Import Data: Parts, Units, Customers, and Vendors
Parts, units, customers, and vendors can be imported
into your FleetSquared system using Excel spreadsheets. Using our downloadable templates, you can
insert existing data from other repair systems into FleetSquared. Each of the import screens has similar
functionality. You need to download an Excel spreadsheet template file,
enter your records in the template file, then upload the file.
template column headings marked in bold text are required fields. All other
fields are optional and can be left blank.
Part Master Imports
The following import tabs are available on the Part Master screen (Menu path:
Parts → Part Master):
- Import Parts (list of part numbers)
- Import Parts On Hands (quantity of parts in
- Import Parts Location Details (part warehouse
Unit Master Imports
From the Unit
Master (Fleet → Unit Master):
- Import Equipment Units
Administration Imports (Customers and Vendors)
- Import Customers (Administration → Customer)
- Import Vendors (Administration → Vendors)
Import Parts Example
As mentioned above, the import process is nearly the same
for each import. We'll demonstrate a
part master import as an example.
- Open the Parts menu and select Part
- Open the Import
- Click on Download
- Your web browser will download or prompt you to
download the template file. In Google
Chrome, for example, the download file is displayed in a download bar at the
bottom of the browser.
- If you use a Windows 10 computer, the file will
typically be saved to the Downloads folder under Quick Access in Windows
- Open the template file using Microsoft Excel and
click on Enable Editing.
- Columns with bold headings are required to add new
- Enter your data into the file and save.
- Back on the Import Parts screen, click Choose File.
- Browse to the folder when your import file is
located, select it, and click Open.
- Click Import next to the file name.
- A pop-up window will advise you that the import
process has begun. Click OK.
The import status is displayed on the screen. Click Refresh to re-check the status. Large files may
take several minutes to complete. The summary will also show you the number of records
imported and the number of records with errors.
If you experience import errors, detailed error
messages will be displayed in the bottom pane under Import Data Errors and Import
of import errors include:
Required fields left blank (the error message
will contain the phrase "cannot insert NULL into. . . "). To resolve
this error, fill in all required fields and re-upload.
Invalid special characters. FleetSquared can
only import data containing alphanumeric characters and English language
standard keyboard characters. For example, an ampersand (&) can be
entered in the part description field, but the degree symbol (°) will cause an
Invalid data (i.e. alphabetic characters entered
in a part price field or an incorrect date format).
Value too large for column. Some values, such as
a product group code, have a maximum length of 12 characters, for
example. Look in the error message for the maximum size:
"ORA-12899: value too large for column
(actual: 13, maximum: 12)"
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