Import your lists with Bring your data

Bring your data moves your lists into Kluvan from any Excel (.xlsx) or CSV file: products, customers, suppliers and opening stock. You check everything before it goes in, and you can undo an import for 30 days.

Before you start

• You need to be the owner or a manager.
• Bring products first, then customers and suppliers, then opening stock (stock finds its product by barcode, code or name, so the product must already be there).
• Suppliers and opening stock need the Inventory app switched on (pick your apps).

Steps

1. Open Settings → Bring your data.
2. Under What is in the file?, keep Let us tell (recommended) or pick the kind yourself.
3. Choose the file and press Read the file.
4. Kluvan finds the sheet, the heading row and the kind. If it knows the program the file came from, it says Recognised: an export of …. Change Sheet, Headings are on row or Read as if the guess is wrong.
5. Under Columns: what each one is, check where each column goes. Each guess says why: known layout, by its heading or by what it holds. Pick (leave out) for a column you do not want.
6. Look at The first rows. For the rows you already have, choose Keep what I have, Update prices and stock only (for people: Fill in what is missing) or Update everything the file fills in.
7. Set Date of the opening balances and stock. If needed, set Numbers are written like and Dates are written like.
8. Read What we found: rows that are skipped, things to check and notes. Press Download the findings (CSV) to fix rows in Excel. Press Check again after a change.
9. Read the dry run, for example "Will add 1,240 products, update 85, skip 12".
10. Press Import and confirm. The progress bar shows each row; the result names what was added, updated, skipped and which balances were posted.

Good to know

• Files: .xlsx, .csv, .tsv or .txt, up to 20 MB and 50,000 rows (200 columns, 40 sheets). An old .xls or an .ods file is refused: save it as .xlsx or CSV first. A picture, a PDF or a damaged workbook is refused with the reason.
• Formulas: Kluvan reads the value Excel stored, never the formula. A text cell that starts with = + - or @ loses those characters, and the findings say so. Kluvan reads only the table; it does not scan files for viruses.
• Matching: products are matched by barcode, then by name; customers and suppliers by phone, then by name. A name that belongs to another record is skipped, so two records are never mixed up.
• The same file twice is recognised. Running it again only updates; nothing is added twice and no opening balance is posted twice.
• This list importer handles lists and opening balances. For historical journals and paid, partly paid or unpaid invoices and bills, use historical accounting migration. Choose one method for each opening party balance: do not import it here as well as through historical documents. Keep the source system for reference; native vendor histories and every old payment event are not automatically converted.
• A balance below zero is not posted; enter it by hand if it is right.
• Every import is listed under Your imports. You can undo an import for 30 days.
• Starting from nothing? Use the empty templates.