Overview
The Data Import/Export module allows you to move records seamlessly into and out of ianaiERP via CSV or Excel files.
- Export: Download system data for local backups, external data analysis, or to create formatting templates.
- Import: Add or update records in bulk by uploading structured data files (currently marked Beta in the UI).
- Supported Entities: Common master files and transactions, including Items, Vendors, Work Orders, Purchase Orders, Customers, and more.
Where to Access
Avatar ▸ Data Import/Export, then toggle between the EXPORT and IMPORT tabs at the top of the page.
Key Attributes
Shared Settings
| Setting | What it does |
|---|
| Entity | The record type to handle (e.g., ITEM, ITEM CATEGORY, ITEM BUNDLE, LOT, WORK ORDER, VENDOR, PURCHASE ORDER, CUSTOMER, ESTIMATE) |
| Company | Target business entity (required in multi-company setups) |
Export Tab Controls
| Control | What it does |
|---|
| Columns | Optional field picker. Leave blank to include all available columns |
| File Type | Export as CSV or Excel |
| From Date / To Date | Optional filters to isolate records by timeframe |
| Export | Generates and downloads the file instantly |
Import Tab Controls
| Control | What it does |
|---|
| Upload Area (Drag & Drop) | Secure drop zone for your file (supports up to 10 MB) |
| Import Data | Launches validation and loads data into the selected Entity and Company |
Key Functions
How to Export Records
- Navigate to Avatar ▸ Data Import/Export ▸ EXPORT.
- Choose your target Entity (e.g., ITEM or WORK ORDER).
- (Optional) Select a specific Company, pick custom Columns, or narrow your data with From/To Dates.
- Select your File Type (CSV or Excel).
- Click Export to save the file to your device.
💡 Tip: Exporting a blank or small sample file first is the best way to copy the exact column headers required for clean imports later.
How to Import Records
- Navigate to Avatar ▸ Data Import/Export ▸ IMPORT.
- Select the correct Entity and Company matching your file.
- Prepare your file: one row per record, column headers matching an official ianaiERP export file, consistent date/number formats.
- Drag and drop your file into the upload area, or click to browse.
- Click Import Data to initiate validation.
- Review any validation errors, adjust your spreadsheet, and re-upload.
Best Practices
| Practice | Why it matters |
|---|
| Build Templates First | Export a raw sample of the entity before importing new rows, so your column names match the database exactly |
| Manage File Sizes | Keep uploads focused — split large master lists into smaller batches by date range or category |
| Multi-Company Auditing | Double-check the selected Company dropdown before importing, to avoid loading records into the wrong entity |
| Pre-align System References | Make sure UOM, Locations, Tax Codes, and Account Names in your spreadsheet exactly match what's already in ianaiERP |