How to Import Data — Step-by-Step Guide
This guide walks you through the complete import process using the Data Exchange Wizard. The steps are the same regardless of which data type you are importing.
Before You Begin
- Prepare your data in a CSV file. You can use Microsoft Excel, Google Sheets, or any spreadsheet application to create the file. Save it as CSV (Comma delimited) format.
- Make sure the first row of your file contains column headers that describe each column (e.g., "Item Name", "SKU", "Price").
- If you are unsure what columns to include, export the data type first to get a template with the correct headers.
Step 1: Select Your File
When the wizard opens in import mode, you see Step 1:
- If the data type requires a location (such as Inventory Items or Employees), select the target location from the Location dropdown. This determines which location the imported data is associated with.
- If the data type requires an account (such as Bank Transactions), select the appropriate account from the dropdown.
- Click Browse to open a file dialog
- Navigate to your CSV file and select it
- Make sure First row contains headers is checked (this is the default)
- AccuArk reads the file and displays a summary: "Loaded: 150 rows, 12 columns"
- Click Next to proceed to Step 2
If the file cannot be read, an error message appears in red. Check that your file is a valid CSV and is not open in another application.
Step 2: Map Your Columns
Step 2 shows a grid with three columns:
| Column | Description |
|---|---|
| File Column | The column header from your CSV file |
| Maps To | A dropdown where you select which AccuArk field this column should map to |
| Preview | A sample value from the first row of your file |
AccuArk attempts to auto-map your columns based on common column header names. For example, a column named "Product Name" is automatically mapped to "Item Name", and a column named "UPC" is mapped to "Barcode".
Review each mapping and adjust as needed:
- Click the Maps To dropdown for any row to change the mapping
- Select (Skip) to ignore a column that you do not want to import
- Required fields are marked with an asterisk (*). You must map all required fields before proceeding.
If you try to proceed without mapping all required fields, a message lists the missing fields.
Click Next to proceed to Step 3.
Step 3: Preview and Validate
Step 3 shows a preview grid of your data after mapping and validation. Each row shows:
| Column | Description |
|---|---|
| Row # | The row number from your CSV file |
| Status | New (will be inserted), Update (will update an existing record), or Error (has a validation problem) |
| Data columns | A preview of the key fields for that row |
| Error | If the status is Error, a description of the problem |
A summary appears below the grid showing the total counts:
- How many rows are valid (ready to import)
- How many are new records (will be inserted)
- How many are updates (will modify existing records)
- How many have errors (will be skipped)
Understanding "New" vs "Update"
For data types that support upsert (update or insert), AccuArk checks each row against existing records using a match key. For example:
- Inventory Items match on SKU — if an item with that SKU already exists, it is updated
- Customers match on email or phone number
- Vendors match on account number or vendor name
- Chart of Accounts matches on account code
If no match is found, the row is treated as a new record.
Handling Errors
Rows with errors are highlighted in red. Common errors include:
- A required field is missing or empty
- A lookup value does not match any existing record (e.g., a category name that does not exist)
- A numeric field contains non-numeric data
- An amount is zero or negative when a positive value is required
You can proceed with the import even if some rows have errors. Error rows are skipped during import; only valid rows are processed.
Click Import to proceed to Step 4.
Step 4: Import Progress
Step 4 shows a progress bar and a real-time log of the import:
- The progress bar fills as rows are processed
- Below the progress bar, you see the current row being processed (e.g., "Importing row 112 of 148: Widget Pro")
- Each completed row is logged with its result (success, updated, or failed)
Import runs in batches of 100 rows. Each batch is processed as a single transaction — if any row in the batch fails, the entire batch is rolled back and reported as an error. This protects your data from partial imports.
Do not close the wizard while the import is running. Wait for the process to complete.
Step 5: Summary
After the import finishes, Step 5 shows a complete summary:
- Total Rows — How many rows were in your file
- Inserted — How many new records were created
- Updated — How many existing records were modified
- Errors — How many rows failed
- Skipped — How many rows were skipped (validation errors from Step 3)
- Duration — How long the import took
If there were errors during import, you can click Export Error Report to save a CSV file listing the failed rows with error details. You can fix these rows in the CSV file and re-import them.
Click Close to exit the wizard.