Downloading and filling the import template

What this does

Downloading the import template gives you a pre-built spreadsheet with the correct column headers for your data type. Filling it with your data and uploading it is the first step toward getting everything into Usystems safely.

Before you start

• Permission: You need Import permission for the module (Products, Contacts, Inventory, etc.).
• File format: Prepare your data in Excel (.xlsx), Google Sheets, or CSV. Have it handy before you start.
• Required fields: Know which columns are mandatory for your data type (e.g., contact name, product code). Usystems will show you these in the template.

Steps

Step 1: Open the import drawer

Navigate to the list page for the type of data you want to import:

• Products & Services: Go to Products Open in Usystems
• Contacts: Go to Contacts Open in Usystems
• Inventory: Go to Inventory Open in Usystems

Look for the Import button or option on the page and click it.

Step 2: Choose the data type (if applicable)

Some modules let you choose what you're importing (e.g., Customer vs. Vendor contacts, or different product types). Select the type that matches your data.

Step 3: Download the template

Click the Download Template button. Your browser will save a spreadsheet file to your computer. Open it in Excel, Google Sheets, or your preferred spreadsheet app.

Step 4: Fill the template with your data

• Column headers: Do not change the column headers. Usystems uses them to know where each piece of data goes.
• Required columns: These have a note or icon indicating they must be filled. Do not leave them blank.
• Optional columns: You can delete these if you don't have data for them, but leaving them blank is also fine.
• One record per row: Each row is one product, contact, or other item.
• Save your work: Save the file when you're done.

Step 5: Upload the file

1. Go back to the import drawer in Usystems.
2. Click Upload File or Choose File.
3. Select your filled spreadsheet from your computer.
4. Click Next or Continue to proceed to the mapping step.

Tips & common mistakes

• Do not rename columns. Column headers must match exactly or the importer gets confused.
• Check your dates: If you have date fields, make sure they're in a consistent format (e.g., all MM/DD/YYYY or all DD/MM/YYYY). Usystems will ask for clarification if there's ambiguity.
• Clean up spaces: Extra spaces before or after data (e.g., " John " instead of "John") can cause validation errors. Use your spreadsheet's trim function if needed.
• Numbers as text: If your product codes or phone numbers look like numbers, make sure they're stored as text in the spreadsheet, not as numbers, so you don't lose leading zeros.

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