Importing data can be an intricate process, so we’ve put together some general pointers to help the process go as smoothly as possible.
Use Google Sheets
We recommend using Google Sheets to create your import files. It’s free to create a Google account and start using Google Sheets.
You may use other spreadsheet applications, provided they offer the option to save to a CSV (comma-separated values) file with UTF-8/Unicode encoding.
Excel
When working with Microsoft Excel, you might notice encoding issues (weird characters), information in the wrong cells, or numbers that are formatted incorrectly.
Numbers for Mac
You may have problems opening exports from the system or importing data saved with Numbers for Mac if you use a comma as a decimal separator in your country or region.
Create data in OnRent Events first
Before importing data, we recommend creating a few records in the system first. For example, if you’re looking to add your kit, then create some products with stock levels, rates, accessories, and serialized components.
When you’ve done that, head to System Setup > Export Data and export the types of data you just created. The exported CSV files will give you a great idea of how the data you just entered into the system looks on import templates.
The exports also act as ready-to-go templates that you can add to. Just add new records as rows in the CSV files.
The ID column
“ID” is OnRent Events' internal reference for a record.
When creating new records, leave the ID column blank. This tells the system to create this record.
If you’re updating an existing record, leave the ID column intact. This tells the system to update an existing record.
Languages other than English
If you’re importing to the system and your user account is set to a language other than English, bear these points in mind:
In French & Spanish, you can use column headings in your local language. For example, “Nom” or “Nombre” for your product name. You can get an import template in your local language by going to System Setup > Export Data and exporting your products.
If your decimal separator is not a decimal point, you can use your local equivalent (e.g. 1.00 in English might be 1,00). Do not use currency symbols, percentage symbols, or digit grouping separators.
When using a comma as a decimal separator, you may need to export your CSV as semicolon or tab-delimited. You can select the delimiter when importing your data to the system.
Format data correctly
Errors will occur if your template isn’t set up correctly. Ensure that you enter data in the format specified in our example import files and guides.
For example:
Don’t add currency symbols.
Don’t use digit grouping separators.
Make sure that email addresses are valid.
Countries and states are used for tax purposes, so these should match the states and countries found when creating records in People & Organizations.
Map columns
When creating your CSV file, you can arrange columns in any order. Do not add columns from other import templates to your templates if there’s no equivalent in the system.
During the import process, you can match each column in your file to a column in the system.
It’s best to give your columns the names from our example import files and guides, as the system will automatically map the headings for you.
Deal with errors
Once an import has been uploaded, the system will send you an email to let you know the status of the import. Any errors will be detailed in the email you receive so you can troubleshoot.
The import email will be sent to the address associated with the logged-in user’s account.