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You can import data from other sources into inFlow, which can save you time by eliminating the need to manually retype your existing data.

Seven types of data can be imported into inFlow: Sales Orders, Purchase Orders, Products, Bill of Materials, Customers, Vendors and Inventory. All types of data can be imported from the widely-used Comma Separated Value (CSV) format, and Products, Customers, and Vendors can also be imported from the IIF format used by QuickBooks.  When importing your information the program will give you notes on the actions taken during the import (eg. 3 lines updated).

(If you're looking for an article on how to import into Quickbooks please click here: "How do I import inFlow information into Quickbooks?")

Which Data Type should I use?

Each type of data captures different information.  Here's a quick breakdown:

Sales Orders:  Past orders from Customers, includes the items on the order, when it was created, how much was paid etc.

Purchase Orders:  Past orders from Vendors, includes the items on the order, when it was created, how much you paid etc.

Products: Includes product details like price and cost, name, type, category etc. (this does not include stock quantity).

Inventory: The items you have in stock, their location and their quantity.

Bill of Materials: the products which make up an assembly (eg. a Bike is made up of the frame, wheels, handlebars and seat)

Customers: Individuals who've purchased from you.

Vendors: Companies that you've purchased stock from.

CSV File Format

The CSV format is the most common data format and most programs should be able to export to this text-based format. For example, in Microsoft Excel, a spreadsheet can be converted to a CSV file by selecting the CSV file type from the Save As dialog. The first row can optionally contain column headers describing the contents of the data in each column. This is recommended but not required.

The exact set of columns in the CSV file and their order are flexible, since you will have a chance to rearrange them when importing the data.

Importing CSV Files

To import data from CSV Files into inFlow:

1. From the inFlow menu button, select the General option.
2. Click Import Data.
3. Select the type of data.
4. Click Browse and the select the CSV file to import from.
5. If your CSV file does not have a description of the data in the first row, uncheck the option “Does your file have column headers in the first row?”
6. Click Next.
7. Match the columns in inFlow with the columns in your CSV file. If your CSV file had column headers, then they will be shown there. Most columns are optional, so they can be left blank.
8. Click Next to start the importing.

IIF File Format

The IIF format is used by QuickBooks. If you wish to import your data from QuickBooks, then the IIF format may be the easiest. Please refer to your QuickBooks documentation for how to export lists to IIF format. In some versions of QuickBooks, this may be done by going to the File menu, clicking Utilities, clicking Export and then selecting Lists to IIF Files.

Importing IIF Files

To import data from IIF Files into inFlow:

1. From the inFlow menu button, select the General option.
2. Click Import Data.
3. Select the type of data and the IIF file to import from.
4. Click Next to start the importing.

Importing Sales Orders and Purchase Orders

Importing Sales Orders and Purchase Orders is designed to help quickly enter new orders from external sources. Imported orders will have automatically generated order numbers and have their status set to Open; the order number and status cannot be imported.

Sales Orders and Purchase Orders can be imported from a variety of CSV file types, with each line containing information about the order (e.g. Customer, Billing Address) and each line within the order (e.g. quantity of product ordered). For a sample of the expected file format, you can export the Sales Order or Purchase Order data from inFlow’s Sample Database.

Each CSV file to be imported can contain information for multiple orders, with each one possibly having multiple lines. If all fields are empty, inFlow will group a line in the same order as the line above it or it will assign the same value as the line above, except for the following fields:

• Order Date (so that two items ordered by the same customer on different dates can be combined into one order)
• Any field within the Item Info section

For eBay sellers, we recommend setting the Custom Label field for your eBay products to match inFlow’s Item Name/Code.

When importing orders with new customers, products, taxing schemes, etc., the associated entities will automatically be added to inFlow.

Importing Inventory

Importing Inventory will update the quantities at the location and sublocation specified in the import file.  You have three choices by which you can update this number: set inventory levels to what’s being imported, add it to the existing inventory levels, or subtract it from the existing inventory.  These choices can be made at the top of the import window.  If the location and sublocation aren’t specified when importing, the default location for that product will be assumed.

Importing Other Types of Data

When importing Customers, Vendors, Products and Bill of Materials you can either import entirely new entries or update existing entries. Customers and Vendors will be updated when an existing entry is found with the same Name. Products and Bill of Materials will be updated when an existing entry is found with the same Item Name/Code. Otherwise, a new entry will be created.

It is important to keep in mind when importing that certain fields are required.  In terms of the file you're importing what this means is that you must have an entry in the selected column for each row of your file.  For instance, the "CustomerName" column in the example is the required field.  Each new customer record will have it's own row and each row MUST have a value entered in the "CustomerName" column as inFlow will use this to determine whether it is updating a record or creating a new one.

As mentioned above the various types of data have different fields which are required but there are also some which are important but not required.  As an example, when importing sales orders or purchase orders it is a good idea to include the order number and the item code since that will indicate to inFlow which order each row of your document should be added to and what product to add.  If you do not indicate the program will simply import each row as it's own order.  For instance:

(This will import the three products listed into two separate orders, as indicated by the order number in the first column)

For the rundown of all required/important fields to include please see below.  Note "R" for required and "I" for important but not required.

CUSTOMERS: Name (R)

VENDORS: Name (R)

PRODUCTS: Item Name/Code (R)

SALES ORDER: Customer Name (R), Item Name/Code (R), Quantity (I), Order Number (I)

PURCHASE ORDER: Vendor Name (R), Item Name/Code (R), Quantity (I), Order Number (I)

A few suggestions...

It is always a good idea to backup your data before any major imports in case something was not aligned properly when it was completed.  Check your results immediately after importing and if things didn't work out restore to the backup and try again.  If you're getting an error message when importing take a careful look at your file:

• Are there any gaps between rows?
• Are any of the required fields missing?
• Do any of my rows duplicate required information? (in the case of order numbers, duplicates are acceptable)
• How far down the list does my import get?  Is there something special or different about that record?

If you're still having trouble with your import please get in touch with us at support@inflowinventory.com.