# File Upload & Import Process

<div id="bkmrk-click-the-select-fil">Click the **Select File** button to open the file browser and locate the file you want to import.</div><div id="bkmrk-click%C2%A0upload-to-send">Click **Upload** to send the file to the server and start the import process.</div><div id="bkmrk-"></div>**Quantity Multiplier Option**

<div id="bkmrk-you-have-the-option-"><div>- You have the option to **multiply quantities during import**. This will adjust both the **budget quantity** and the **managed quantity**.
- The default value is **1**, but this can be changed **before uploading the file**.

**When to Use**</div></div>This feature is ideal when importing a **recipe or BOM set up for a single unit**. The multiplier allows you to scale the quantities automatically during import, saving time and ensuring accuracy.

<p class="callout info">**Please Note**</p>

<div id="bkmrk-the-file-must-be-in-">- The file must be in **.CSV format** using **semi-colon (;) separation**
- The file must include **headers**, however these will be ignored during import
- If any errors occur, they will be recorded in the **log**
    - Please correct the errors and restart the import process

</div>##### **Import Rules**

<div id="bkmrk-the-csv-file-must-us">1. The **CSV file must use semi-colon (;) separation**
2. **Stock items** take cost from the item setup, regardless of any cost entered in the file
3. **Stock items** take the selling price from the Excel file
4. If the stock item selling price is blank, it defaults to the **item setup value**
5. **Custom and Service items** take both cost and selling price from Excel
6. If cost and selling are blank for Custom or Service items, values default to **item setup**
7. If a **Service item** uses time allocation and an employee rate is set, cost is taken from **user setup rates (1, 2, or 3)**
8. If cost is set to **zero (0)**, it will be imported as zero
9. If **Managed Qty** is blank, the line is added as **Not Started**
10. If **Managed Qty** has a value, the line is added as **Active**
11. If there is **no stock on hand**, the line will be added but **not managed**
12. If the **Required Date** is blank, the system uses the **current date**
13. Dates must be in the format: **YYYY-MM-DD** (e.g. 2020-04-05)
14. If the **Employee field** is blank, it will remain blank
15. The **Employee field** uses the **login ID**
16. If the **Rate field** is blank (with an employee), it remains blank
17. Set **Rate to 1, 2, or 3** to use the corresponding user setup rate
18. If both **Employee and Rate** are set for a Service item, cost is taken from the **user setup rate**
19. **Description** is imported from Excel
20. If Description is blank, it defaults from **item setup**
21. Set **Is Complete = 1** to mark the line as complete
22. For stock items, the correct **Warehouse Code** must be provided
23. **Drawing** is a free text field
24. **Comment** is a free text field

</div>**CSV File Template**

Below is the required structure for the CSV import file. Ensure the file is saved with **semi-colon (;) separators**.

```
ItemCode;Description;Quantity;Cost;Selling;ManagedQty;RequiredDate;Employee;Rate;IsComplete;WarehouseCode;Drawing;Comment

ITEM001;Sample Stock Item;10;;25.00;10;2026-06-01;jbloggs;1;0;MAIN;DRW001;Standard item
SERV001;Labour Task;5;50.00;75.00;5;2026-06-02;asmith;2;0;;;Installation work
CUST001;Custom Item;2;20.00;40.00;;2026-06-03;;;0;;Custom ref;Special notes
```

**Field Overview**

<div id="bkmrk-itemcode-%E2%80%93-stock%2C-se">- **ItemCode** – Stock, Service, or Custom item code
- **Description** – Item description (optional if using item setup)
- **Quantity** – Budget quantity
- **Cost** – Cost value (rules apply depending on item type)
- **Selling** – Selling price
- **ManagedQty** – Quantity to manage on the job
- **RequiredDate** – Format: YYYY-MM-DD
- **Employee** – User login ID
- **Rate** – 1, 2, or 3 (user setup rate)
- **IsComplete** – 1 = Complete, 0 = Not complete
- **WarehouseCode** – Required for stock items
- **Drawing** – Free text field
- **Comment** – Free text field

**Key Notes**</div><div id="bkmrk-leave-fields-blank-w">- Leave fields blank where not applicable
- Ensure formatting matches the rules provided
- Validate data before importing to reduce errors

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