Importing Data Files in Profitz — A Feature Overview

Managing large volumes of data can be time‑consuming and error‑prone if entered manually. Profitz’s Data Import feature provides a fast, accurate, and controlled way to upload bulk information — such as customer lists, supplier records, product codes, or inventory items — directly into your system. This ensures consistency across your database, reduces manual workload, and streamlines your operational setup.

The Import Process works the same across all areas where importing data is available in Profitz, i.e. Babk Reconciliation, Charge Up Invoices Etc, Each Import requires different fields which is outlined in the Individual How to Guides for Each Import Type.

How the Import Process Works

The import workflow is designed to be simple, controlled, and transparent. You always see the data before it enters the system, and Profitz validates it to ensure it meets all requirements.

The process includes:

1. Selecting your file
2. Preparing the data
3. Validating the data
4. Importing the final records

Supported file types: XLSX and CSV

1. Selecting Your File

Start by clicking Add in the Data Import screen.

• Choose your local file (XLSX or CSV)
• Click Open to load the file into the import preview

2. Preparing the Data

Once the file loads, you can refine what will be imported.

Ignore Column

Tick any rows you do not want to import — for example:

• Blank rows
• Notes or comments
• Test data
• Old or irrelevant entries

Header Column

Tick the row that contains your column headings. This ensures Profitz correctly maps your file columns to system fields.

3. Reviewing the Import Data

Click Show Import Data to preview how the system will interpret your file.

This step allows you to:

• Confirm the correct columns are mapped
• Check that the header row is correctly identified
• Verify that unwanted rows are excluded
• Review the data before committing it to the system

This preview is your final chance to adjust before validation.

4. Validating the Data

Click Validate to check the file for:

• Missing required fields
• Invalid formats
• Duplicate records
• Incorrect codes
• Any data that does not meet Profitz’s rules

If errors are found, they will appear in the Errors column.

You can then:

• Correct the file
• Re‑upload it
• Re‑validate until it passes

Validation ensures only clean, correct data enters your system.

5. Importing the Data

Once the file validates successfully:

Click Import to load the records into Profitz.

The system will:

• Create new records
• Apply your mapped fields
• Update your master data immediately

Your imported data is now ready to use across the system.

Next Steps

After completing an import, you can:

• Continue importing additional files
• Manually add or edit records using the toolbar
• Review your imported data in the relevant module (e.g., Customers, Suppliers, Products)

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