Data Import/Export

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 (Note: This feature is currently marked as Beta in the user interface).

• Supported Entities: Common master files and transactions, including Items, Vendors, Work Orders, Purchase Orders, Customers, and more.

Where to Access

Click your User Avatar (top-right corner) ▸ Select Data Import/Export ▸ Toggle between the EXPORT and IMPORT tabs at the top of the page..

Key Attributes

Shared Settings

• Entity: The specific record type you want to handle (e.g., ITEM, ITEM CATEGORY, ITEM BUNDLE, LOT, WORK ORDER, VENDOR, PURCHASE ORDER, CUSTOMER, ESTIMATE).

• Company: The target business entity (essential if your system runs a multi-company setup).

Export Tab Controls

• Columns:An optional dropdown picker to select specific data fields. Leave this blank to automatically include all available columns.

• File Type: Choose between exporting as a CSV or Excel file.

• From Date / To Date: Optional filters to isolate records from a specific timeframe.

• Export: Generates and downloads your file instantly.

Import Tab Controls

• Upload Area (Drag & Drop): Secure drop zone for your data file (supports file sizes up to ≤ 10 MB).

• Import Data: Launches system validations and begins loading data into your selected Entity and Company.

Key Functions

How to Export Records

1. Navigate to Avatar ▸ Data Import/Export ▸ EXPORT.

2. Choose your target Entity (e.g., ITEM or WORK ORDER).

3. (Optional) Select a specific Company, pick custom Columns, or narrow down your data using From/To Dates.

4. Select your preferred File Type (CSV or Excel).

5. Click Export to save the file to your device.

💡 Quick Tip: Exporting a blank or small sample file first is the best way to copy the exact column headers required for clean system imports later.

How to Import Records

1. Navigate to Avatar ▸ Data Import/Export ▸ IMPORT.

2. Select the correct Entity and Company matching your file.

3. Prepare your file: Ensure your spreadsheet uses exactly one row per record and that your column headers perfectly match an official ianaiERP export file. Keep all date/number formats consistent.

4. Drag and drop your file into the upload area, or click to browse your computer.

5. Click Import Data to initiate file validation.

6. Review any system validation error messages, adjust your spreadsheet rows if necessary, and re-upload.

Best Practices

• Build Templates First: Always run a quick, raw data export of an entity before attempting to import new rows. This ensures your column names match the database perfectly.

• Manage File Sizes: Keep your uploads small and focused. If you have thousands of records, split your master lists into smaller batches by date range or product category.

• Multi-Company Auditing: Double-check the selected Company dropdown prior to hitting import to prevent records from accidentally loading into the wrong corporate entity.

• Pre-align System References: Ensure that any Units of Measure (UOM), Locations, Tax Codes, and Account Names used in your spreadsheet match the names already created in ianaiERP exactly to prevent reference mismatches.