Settings → Import loads data in bulk from a spreadsheet. It is the quickest way to set up a new organisation or to add a large batch of stock. Only Admin Users can open it.
The process
Click Excel Template Pack (recommended) or CSV Template Pack to download the templates.
Fill in a template for each type of data you need. Keep the header row as it is.
Drag the completed file onto Drop your import file here, or click to choose it.
Omono processes the file in the background and emails you the result. If any row has an error, nothing from that file is imported. Fix the rows listed in the email and upload the whole file again.
Upload the files in the order given below. Delete empty rows between data rows before you upload. Omono counts them as rows with errors.
After you upload, you see one of three messages:
Upload Successful.
Upload Failed: the file did not reach Omono. Try again in a few moments.
Unsupported File Format: Omono accepts only .xlsx and .csv files. You also see this message if you drop more than one file at once.
The result email comes from Omono Import Service within a few minutes. The Omono Import Successful email gives the Import Type and the number of Records Imported. It also gives a Support Ref to quote if you need help.
File rules
Upload one file at a time. The file must be .xlsx or .csv, under 10 MB, with no more than 1000 data rows. Split larger sets into several files.
Omono reads the first worksheet only. In the Excel templates the headers are on row 7. Rows 1 to 6 hold instructions and must stay as they are. In CSV files the headers are on row 1.
Do not add, remove, rename or move columns. Omono recognises the template from its headers. If the headers do not match, the email says the file does not contain the correct headers. Omono checks that the header row has exactly the template's headings, but not their order. So if you move columns around, Omono still recognises the template, and every value that is no longer in its original column lands in the wrong field.
Excel turns some cells into links, such as email addresses and websites. Omono reads them as plain text.
Older template packs still work. In those packs the Companies file has no Segment column, and the Stock file has a single Description column.
Recommended order
Companies: customers and suppliers.
Addresses: additional addresses for those companies.
Contacts: people at those companies.
Stock: normal and never-diminishing items.
Stock Suppliers: which suppliers sell each item, at what price.
Assemblies.
Assembly Bill of Materials: the components of each assembly.
Later files refer to earlier ones by name or part number. So companies must exist before their contacts. Stock items must exist before their suppliers and bills of materials.
What must exist first
Omono matches names in your file to Settings. Capitals do not matter.
Created for you if missing: warehouses, sales and purchase analysis codes, industries, types, customer segments and departments. Spell them the same way every time, or you end up with duplicates such as "Main" and "Main Warehouse".
Must already exist:
Tax rates and currencies, with the same name as in Settings. Currencies must be enabled in Settings → App → Currencies.
Commodity codes (Settings → App → Commodity Codes).
Countries, spelt as Omono shows them.
Account managers: the full name of a team member.
Bank accounts: the Name of a bank account in Settings → Company → Bank Accounts, in the customer's currency.
The templates
Columns marked with an asterisk are required, except *Account Manager, which the import accepts blank.
Companies
One row per company. Each row also creates the accounts address and the first contact. Some columns are for customers only, and some are for suppliers only. For a customer, leave the supplier-only columns blank. For a supplier, leave the customer-only columns blank.
Column | Notes |
*Company Name, *Account Number | Both must be unique in Omono and in the file. |
*Relationship | Customer, Supplier or Customer & Supplier. |
*Accounts Address Line 1, Accounts Address Line 2, *Accounts Address City, Accounts Address County, Accounts Address Postcode, *Accounts Address Country, *Accounts Email, Telephone | The accounts address. |
*Contact First Name, *Contact Last Name, Contact Job Title, Contact Department, Contact Main Telephone, Contact Alternative Telephone, *Contact Email | The first contact. If the department does not exist, Omono creates it. |
Website, *Industry, *Type, *Country, *Currency, VAT Number, *VAT Rate | Currency and VAT rate must match names in Settings. |
*Account Manager | Customers only. The full name of a team member. |
*Bank Account Name | Customers only. One of your bank accounts, in the customer's currency. |
*Terms Days - Invoice, *Terms Type - Invoice | Customers only. Days is a whole number from 0 to 99. Type is one of Days after invoice date, Days after end of invoice month, Day of current month or Day of following month. Write it exactly so, with the same capitals. 0 days after invoice date makes a proforma customer. |
Credit Limit, Sales Discount | Customers only. Whole numbers. |
*Segment | Customers only. If the segment does not exist, Omono creates it. |
*Terms Days - Bill, *Terms Type - Bill | Suppliers only. Same rules as invoice terms. |
Bank Account Name, Bank Account #, Bank Sort Code, IBAN, SWIFT | The supplier's own bank details. |
Addresses
*Main Company Name, Company Name (Address Level), *Line 1, Line 2, *City, County, Postcode, *Country, Telephone.
