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Import costs

  • Updated

Use these instructions to import generic CSV data for costs. After import, these will be stored in the Cost Admin database In 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 settings-icon.png > 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).

Import methods supported

The import method you specify during the import process controls how your data is loaded into . You can currently import costs using the following methods:

  • Import using the Create method

    When you import one or more cost items for the first time, you should use the Create import method to add the cost items into the Cost Admin database.

    Re-importing a cost item using the Create method will result in a duplicate cost record being added to the Cost Admin database.

  • Import using the Update method

    When you need to change information for one or more cost items (due to a price change, for example), you should use the Update import method.

    Each cost item has a unique identifier (UUID), which you must use to ensure that any update is applied to the correct cost record. The UUID is not displayed in and cannot be edited. You can get the UUID for each cost item by exporting the Cost Admin database into a CSV file.

    In the event of a cost update for a single supplier, your workflow would be:

    1. Export all the cost items in your Cost Admin database into a CSV file.
    2. Edit the CSV file so that:
      • it contains only those cost items from the relevant supplier
      • the Unit Cost value for each cost item is set to the actual cost to you of the item, excluding tax
      • the Unit Price value for each cost item is set to its new Unit Cost, plus your Markup%, excluding tax.
    3. Import the updated CSV file.

Before you begin

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

  • Tips for ensuring a successful import
    • In your import file, each column header identifies a data field that you want to include in your import. You need specify column headers for the mandatory fields plus any additional fields that you want to import.
    • The column headers in your import file must match the format of the column headers in the sample file exactly. You must use the same capitalisation, with any spaces, punctuation or other characters as shown.
    • Make sure that you save the import file in the correct format: CSV

      When working with the CSV file in Excel, make sure you save it using CSV (comma delimited) (*.csv) format. There are several other CSV formats, which are not currently supported by .

    • Make sure there are no carriage-return characters in any of the data fields. These characters are created by pressing the Enter key and may have been included in the original data to break text onto several lines; in an address, for example.
    • Make sure there are no blank lines at the end of the data file. If you see error messages reporting that several mandatory items are missing, open the CSV file in a text editor like Notepad to check for (and remove) blank lines.
    • Depending on the source of your import file, you may notice that there some columns that you do not wish to import. You can remove any such columns (as long as they are not mandatory columns - see Set up a file from scratch, below) before you run the import. Alternatively, during the Map fields step of the import process, you can flag any unwanted columns as Do not import, so they are ignored.

Setting up an import file

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

  • Modify a sample file
    1. Download the Cost Import Example CSV file at the end of this article.
    2. Open the file using a suitable desktop application, such as Microsoft Excel.
    3. Remove any columns that you do not wish to use (but not the mandatory columns - see Set up a file from scratch, below).
    4. Replace the sample data (from row 2 onwards) with the information you wish to import.
    5. Save the completed file in CSV format.
  • Set up a file from scratch
    1. Create a spreadsheet using a suitable desktop application, such as Microsoft Excel.
    2. Include the mandatory column headers (plus any optional column headers you require) in row 1. Each column header should be in a separate column. Copy each column header exactly (the import is case sensitive).

      If a column header in the import file has an exact match with a column header shown below, will automatically assign the CSV input data to the correct data field. If any column headers do not match exactly, you can match them manually during the field mapping stage of the import.

      Column Header Description
      UUID Unique cost-record identifier. The UUID is required only when importing costs to update existing data (Import Method = Update). Leave this column blank or select Do not import when adding new costs (Import Method = Create).
      Cost Name Name or brief description of cost item.
      Unit Cost The cost to you of one cost item. This would normally be the amount you paid to purchase the item, excluding tax.
      Unit Price The selling price of one cost item. This would normally be the price paid by one of your clients to purchase the item, excluding tax.
      Type Cost type is Stock or Service.
      Billable Yes=billable (default); No=non-billable.
      Cost Note Descriptive note about the cost.
      Supplier If specified, it must match an existing supplier name.
      Cost Code

      Code or identifier (such as a model number) used by the supplier to order or track the cost item.

      The Cost Code for any cost item is usually unique but does not have to be. When adding costs manually, you will see a warning message (which you can ignore) if you type a Cost Code that has already been used by another cost item.
      SalesTax1 Sales tax applicable to the cost item. Example: 15% GST on Income
      SalesTax2

      Sales tax applicable to the cost item (optional - only used when sales taxes are applied at two levels such as federal and local taxes).
      PurchaseTax1 Purchase tax applicable to the cost item. Example: 15% GST on Expenses
      PurchaseTax2

      Purchase tax applicable to the cost item (optional - only used when purchase taxes are applied at two levels such as federal and local taxes).
      Income Account Number of the GL income account in Xero that will be used to track sales of the cost item.
      Cost of Sale Account Number of the GL expense account in Xero that will be used to track sales of the cost item.
      XeroTrackingCategoryName1 Name of Xero tracking category used for reporting on sales of the cost item.
      XeroTrackingCategoryName2 Name of additional Xero tracking category used for reporting on sales of the cost item.
      XeroTrackingCategoryOption1 Name of Xero tracking option relating to XeroTrackingCategoryName1.
      XeroTrackingCategoryOption2 Name of Xero tracking option relating to XeroTrackingCategoryName2.
    3. In row 2 onwards, enter the information that you wish to import.
    4. Save the completed file in CSV format.
  • Modify a file containing data exported from another application
    1. Open a CSV file that has been exported from another application.
    2. Remove any rows that you do not wish to use.
    3. Remove any columns that you do not wish to use (but not the mandatory columns - see Set up a file from scratch, above).
    4. Change each column header so that it exactly matches the equivalent column header listed under Set up a file from scratch above. Using the standard column headers reduces the effort required when you map the CSV file column headers to the standard column headers.
    5. Save the completed file in CSV format.

Importing the data

To import cost data into :

  1. On the toolbar click settings-icon.png and select the Import tab. The Import screen displays the status of any previous import operations:
    • Imported. The import is complete.
    • Validated. The import was partly completed. You can click the Validated flag to complete the import operation from the data validation stage reached earlier.
  2. On the Import screen, click Import to start the import wizard.
  3. In the import wizard, Upload File step, provide the following information, as required.
    Field Description
    Data Type

    The data type of file that you wish to import. Select Costs.
    Click to upload

    Drag and drop or click to select the CSV file you wish to import.
    Import Method

    Select the import method to use:

    • Create. Use the imported CSV data to create new costs in the Cost Admin database.
    • Update. Use the imported data to update existing cost data.
    • Create & Update. (coming soon)
    • Delete. (coming soon)
  4. Click Next. The fields you can import are listed.
  5. In the import wizard, Map Fields step, make sure that each field is correctly mapped to the column names specified in the uploaded CSV file.

    If you have used the standard column header names, mapping will take place automatically. Sample data items from row 2 of the CSV file are displayed, at right, to help you verify that the mapping is correct.

    To ignore data in optional data fields, you can select Do not import in the Column Name drop-down list, if you wish. This saves you having to physically remove any fields you do not wish to import.

  6. Click Next. Your CSV data is validated and produces an error report. Choose your next step from the following table.
    Errors Yes/No? Next Step...
    No Click Import Rows to complete the import process. displays the Import screen. You may need to refresh the screen to update the Importing.. flag to show Imported.
    Yes

    Do one of the following:

    • Click Import Rows Excluding Errors to complete the import process using only rows that were correct.
    • Click Download Error Rows to download a CSV file that contains only those rows that contain an error. You can correct the errors and re-start the import process using the corrected file.
    • Pause the import process by clicking the back-arrow at top-left of the screen. displays the Import screen.

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