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# Getting started with data imports

Please note that the following fields should be configured in the settings menu before completing data imports as the options configured will guide the input.

* Sales > Sectors
* Stock > Part categories
* Stock > Supplier ratings

1. **Stock Locations**

Use this template to add your location hierarchy.

*Note* - you MUST add the main locations in the settings menu before completing this import.

| Column Name | Input type | Description | Required? |
| ---- |
| Organisation Location | Dropdown | These locations must be added to setting menu before uploading this CSV | Yes |
| Stock Location | Text | This is a sub location within a main location e.g. Warehouse 1, Bay 1 | Yes |

## 1. Companies Import Template

Use this template to add your customers and suppliers.

| Column Name | Input type | Description | Required |
| ---- |
| Company Name | Text |  | Yes |
| Sector | Sector (from settings) | Only sectors that have been added in the settings menu should be used as an input here. | No |
| Default Currency | Currency (from settings) | The currency in which you sell to or buy from the company | Yes |
| Default Payment Term Days (only applies where company is a customer) |  | Use in conjunction with default payment term days. Example, enter 30 for 30 days from invoice date. | No |
| Payment Terms Offset (only applies where company is a customer)Payment Term | Text lookupText lookup | Available input options:Invoice DateEnd Of Current MonthEnd Of Following MonthOr leave blank if no payment terms agreed.Can only be eitherCreditPro Forma | No |
| Customer | Y or N | Is this a customer? | No |
| Supplier | Y or N | Is this a supplier? | No |
| Supplier Rating | Supplier rating (as per settings) | Only ratings that have been added in the settings menu should be used as an input here. | No |
| Tax Rate (Purchases) | Text lookup | Tax rates must exist in the settings as this is a lookup field. Please set up your accountancy connection before adding tax rates. Once set up, use name of tax code name, eg 20% (VAT on Expenses). | No |
| Tax Rate (Sales) | Text lookup | As above. | No |
| Notes | Text |  | No |
| Update? | Y or N | Add Y if you want to update the company record | No |
| Existing Company Name | Must be an existing company name | Use this field if you wish to update a company record | No |

## 2. Parts Import Template

**This should be considered the “master” template for all parts.**

Everything you buy, sell or manufacture is considered a part in Flowlens. This template should be completed first with all parts, be they manufactured, bought or a sub assembled part.

Note - whilst not all columns need to be completed for the upload to work, it’s important to upload as much information as is available in the first instance.

| Column Name | Input type | Description | Required? |
| ---- |
| Part Number | Text |  | Yes |
| Revision | Text | Only if applicable | No |
| Name | Text |  | No |
| Manufactured | Y or N | Is this a manufactured part? | No |
| Purchased | Y or N | Is this a part you purchase? | No |
| Sellable | Y or N | Is this a part you sell? | No |
| Part CostCost Price Strategy | Number to with 2 decimal placesText dropdown | How much does it cost you to buy? If 0 keep blankMust be entered as Manual | NoYes |
| Sell Price | Number with 2 decimal places | If 0 keep blank | No |
| Track Stock | Y or N | Do you want to track the stock quantities of this part? | No (will default to Y if not added) |
| Default Stock LocationHas batch numbers | Locations from settingsY or N | Stock locations must first be added in the settings menu and only the locations added can be used as an input. This must match a stock location within an organisation location e.g. Warehouse - Shelf 1Is this sold or pruchased in batches | Yes.No |
| Automatically Allocate From Stock | Y or N | If the part is available, do you want it to be automatically allocated? | No |
| Automatically Build InlineSubcontractedAutomatically add subcontracting steps | Y or NY or NY or N | If the part is available, do you want it to be automatically built as part of the manufacturing workflow on a job card?Is this a subcontracted part?If subcontracted - do you want the subcontracting steps automatically adde dto the job card? | NoNoNo |
| Minimum Stock Level | Whole Number | Must be less than warning | No |
| Warning Stock Level | Whole Number | Must be less than maximum | No |
| Maximum Stock LevelMinimum Order Quantity | Whole NumberWhole Number | This will be enforced on purchase orders | NoNo |
| Sales Description | Text | This will appear on all quotations | No |
| Purchase Description | Text | This will appear on all purchase orders | No |
| Fractional Quantity | Y or N | Can this part be ordered, sold and used in fractional quantities rather than whole quantities? | No |
| Serialised | Y or N | Will this part (manufactured or otherwise) be given a serial number? | No |
| Serial Strategy | Manual or Automatic | If Automatic then Flowlens will assign serial numbers based on the below columns. | Only required if serialised (above) is marked as Y |
| Prefix | Text | The starting sequence of the automatic serial number e.g. ABC0001 | No |
| Postfix | Text | The ending sequence of the automatic serial number e.g. 0001FL2 | No |
| Pad length to | Number | How many digits in length should the automatic serial number be (e.g. 8 etc) | No |
| Pad With | Number | If the automatic serial is starting at 1 and has to be 5 number of digits long, what number should the serial be filled with e.g if 0, serial would look like 00001 | No |
| Part Category | Category from settings | Part categories must first be added in the settings menu | No |
| Unit of Measure | Text dropdown | Square MetreIndividual ItemPackCentimetreMillimetreRollGramKilogramMilligramDayHourLitreMillilitre | No |
| Weight | Number |  | No |
| Volume | Number |  | No |
| Country of OriginCommodity Code PurchasesCommodit Code Sales | TextTextText | Must be full country name i.e. not country code | NoNoNo |
| Nominal Account (Purchases) | Text dropdown | These must exist in settings. These can be pulled down once you have connected your accountancy package. | No |
| Nominal Account (Sales) | Text dropdown | These must exist in settings. These can be pulled down once you have connected your accountancy package. | No |
| Update? | Y or N | Add Y if you want to update the part record | No |
| Existing Part number | Must be an existing part number | Use this field if you wish to update a part record | No |
| Existing Part revision | Must be an existing part revision | Use this field if you wish to update a part record | No |

