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    1 Jun, 2022
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    Import troubleshooting

    In this guide, we’ll explain common troubleshooting steps when running into errors during a data import.

      

    Upload the file as a different format (.csv, .xls, or .xlsx.)

    Check if the file has a header row or not, and mark that in the importer tool

    Remove all formulas from the document

    Try a different matching criteria

    Ensure all subgroup names are unique

    How to import a subgroup

    Why subgroups need unique names (and how to create temporary unique names)

     

    Each bullet will be explained in-depth below:

    Upload the file as a different format

    Erply supports 3 file import types: .csv, .xls, and.xlsx.

     

    .csv: Used for single-sheet uploads

    .xls: Used for multi-sheet uploads

    .xlsx: Used for multi-sheet uploads

     

    In most spreadsheet editors, you can save your spreadsheet as a different file by going to the File and selecting Save As, Download, or Export.

      

     

    Check if the file has a header row or not, and mark that in the importer tool

    Erply import tools will allow you to select if your spreadsheet contains a header row or not. Ensure that the correct option is checked off.

      

     

    A header row in a spreadsheet tool is located on row one and contains descriptive information regarding each data column.

     

    An example header row would  look like:

     

    Header Row

    First name

    Last name

    --

    John

    Smith

    --

    Jane

    Dough

     

    Remove all formulas from the document

    Erply’s import tools will not work properly if a spreadsheet contains formulas, alternate colors, or other automations.

     

    An easy fix is to:

    Copy the entire sheet

    Create a new spreadsheet tab

    Paste the values only into the new tab (see more below on this)

    Import that sheet into Erply as a .csv

     

    Pasting the values of spreadsheet cells removes all formulas.

     

    In most softwares, this can be done by pressing Ctrl+Shift+V (Command+Shift+V on Mac).

     

    Your spreadsheet edition should have this option by opening the Edit menu and looking for a Paste special or Paste options button. You can also see if the “Paste” button has an hover-over dropdown menu that allows you to select to paste Values only.

     

    Try a different matching criteria

    Depending on the data that you’re importing, Erply gives you different options to identify and match each row by. These are typically used when updating existing records in bulk using an importer tool.

     

    For example, inventory imports have the option to match existing records by a product’s Code, UPC/EAN code, and Name. 

     

    You may want to adjust your matching criteria if you’re running into issues.

     

    Note: Only change your matching criteria when it makes sense! If you are changing product names in an import, you will not want to match by Name -- since Erply will be updating those records. 

     

    Ensure all subgroup names are unique

    This section will break down how to import into subgroups, and how to make temporary unique subgroup names.

     

    Please note that product and customer group names are case sensitive!

    Part 1: How to import a subgroup

    In your import template, you always want to list the intended subgroup endpoint in the customer/product group column. 

     

    We’ll show how to import customers into specific subgroups, but this concept applies to product groups as well.

      

    Using the following subgroup structure as an example:

    West coast customers → LevelUp Rewards → PC-only

    West coast customers → LevelUp Rewards → Xbox-only

    West coast customers → Non-loyalty member

     

    An example import template would look like this:

     

    ID

    Full name

    Group

    Notes 

    (not included in template)

    001Billy ArmstrongWest coast customersWill be imported into the main West coast customers group.
    002Geralt RiviaLevelUp RewardsWill be imported into the LevelUp Rewards subgroup under the main West coast customers group.
    003Marc BrutusNon-loyalty memberWill be imported into the Non-loyalty member subgroup under the main West coast customers group.
    004Luna LovegoodPC-OnlyWill be imported under the PC-Only subgroup under the LevelUp Rewards subgroup under the main West coast customers group.

     

    Part 2: Why subgroups need unique names

    Here we’ll explain why imports require unique names and what to do when you have one or more groups with the same name.

     

    Taking from the above example, let’s say you have multiple customer groups with the same exact name.

     

    If you try to import a customer into the “LevelUp Rewards” group, Erply will not know which customer group to upload them to, because two “LevelUp Rewards” groups exist.

     

    To solve this problem, you must temporarily rename duplicate subgroup names so they are all unique. Here, we might add an E to the “LevelUp Rewards” subgroup under the “East coas”t customer group, as shown below.

    From there you can import customers under “LevelUp Rewards E” if you want them to fall under the “East coast” overarching group, or under “LevelUp Rewards” if you want them to fall under the “West coast” overarching group.

    You can rename a group by right-clicking the group name and pressing Rename. 

    When you are done with your import, all groups and subgroups can be changed back to their original names.

     

    Remember: When importing customer or product groups and subgroups, the names are case sensitive.