--- title: Bulk import summary: Load purchase orders, or earlier deliveries, rentals and labour reports, from an Excel file into one project. order: 10 route: /import/resourcetransactions who: Import Purchase Orders needs the Add permission for Purchase Orders, Organizations and Resources. Import Previous Transactions also needs Add for Material Deliveries, Equipment Rentals and Labour Records. --- Bulk import lets you load many records at once from an Excel file. Use it when you start Superwise in the middle of a project and want to bring in the orders and site records that already exist. There are two import screens: **Import Purchase Orders** and **Import Previous Transactions**. The two screens have no menu item. Ask your administrator or Superwise support to open them for you, or to give you the link. > **Note:** Many list screens also have a **Bulk Add** button. That is a different tool. It is described in the book of each screen. ## What each screen loads | Screen | Sheets in the workbook | | --- | --- | | **Import Purchase Orders** | **Vendors** and **Purchase Orders** | | **Import Previous Transactions** | **Vendors**, **Material Deliveries**, **Equipment Rentals** and **Labour Reports** | On **Import Previous Transactions**, the sheets **Equipment Rentals** and **Labour Reports** are optional. A supplier in the workbook is called a vendor in the sheet names. ## Before you start - Prepare an Excel file in the `.xlsx` format. Older `.xls` files and CSV files are not accepted. - The file must be 75 MB or smaller. - Put the sheets in the order shown in the tables below. The importer reads sheets by position and columns by letter, not by name. - Leave the first row of every sheet as a header. The importer skips it. - Type dates as real Excel dates. - Fill every column that has a star in the tables below. ## How to import ![The Import Previous Transactions screen. Mark 1 is the Select file button and mark 2 is the Process button.](../media/import-previous-transactions.png) 1. Open the import screen. 2. In **Project**, choose the project that receives the records. The field is required. 3. Click **Select file** (mark 1) and choose your `.xlsx` file. Superwise uploads it at once and shows "Uploaded:" and the file name. 4. Click **Process** (mark 2). Superwise checks the file. Nothing is saved yet. 5. If the file has errors, a message lists them. Fix the workbook, choose the file again and click **Process**. 6. If the file is correct, the screen shows **Processed Data**. There is a tab for each sheet, for example **Vendors (3)**. The number in brackets is the number of rows. Open each tab and check the rows. 7. Click **Start Import**. 8. The screen shows the state of the import, for example "The import is scheduled." It checks again every few seconds. It tells you when the job is finished. 9. Click **Import another file** to load a second file. The import runs as a background job. You can wait on the screen. The message shows whether it succeeded. ## What the workbook looks like Click **Workbook format** at the bottom of the screen to see the sheets and columns. A star after a column name means the column is required. ![The Workbook format section open. It lists each sheet and its columns.](../media/import-workbook-format.png) ### Sheet Vendors Columns: **Name\***, **Address**, **Email**, **Contact**, **Contact Person**, **Tax Info** and **Resource Categories (comma separated)**. Use this sheet for new vendors only. ### Sheet Purchase Orders Columns: **Resource Code\***, **Resource Category\***, **Resource Name\***, **Quantity\***, **Unit\***, **Rate\***, **Vendor\***, **PO Reference** and **PO Date\***. Use one row for each purchase order line. Rows that have the same **PO Reference** make one purchase order. The vendor must already exist, or be on the **Vendors** sheet. ### Sheet Material Deliveries Columns: **Delivery Date\***, **Challan**, **Vendor\***, **Resource Code\***, **Resource Name\***, **Resource Category\***, **Quantity\***, **Unit\***, **L\***, **B**, **H**, **Vehicle**, **Rate\***, **PO Reference** and **Description**. **B** and **H** are required for units of two and three dimensions. ### Sheet Equipment Rentals Columns: **Date\***, **Challan**, **Vendor\***, **Resource Code\***, **Resource Name\***, **Resource Category\***, **Used From\*** (time), **Used Till\*** (time), **Quantity\***, **Unit\***, **Description**, **Rate\*** and **PO Reference**. ### Sheet Labour Reports Columns: **Date\***, **Vendor\***, **Resource Code\***, **Resource Name\***, **Resource Category\***, **Quantity\***, **Unit\***, **Challan**, **Rate\*** and **PO Reference**. ## Rules to know - **Process** only checks the file. Records are saved when you click **Start Import**. - Only `.xlsx` files are accepted. A wrong type shows "Please upload .xlsx files only". A file over 75 MB shows "Files larger than 75 MB can not be uploaded." - All rows go to the project you choose in **Project**. - The project field is locked while the import job runs. - The screens check your permissions for each kind of record in the file. ## If something goes wrong | What you see | What to do | | --- | --- | | The Project field is required. | Choose a project before you click **Process**. | | The Excel File field is required. | Click **Select file** and choose a file. | | Please upload .xlsx files only | Save the workbook as `.xlsx` and choose it again. | | The file could not be uploaded. Please try again. | Check your connection and choose the file again. | | The server could not process the request. Please try again. | Wait a moment and try again. If it keeps failing, contact support. | | A list of row errors | Fix those rows in the workbook and click **Process** again. | ## Related pages - [Ask Superwise](ask-superwise.md) - [Purchase orders](../purchase-order/index.md) - [Material delivery](../material-delivery/index.md)