How to Import Sites

In order to view content or perform actions referred to in this article you need to have the appropriate permissions enabled in your security group. Go to System > Setup > Security Groups and access your security group to update your permissions. The relevant security group tab and specific permissions for this article can be found here:

Import Sites

To prepare to import sites into Simpro Premium:

1. Download and use Simpro Premium's Site Import Template for:
   • Australia
   • New Zealand
   • United Kingdom
   • United States
   • Netherlands
   • Ireland
   • Singapore
2. Alternatively, create your own import list. Leave out any fields that do not apply to your sites.
3. Save your file in your system as a compatible file type: CSV, TXT, or ZIP. Consult your spreadsheet software for file saving instructions if required.
4. Separate your data using the same or similar headings as the Site Import Template.
   • To import a file successfully your import file must contain the card name relevant to the type of card you are importing. This can include the Company Name, Customer First and Last Name, Site Names, Supplier Names, Employee Name, Contractor Name and Contact First and Last Name. When Mandatory Fields are On, additional fields are made mandatory.
   • If Mandatory Fields are toggled on under System > Setup > Defaults and your import file does not contain the relevant fields, your import will be successful. When a card file that lacks the relevant mandatory fields is accessed it cannot be saved without completing these fields. For a complete list, see Mandatory fields.
5. Ensure information is accurate, up-to-date and spelled correctly.
6. Remove any special characters (such as ? # $ % @ !) as these may not import correctly.
7. If your list contains customers that already exist in Simpro Premium, make sure their names match exactly so the sites automatically link with each customer in Simpro Premium.
8. Save your file again.

Simpro Premium can recognise and import all the headings and information listed in the Site Import Template. Site names are compulsory.

To map sites correctly to the existing customers, include Customer ID in your import file. Imported sites do not map based on customer names.

You may wish to test the import process with one or two sites before importing an entire list.

If sites were created during an initial accounting package import, be careful not to import those sites again or duplicate site cards are created.

After preparing your site list, work through the following steps to import your list to Simpro Premium. Once your site list is created, you can prepare and import your site contacts separately. Learn more about importing site contacts in How to Import Site Contacts.

Adjust site import settings

To adjust site import settings, go to Utilities > Import > Sites.

The import options include:

First Record Is	Select Header Record if your list's first row contains column titles, or select Data Record if your list's first row contains specific site details.
Update Only	Select to update details of existing sites in Simpro Premium. The first criterion for matching is the site ID and if that is not available, the site name is considered to update the details of existing site database.
Update and Create	Select to update details of existing sites and create new sites if the site ID and / or name does not match with any of the existing sites.
Create Only	Select to keep the existing site database as is and at the same time create new sites if the site ID and / or name does not match with any of the existing sites.
Always Create New	Select to ignore any matching criteria with the existing sites and always create new sites in Simpro Premium with new IDs.
Create Customers for New Sites	Select Yes if you want to create a new customer card file for customers associated with a site. Select No if you do not wish to create new customers. Sites do not have to be associated with customers, but when creating a quote, job or lead, after choosing a customer, you need to click Site > All to choose from a list of all sites.
If Custom List Value Not Found	If any columns in the import file represent drop-down lists in Simpro Premium, for example any custom fields, and your file contains any additional values or 'custom list values' not available in the relevant list, select Create New List Option to add the additional value to the applicable drop-down list. Select Reject and Warn to ignore the field and receive a warning that the field was not created.

Select an import file

To select an import file:

1. Go to Utilities > Import > Sites.
2. Adjust site import settings, then click Browse / Choose File.
3. Locate your site import file and click Open.
4. Click Next.

Match site import columns

After selecting an import file, manually match or check your list columns with the fields available in Simpro Premium. You may wish to have both Simpro Premium and your list open at the same time.

To match site import columns:

1. Select your import file as above.
2. The fields from your import file are listed in the left column under First Row. The corresponding fields in Simpro Premium are listed under the Simpro Premium Field column.
3. To leave a column out of the import entirely, select Ignore from its drop-down list.
4. Click Import Sites.

Use Cancel Import to cancel the import process before it's complete, if required.

Also, you can allow the import to process in the background while you continue to navigate and perform other tasks in Simpro Premium.

Check site import success

After uploading an import file, the Site Import Complete page displays a breakdown of your import, including Sites Added / Updated / Ignored and Customers Created. If any records in the import file fail to import, you receive an error message. You can then download a list of error messages to check details of the failed records.

After a successful import, it is recommended you manually check imported sites to ensure data has imported correctly. To do this:

1. Go to People > Sites.
2. Click an imported site.
3. Check Profile > Details for errors and manually amend, if required.

Amend site import errors

If your file contains errors, an error message is displayed on the Site Import Complete page, and the table details how many errors were found.

Download the CSV file and the Error Text column explains why the entries failed. Amend your site import list accordingly and start the import process again.

For additional training, complete an interactive material in the Simpro's Learning Toolbox. Learn more in About Simpro's Learning Toolbox.