Data Import & Export
ERPX provides powerful tools for importing existing data and exporting data for analysis.
Data Import
Supported Formats
| Format | Extension | Best For |
|---|---|---|
| CSV | .csv | Simple tabular data |
| Excel | .xlsx | Formatted spreadsheets |
| JSON | .json | API/programmatic imports |
Import Process
Prepare Your Data
Download the import template for the document type:
- Navigate to the document list (e.g., Inventory → Items)
- Click Import → Download Template
- Fill in the template with your data
Upload File
Go to Settings → Data Import → New Import:
- Select the document type
- Upload your file
- Map columns to fields (auto-mapped if using template)
Preview & Validate
ERPX validates your data and shows:
- ✅ Valid rows ready for import
- ⚠️ Warnings (duplicate detection, formatting issues)
- ❌ Errors (missing required fields, invalid values)
Execute Import
Click Start Import to process the data. Progress is shown in real-time.
Always back up your database before performing large imports. Use a test import with a small data sample first.
Import Templates
ERPX provides pre-built templates for common imports:
| Template | Fields |
|---|---|
| Items | Item Code, Name, Category, UOM, Price |
| Customers | Name, Email, Phone, Address, Credit Limit |
| Suppliers | Name, Email, Phone, Address, Payment Terms |
| Employees | Name, Email, Department, Designation, DOJ |
| Chart of Accounts | Account Number, Name, Type, Parent |
| Opening Stock | Item Code, Warehouse, Qty, Valuation Rate |
| Opening Balances | Account, Debit, Credit |
Sample CSV Format
Item Code,Item Name,Category,UOM,Selling Price,Cost Price,Reorder Level
PROD-001,Wireless Mouse,Electronics,pcs,29.99,15.00,50
PROD-002,USB-C Cable,Accessories,pcs,12.99,5.00,100
PROD-003,Laptop Stand,Furniture,pcs,49.99,25.00,30Data Export
Export Methods
Scheduled Exports
Set up automated data exports:
{
"exportName": "Daily Sales Report",
"documentType": "Sales Invoice",
"format": "xlsx",
"schedule": "daily",
"time": "06:00",
"filters": {
"postingDate": "yesterday"
},
"recipients": ["manager@company.com", "cfo@company.com"]
}Data Migration Guide
Migrating from Other Systems
Export from Source System
Export all data from your existing system in CSV or Excel format.
Clean and Map Data
- Remove duplicate entries
- Standardize formats (dates, currencies, UOMs)
- Map source fields to ERPX fields
Import in Order
Follow this sequence to maintain data integrity:
- Company Settings — Currency, fiscal year
- Chart of Accounts — Account structure
- Items — Products and services
- Customers — Customer master data
- Suppliers — Supplier master data
- Opening Stock — Inventory balances
- Opening Balances — Accounting balances
- Employees — HR data
Verify Data
Run reconciliation reports to ensure imported data matches source system totals.
