Importing Costs

Use these instructions to import generic CSV or TXT data for costs. After import, these will be stored in the Cost Admin databaseIn WorkflowMax, the costs of the products, materials or recurring expenses that you typically use while working on a job can be stored in the Cost Admin database (at Business > Settings > Costs). When you are working on an estimate, quote or job you can quickly access a cost from the database, simply by typing its name in the description field (on the cost information screen)..

Before you begin

Before you import data into WorkflowMax, you need to prepare a suitable import file.

Setting up an import file

To set up an import file, do one of the following:

Notes on import data for costs

  • Make sure that you have removed any columns that do not contain data. This is especially important if you are using the Update Existing? option, as blank fields will replace existing non-blank data.
  • The code field is used to prevent duplicate cost items from being imported, so make sure that all existing costs in the database have a code value. This ensures that you don't import any duplicate cost items.
  • It's possible to create records with duplicate cost descriptions, although the code field must be unique.
  • If you use the supplier column then this must match the name of an existing supplier in WorkflowMax. If the supplier name does not match, that cost record will not be imported.
  • To update an existing cost in the Cost Admin database - with a manufacturer's price increase, for example - select the Update Existing checkbox.

    A cost record will be updated only when the Code on the import file matches an existing cost Code.

Importing the data

To import cost data into WorkflowMax:

  1. In the Business menu, select Settings > Import.
  2. On the Import screen, provide the following information, as required.
    File Type

    The type of file that you wish to import. Select Generic - Cost.

    File Format

    The format is either CSV or tab-delimited.

    Update Existing?

    Controls whether existing data is overwritten with newly imported information.

    • Select this checkbox if you want existing information to be overwritten with any new information.
    • Clear this checkbox to prevent existing information from being overwritten with any new information.

    Choose the file on your computer that you wish to import.

    Job Import Options

    This section is required only if you are importing job data.

  3. Import the data. The number of rows successfully imported is displayed at the foot of the screen. If there were any errors during the import, they will be displayed at the foot of the screen.

Setting up WorkflowMax

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