considerations:

Unique Identifier: Ensure the identifier you use is truly unique within Zudello for that record type. Using non-unique identifiers can lead to unpredictable update results. UUID is safest.
Source of Truth: If data is synced from an ERP, updates made via import in Zudello might be overwritten by the next ERP sync. Perform updates in the source system where possible.
Blank Values: Importing a blank value for a field will typically clear the existing value in Zudello (unless the field is mandatory).

See also: Importing Records.​

title: How do I update existing records using an import? description: Explanation of how to use Zudello's import feature to update existing records in bulk. slug: /faq/data-management/update-records-import sidebar_label: How do I update records via import?​

FAQ: How do I update existing records using an import?

See also: Importing Records.

title: How do I update existing records using an import? description: Explanation of how to use Zudello's import feature to update existing records in bulk. slug: /faq/data-management/update-records-import sidebar_label: How do I update records via import?