This guide provides essential information for successfully importing data into Unleashed using CSV files. Following these guidelines will help you avoid common errors, ensure data accuracy, and streamline your bulk import process. Whether you're updating existing records or creating new ones, this article will walk you through the requirements and best practices for a smooth import experience.
Important: Once a CSV file has been successfully imported to Unleashed, the changes cannot be undone. Always save a backup copy of your original export before making any modifications.
System behaviour during import
You will retain full functionality of your Unleashed account whilst imports are processing. However, for large data imports, we recommend uploading during off-peak hours to ensure optimal performance and data accuracy.
Once an import file begins uploading, it cannot be cancelled or removed from the queue.
Template Requirements
To ensure a successful import, your CSV file must meet the following requirements:
Use Official Templates Only: Always use Unleashed's export templates available from each Import/Export page. Do not create your own template from scratch.
Preserve Header Columns: Do not edit or rename the header column names. They must identically match Unleashed's original template.
Keep All Columns Intact: Do not remove columns from the template, even if you're not using them. Removing columns will delete that field's data in Unleashed upon import.
Complete Mandatory Fields: All fields marked with an asterisk (*) must be completed.
Save in Correct Format: Save your file as CSV format with Unicode (UTF-8) encoding.
Data Formatting Requirements
Tax Rates: Enter tax rates as numeric values only. For example, for a 15% tax rate, enter 15 (not 15% or 0.15).
Special Characters: Do not include special characters such as commas, line breaks, percentage symbols, ampersands, or similar characters.
Long Numbers: Phone numbers, barcodes, and other long numbers must be saved as Text or Number format; never as Scientific notation (e.g., 3.4E+12). If saved in scientific format, only the scientific value will be imported, and the original number will be lost.
Address Details: When importing Customer or Supplier addresses, you must specify an "Address Name" for each entry.
Unique Identifiers: Product Codes, Customer Codes, and Supplier Codes must identically match the codes in Unleashed for updates to process successfully.
Handling Excel Cell Formatting Issues
Microsoft Excel may automatically reformat certain data types, particularly:
Numbers with leading zeros (e.g., converting 00123 to 123)
Long numbers (converting them to scientific notation)
To correct cell formatting in Excel:
Open the CSV file in Excel.
Highlight the affected column(s).
Right-click and select Format Cells.
Under Category, select Number.
Change Decimal Places to 0.
Click OK.
This ensures leading zeros are preserved and long numbers display correctly.
Best Practices for Importing
Before importing
Delete unnecessary rows: Remove any records you don't intend to update. This speeds up the import process and reduces the risk of accidental changes.
Review your data: Double-check all entries for accuracy before uploading.
Understand blank fields: When using a pre-populated export template, removing data from non-mandatory fields will delete that data from Unleashed upon import.
During import
Upload one file at a time: Allow each import to complete before uploading the next file to ensure accuracy and efficiency.
Review parked transactions: All transaction imports create records in "Parked" status, allowing you to review and make adjustments before finalising.
Monitoring import progress
Track your import status via the taskbar located in the burger menu (☰) in the top right corner of your Unleashed page.
Import Status Indicators:
Orange circle: Import in progress
Red cross: Import failed or contains errors
Green tick: Import completed successfully
If an import fails, click the task notification for detailed error information. You will also receive an import report via email confirming completion or explaining why the import failed.
🤓 Tip: For troubleshooting specific errors, refer to the Troubleshooting Import Errors article.
Summary
By following these guidelines, you can confidently import data into Unleashed while minimizing errors and maintaining data integrity. Remember to always back up your data before importing, use official templates, and carefully format your CSV files according to the requirements outlined above.
If you encounter any issues during the import process, review the error messages provided and consult our troubleshooting resources for additional support.
Tutorial Video
Importing Data
Frequently asked questions
Can users still use the account during a CSV import?
Can users still use the account during a CSV import?
You will still have full functionality of your Unleashed account whilst a CSV import is being uploaded. However, if you are making lots of data changes with the import, we recommend uploading it during off-peak hours to ensure the uploads are completed as efficiently as possible and that your users are using the most accurate data in Unleashed.
We would also recommend only uploading one import at a time. This will help to ensure each upload is imported successfully and updates the appropriate records in Unleashed, ready for the next import to be uploaded.