The main company must already exist. Company Name (Address Level) is the name printed above the address, for example a site or trading name. Leave it blank to use the company name. Omono rejects a row as a duplicate when it has the same company name, Line 1 and City as an existing address.
Contacts
*Company Name, *First Name, *Last Name, *Email, Job Title, Department, Main Telephone, Alternative Telephone, Address - Line 1, Address - City.
The company must already exist. If the department does not exist, Omono creates it. Fill in Address - Line 1 and Address - City to link the contact to one of the company's addresses. They must match that address's Line 1 and City; capitals do not matter. Omono rejects a row as a duplicate when a contact with the same first name, last name and email already exists at that company.
Stock
*Part Number, *Title, Sales Description, Purchasing Description, Never Diminishing, VAT Exempt, Location, *Warehouse, Quantity In Stock, Minimum Stock Level, Product Website, Country Of Origin, *Purchase Analysis, Cost Price, Minimum Order Quantity, Can Sell, *Sales Analysis, Sell Price, Minimum Sales Margin, Commodity Code.
Never Diminishing, VAT Exempt and Can Sell take the word Yes. Anything else, including blank, means No.
Put Yes in Never Diminishing for services and consumables you do not count. Omono then ignores warehouse, location, quantity in stock, minimum stock level and minimum order quantity. Outside the import, you create a never-diminishing item with the Never Diminishing option on the Stock menu, or with Copy on an existing never-diminishing item.
Sales Analysis is required only when Can Sell is Yes. Sell Price and Minimum Sales Margin are also used only when Can Sell is Yes.
Fill in Purchasing Description to give the item separate sales and purchasing descriptions.
Quantity In Stock becomes the opening stock.
Assemblies
*Part Number, *Title, Description, VAT Exempt, Location, *Warehouse, Quantity In Stock, Minimum Stock Level, Product Website, Country Of Origin, *Sales Analysis, Sell Price, Minimum Sales Margin, Commodity Code.
Assemblies are always sellable and are never bought. So the template has one Description column, and no Never Diminishing, Purchase Analysis, Cost Price, Minimum Order Quantity or Can Sell column. Quantity In Stock and Minimum Stock Level must be whole numbers. Use the Assemblies template. Do not delete columns from the Stock template. Add the components afterwards with the Assembly Bill of Materials file.
Assembly Bill of Materials
*Assembly Part #, *Component Part #, *Component Quantity. One row per component. The assembly and the components must already exist. A component must be a standard stock item. A never-diminishing item is fine. An assembly is not.
Stock Suppliers
*Your Stock Part #, *Supplier Name, *Supplier Part #, *Lead Time (Days), *Price. The stock item and the supplier company must already exist. The company must be marked as a supplier. You cannot add suppliers to assemblies. The import cannot mark a preferred supplier. Set that on each item afterwards.
Fixing the errors in the result email
The Omono Import Unsuccessful email lists each failed row with its problems. The row numbers are spreadsheet rows. The first data row is row 8 in an Excel template and row 2 in a CSV file. Most messages name the column and the rule it broke, as given in the sections above. A few need more explanation:
Message | What to do |
Merged cells were detected in this row | Unmerge the cells and check the values are still in the right columns. |
… already exists. Please check for duplicates in both Omono and this import file | Remove the duplicate row. Archived companies and stock items count too. Tick Archived on the search screen to find them. |
Sell Price only supports 2 decimal places by default | This message comes from the Assemblies file or the older Stock template. Round the price to 2 decimal places. Or, before you import, change Sales Unit Prices (SQ/SO/CN) in Settings → App → Unit Pricing to 4 decimal places. You cannot change that setting back to 2. The current Stock template and the Stock Suppliers file round such prices without any message. |
… only allows up to 4 decimal places / … must be a whole number | Quantities, minimum levels, minimum order quantities and BOM quantities take up to 4 decimal places. Margins take 2. Lead time, terms days, credit limit, sales discount and assembly quantities take no decimals. |
What the import cannot do
It cannot update existing records. Omono reports a row as a duplicate when its part number, company name, account number, address or contact already exists. Edit existing records in the app instead.
It cannot import documents. There are no templates for quotes, sales orders, invoices, purchase orders or opening balances. Set opening stock with Quantity In Stock in the Stock template. Set the next document numbers in Settings → Company → Document Numbers, so your numbering carries on from your old system.
It cannot delete or archive. Archive records in the app.
Every import except the bill of materials import writes a note you can read later. Company, address and contact rows add the note to the company. Stock, assembly and stock supplier rows add it to the stock item, for example "Jane Smith imported ABC-123 with an initial stock quantity of 10". Bill of materials rows do not add a note.