Data
Importers
Import data from files into WiseParts.
Import data into WiseParts from CSV or Excel files. Importers let you bulk-load customers, sales history, quotes, and other records from your external systems.
Quick Overview: Upload a file, map columns to system fields, preview the data, then run the import.
Import Process
The import wizard guides you through four steps:
| Step | What You Do |
|---|---|
| 1. Select Type | Choose an import type (customers, sales, etc.) |
| 2. Upload File | Drag and drop a CSV or Excel file |
| 3. Map Columns | Match your file columns to system fields |
| 4. Review & Import | Preview data, configure options, run import |
Navigate to Data > Importers to begin.
Available Import Types
| Type | Description | Key Information |
|---|---|---|
| Customers | Customer master data | Name, address, contact info, tax ID |
| Customer Branches | Locations for multi-site customers | Linked to parent customer, separate address |
| Contacts | Emails and phone numbers | Linked to customer / branch, or unattached. Learn more |
| Sales | Transaction history | Date, customer, brand, quantity, values |
| Due Docs | Outstanding invoices | Customer, document ID, dates, amount owed |
| Quotes | Quote/order records | Customer, brand, status, channel, value |
| Brand Families | Product categorization | Groups brands into families for analytics |
| Brands | Brand master data | Code and name |
| Products | Product catalogue | Reference, EAN, brand, family, description, cost, price |
| Stock Snapshots | Stock on hand on a given date | Date, SKU, warehouse, quantity, values. Learn more |
| Stock Movements | Stock entries and exits | Date, SKU, warehouse, movement type, quantity |
| Orders | Order lines | One row per line: order, customer, date, SKU, quantity, values, plate, VIN |
| Invoices | Invoice lines | One row per line: invoice, customer, date, SKU, quantity, values |
| Conversations | Message history | Conversation channel, contact, direction, message, date |
| Postal territories | Postcodes grouped into territories | If enabled. Postal code, territory, centre, country. Learn more |
| Value dictionary | Readable names for codes | Object, field, code, one name per language. Learn more |
File Format Requirements
- Supported formats: CSV, Excel (.xlsx)
- First row: Must contain column headers
- Encoding: UTF-8 recommended for special characters
- Date format: YYYY-MM-DD (ISO format) preferred
Column Mapping
The system provides an interactive mapping interface:
- Auto-detection: Common column names are matched automatically
- Manual mapping: Select from dropdown or drag and drop
- Required fields: Marked with asterisk (*)
- Skip columns: Leave unmapped to ignore
Tip: Download the template for each import type to see the expected column format.
Value dictionary: If your file has no object or field column, choose the Object and Field in the mapping step and every row is imported for them. Rows for another object or field are rejected. Clicking Import on a field's value dictionary opens the importer with both already chosen.
Import Options
Each import type has specific options to control how data is processed:
Customers
- Create as prospects: New customers start as prospects
- Update existing: Modify existing customer records
- Clear salesmen: Remove salesman assignments
Sales
- Replace period: Delete and re-import data for the selected date range
- Delete all: Clear all sales before importing
Due Docs
- Delete all: Clear all due documents before importing
- Delete by branch: Clear only documents for specific branches
Quotes
- Replace period: Delete and re-import for the selected date range
- Delete all: Clear all quotes before importing
Products
When an article changes brand or family, choose what happens to the sales you already imported:
- Keep historical classification: Past sales keep the brand and family they were recorded with (default)
- Reclassify history: Past sales are rewritten to match, so past figures change
Import Status
| Status | Meaning |
|---|---|
| Running | Import is in progress |
| Completed | All rows imported successfully |
| Completed with Errors | Some rows failed validation |
Imports run in the background. The status updates automatically as the import progresses.
Error Handling
- Preview validation: Warnings displayed before running the import
- Success/error counts: Shown after completion
- Failed rows: Can be exported for correction and re-import
- Atomic processing: Successfully imported rows are kept even if some fail
Automatic Imports
For recurring imports, you can set up automatic file transfers:
| Method | Description |
|---|---|
| SFTP WiseParts | Upload files to WiseParts' secure server |
| FTP External | Connect to your own FTP server |
Automatic imports can be scheduled to run at regular intervals, picking up new files as they appear. Each organization can have multiple SFTP connections configured in WiseParts.
To check which files have arrived on a SFTP WiseParts source, click Data Sources on the File Import tab, edit the source and switch to the Files tab. Browse the folders and download any file up to 25 MB.
Tips
- Import order matters: Import customers and branches first, then brands and products, then sales and other data (sales reference customers and brands). Scheduled imports that run together follow this order automatically
- Use templates: Download and fill in the provided templates
- Test first: Verify mapping with a small sample before importing everything