## 3. BoM (Bill of Materials) Import Template

Use this template to add the workflow for all of your manufactured parts and assemblies.

\*Note - the parts import must be completed so part numbers are added to the system before this import can be completed.

| Column Name | Input type | Description | Required? |
| ---- |
| Parent Part Number | Text | Must be added against every component line | Yes |
| Parent Revision No | Text | Must be added against every component line if applicable | No |
| Child Part Number | Text |  | Yes |
| Child Revision No | Text | If applicable | No |
| Quantity | Number | Can be fractional if the part has been set up as fractional. | Yes |
| Step Name | Text | e.g. 1. Assembly | No |
| Workflow Resource | Text dropdown | Only resources that have been added in the settings menu should be used as an input here. | No |
| Workflow Stage | Text dropdown | Only stages that have been added in the settings menu should be used as an input here. | No |
| Schedule Start Day | Number greater than 0 | On what day of production does this step start? Must be a value greater than 0 | Yes |
| Estimated Time | Text | How long does this step take in minutes? | No |
| Description | Text |  | No |
| Update? | Y or N | Add Y if you want to update the step | No |
| Existing Child Part number | Must be an existing part number | Use this field if you wish to update a step of the BOM | No |
| Existing Child Part revision | Must be an existing part revision | Use this field if you wish to update a step of the BOM | No |
| Existing step name | Must be an existing step name | Use this field if you wish to update a step of the BOM |  |

## 4. Supplied Parts Import

Use this template to add suppliers to each supplied part.

\*Note - the parts import and company import must be completed before this import can be completed.

| Column Name | Input type | Description | Required? |
| ---- |
| Part Number | Text | Part number must exist in system | Yes |
| Revision | Text |  | No |
| Supplier | Text | Supplier must already be added to company list | Yes |
| Supplier Part Name | Text |  | No |
| Manufacturer Part Number | Text |  | No |
| Unit Cost | Number | Must be in number format to 2 decimal places (no currencies) | Yes |
| Lead TimeMinimum Order Quantity | NumberNumber | Must be greater than 0?Can be 0 or more | YesYes |
| Notes | Text |  |  |
| Link | Text | Link to the supplier purchase site |  |
| Update? | Y or N | Add Y if you wish to update the supplier details. |  |

## 5. Stock Quantity Import

Use this template to add your stock quantities to each location.

\*Note: The parts import and stock location import should be completed before this import is completed.

| Column Name | Input type | Description | Required? |
| ---- |
| Part Number | Text |  | Yes |
| Revision | Text |  | No |
| Stock Location | Text | Locations must already be added in settings |  |
| Quantity | Number |  |  |
| Unit Value | Number | Units must already be added in settings and associated with the part in the parts list |  |

## 6. Addresses Import

Use this template to add your address list and associate with each company.

\*Note: The company import should be completed before this import is completed.

| Column Name | Input type | Description | Required? |
| ---- |
| Company Name | Text | Company must already be added to company list |  |
| Address Name | Text |  |  |
| Default Billing Address | Yes or Blank | Is this the default billing address? |  |
| Default Delivery Address | Yes or Blank | Is this the default delivery address? |  |
| Email | Text |  |  |
| Phone | Text |  |  |
| Fax | Text |  |  |
| Website | Text |  |  |
| Street 1 | Text |  |  |
| Street 2 | Text |  |  |
| City | Text |  |  |
| County/State | Text |  |  |
| Postcode | Text |  |  |
| Country | Text | Full country name e.g. Ireland, United Kingdom etc |  |

## 7. Contacts Import

Use this template to add your contact list and associate with each company.

\*Note: The company import and address import should be completed before this import is completed.

| Column Name | Input type | Description | Required? |
| ---- |
| Company Name | Text | Company must already be added to company list |  |
| Address Name | Text | Address must already be added to address list |  |
| Title | Text |  |  |
| Pronouns | Text |  |  |
| Role | Text |  |  |
| Email | Text |  |  |
| Role | Text |  |  |