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Version: Current

Importing records into Zudello

We know that managing data can be challenging. With Zudello's importing feature, you can efficiently create new records or update existing ones in bulk, giving you more control over your team's data.

Best practices​

  • Review and clean your data before importing
  • Ensure all referenced data exists in Zudello before importing
  • Test imports with a small sample before processing large datasets
  • Double-check field mappings before proceeding with the import
  • Document any significant data transformations

Required permissions​

To view and run exports, you need the following permissions:

  • System Import View
  • System Import Create
  • System Import Update
  • Import for each relevant submodule or dimension
    • E.g. Relationships Suppliers Import
  • Create for each relevant submodule or dimension
    • E.g. Relationships Suppliers Create
  • Update for each relevant submodule or dimension
    • E.g. Relationships Suppliers Update

To delete previous imports, you also need the following permission:

  • System Import Delete

Contact your organisation administrator to check or modify your permissions.

File requirements​

Your import file must meet these criteria:

  • Use CSV or TXT format (Excel files must be converted to CSV)
  • When saving the CSV, select the CSV UTF-8 format
  • Include a header row to define columns
  • Use unique column headers for accurate field mapping
  • Format dates as YYYY-MM-DD

Importing process​

Creating and mapping your import​

  1. Click the company name in the top right of your screen.
  2. Click Settings.
  3. Click Imports.
  4. Click Create.
  5. Select from the Module drop-down.
  6. Select from the Submodule drop-down.
  7. Optionally, select from the Form and/or Status drop-downs to apply one form and/or status to all imported records.
  8. Click Continue.
  9. Upload your file by either:
    • Dragging and dropping onto the screen.
    • Clicking Click here to upload.
  10. Map your columns to Zudello fields.
  11. Click Continue.

Reviewing import results​

Monitor your import's status in the Imports tab. Import statuses are:

  • Queued: Import awaiting processing.
  • Successful: All records imported correctly.
  • Failed: Import unsuccessful, no records imported.
    • For failed imports:
      1. Click the icon next to the status.
      2. Review the detailed error explanations.
      3. Correct the issues in your import file.
      4. Create a new import and try again.

General rules and restrictions​

  • You do not need to map all columns.
  • When referencing Zudello data (e.g., referencing a default Tax Rate when importing Items), all referenced values must already exist within Zudello (e.g., the import tool will NOT create a new Tax Rate if the referenced one does not exist).
  • When referencing Zudello data, use any of the following fields:
    • UUID
    • Code
    • External ID

You cannot reference other records using their Name.

  • Where records already exist, you can use importing to update rather than create records.
    • Provide the UUID of each record to ensure accurate updates.

Importing transactions​

Transaction imports allow you to import single or multiple transactions and their lines. You can select the appropriate module and submodule for each import. For transactions that do not have exisitng document numbers, you can enable auto-generation of document numbers.

Importing transactions follows the same importing process detailed above. There are additional requirements when importing multi-line transactions or updating existing transactions. These are detailed in the following sections.

Creating multi-line transactions​

When importing multi-line transactions, group lines using either:

  • A separate column for a unique transaction number (preferred method).
  • A unique supplier and document number combination.

Updating existing transactions​

When updating transactions:

  • Include a transaction UUID and line UUID for each row.
  • Leave blank any fields you do not want to change.
  • Ensure UUIDs match existing records exactly.

Supported record types for importing​

Record types currently available for use with the Zudello importing feature are:

  • Relationships
    • Suppliers
    • Customers
    • Employees
  • Dimensions
    • Accounts
    • Account Groups
    • Accounting Periods
    • Team Addresses
    • Cost Centres
    • Cost Types
    • Departments
    • Subsidiaries
    • Location
    • Warehouses
    • Zones
    • Expense Categories
    • Tax Rates
    • Tax Solutions
    • Projects
    • Project Groups
    • Project Tasks
    • Project Types
    • Units of Measure
    • Batches
    • Bins
    • Currencies
    • Customer Categories
    • Customer Groups
    • Amortisation Schedule
    • Fixed Assets
    • Mileage Rates
    • Item Categories
    • Item Groups
    • Payment Methods
    • Payment Types
    • Supplier Categories
    • Supplier Groups
    • Countries
    • Time zones
  • Purchasing
    • Quotes
    • Requisitions
    • Orders
    • Invoices
    • Returns
    • Credits
    • Payments
  • Sales
    • Quotes
    • Requisitions
    • Orders
    • Invoices
    • Returns
    • Credits
    • Payments
  • Inventory
    • Catalogue (including Item Alternatives)
    • Receipts
  • Expenses and Travel
    • Expenses
    • Payments

Need help?​

Contact your organisation administrator or Zudello support for assistance with importing.