Prepare For Imports

Introduction

There are a number of data types you can import into Versa Cloud ERP. Not all are required for you to start using Versa Cloud ERP. Which data type to import would depend on your business.

The general procedure for importing data into an area is to first download the template csv file, load the data as needed into the template file, import the file, and correct any errors reported. If you need to import again, hit the reset button to clear the data loaded so you can start again. Then import your correct files.

Prepare CSV file for import

Note: The following solution applies to machines running a Windows operating system. It is preferred that your import files are saved in UTF-8 encoding.

Here are the instructions.

In Microsoft Excel

1. Open the file in Excel.
2. Click on File and Select Save As and choose the CSV(Comma delimited) format
3. Type in the name of the the new csv file and choose a folder to save the file to
4. Click on tools and select web options ( to the left of the Save button).
5. Click on the Encoding tab.
6. Under Encoding, choose Unicode(UTF-8).
7. Click the OK button and then the Save button.

Important: Clean Your Excel Sheet Before Import

To ensure a successful and error-free import, please remove any special characters from your Excel file before uploading it into the system.

What to check for:

• Column Headers: Remove characters like @, #, %, &, *, !, +, =, /, \, etc.

• Cell Values: Avoid using special symbols that are not part of the actual data.

• Dollar Amounts: Make sure all currency values contain numbers only. Remove symbols such as $ and commas (e.g., use 1500.00 instead of $1,500.00).

Steps to clean your sheet:

1. Open your Excel file.

2. Use Find and Replace (Ctrl + H) to:

   • Replace $ with nothing.

   • Replace , with nothing (for numeric fields).

   • Remove any other special characters as needed.

3. Review column headers and data fields for accidental characters.

4. Save the updated file before uploading.

Cleaning your data ensures smoother import and prevents format or validation errors.