Import tasks

Use these instructions to import generic CSV data for tasks Tasks are the labour components of a job - the activities that staff perform as they work to complete the job. Time can be recorded against specific tasks, and those tasks can display as line items on the invoice. A job must include at least one task if time is to be recorded against that job. . After import, these will be stored in the Tasks database In , the names, costs and other details of tasks are stored in the Tasks database (at > Settings > Tasks). When you are working on an estimate, quote, invoice,  job or job template, you can quickly select a task from the database by using the Task drop-down list.

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 Task 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
     Name	Name of the task.
     Description	Brief description of the task.
     Base Rate	The base rate value is what it costs you (per hour) to have the task performed by one of your staff. The base rate value is used only when calculating costs in a quote – later, when the work is invoiced, actual costs are calculated using the appropriate staff or task base rate.
     Billable Rate	The billable rate is what you charge the client (per hour) for work on the task.
     Export Code	Used by various exports to map the task to an activity or product in your accounting system.
     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).
     Income Account	Number of the GL income 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.

Notes on import data for tasks

• Re-importing a task using the Create method will result in a duplicate task record being added to the Tasks database.

Importing the data

To import task data into :

1. On the toolbar click 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 Tasks.
   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 tasks in the Tasks database. Update. (coming soon) 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.