How bulk import from Excel works

When you move to Rocket ERP you rarely start from nothing. You have item lists, suppliers, customers and price lists in spreadsheets. The import screens load them in one go instead of record by record, and they all work the same way.

The import screens

• Items and item categories, suppliers and exchange rates: see the articles in this section.

• In the menu you also find imports for item quantities and prices (Inventory › Items › Modify Bulk Item Quantity), price lists (Sales › Pricing › Bulk Price Update), customers, leads and opportunities (CRM › Settings & Data) and attendance (People › Time & Attendance).

Each import has its own permission. A user without it sees "You don't have access to this resource."

The four steps

1. Open the import screen and select Download template. Always start from the template: the system reads the columns by their headings, and a sheet with other headings does not load.

2. Fill in one row per record. Keep the heading row exactly as it is, and replace or delete any example row.

3. If the screen asks for extra fields, such as a branch, fill them in. Upload stays disabled until they are complete.

4. Select Choose file, pick your file and select Upload.

Read the result

• If every row loaded, the screen says how many rows were imported.

• If some rows failed, it shows how many were imported and how many failed, followed by a table with the row number, the row's data and the reason for each failure.

• If the file itself was refused, for example because it is too large or of the wrong type, the screen shows "The file couldn't be accepted:" and the reason. Nothing was imported.

Fix the failed rows

The rows that loaded are already saved. Do not upload the whole file again, or you will create duplicates.

1. Open your file and delete the rows that succeeded.

2. Correct the rows listed in the result. Row numbers count the heading row as row 1.

3. Upload the corrected file.

Columns that take an ID

Some columns expect a number that identifies a record in Rocket ERP, such as a currency, a country or a category. Where a screen offers View valid values, open it to see the accepted values; the template carries the same list on its "Valid Values" sheet. Enter only the number before the dash, for example 12, not "12 — Cairo".

Common questions

"File is too large." Each screen has a size limit, usually 1 MB. Split the file into smaller batches.

Can an import update records that already exist? The items, categories and suppliers imports create new records. Use the screen that edits existing data, such as the item quantity and price import, or edit the records one by one.

What order should I import in? Categories, then items; suppliers and customers next; opening quantities and prices last. See the first-day setup checklist.