Import items
The following is a list and explanation of each of the fields you can include when importing items.
Important Note: If you sync with an accounting system, we don't recommend importing records via CSV into Cashflow360 unless they don’t exist in your accounting system at all to avoid duplicates and sync errors.
| Field Name | Required? | Maximum length | Description | Accepted Values | Additional Information |
|---|---|---|---|---|---|
| Active? | No | N/A | Denotes if this Item is active or inactive | - Active - Inactive |
- Requires an exact match with one of the accepted values - All records are set to Active when created; they cannot be created and set to inactive in the same import |
| Name* | Yes | 100 characters | The name of this Item | N/A | N/A |
| Type* | Yes | N/A | Denotes if this Item is a product, service or other categories typically set by the accounting system | - unknown - service - inventory - nonInventory - payment - discount - salesTax - subtotal - otherCharge - inventoryAssembly - group - salesTaxGroup - fixedAsset |
- Requires an exact match with one of the accepted values - Only items with type: Sales Tax can be used as a Sales Tax on invoice - Items with type: Discount always invert the sign of their price/rate or percentage - unknown = Unknown - service = Service - inventory = Inventory - nonInventory = Product (Non-inventory) - payment = Payment - discount = Discount - salesTax = Sales Tax - subtotal = Subtotal - otherCharge = Other Charge - inventoryAssembly = Inventory Assembly - group = Group - salesTaxGroup = Sales Tax Group - fixedAsset = Fixed Asset |
| Description | No | 4000 characters | The description of this Item | N/A | N/A |
| Price/Rate | No | N/A | The price of one unit of this Item | N/A | - Must be in the range of -9999999 to 9999999 - Does not support fractions of cents - If this is left blank, it will appear as blank; this is treated as $0.00 - Accepts values with or without a $ - Any value imported using this field is converted to static currency (no percentages) - If this field is used, it will override the percentage field, except for Items of type: Sales Tax |
| Percentage | Only if item type is Sales Tax | N/A | The percentage value of this item | N/A | - Accepts values with or without a % - Supports up to five decimal places - If the price/rate field is used, it will override this field - This field is required for Items of type: Sales Tax |
| Subitem of | No | 100 characters | The name of this Item's parent | N/A | - Requires an exact match with the desired Item's name - The desired Item must be active in Cashflow360, or created during the same import |
| Expense Account Name | No | 250 characters | The name of the account that this Item is coded to when used on bills / purchases in your accounting system | N/A | - Requires an exact match with the desired Account's name - The desired Account must be active in Cashflow360, or created during the same import - Both account name and account number (if used) must be provided |
| Expense Account Number | No | 40 characters | The account number of the account that this Item is coded to when used on bills / purchases in your accounting system | N/A | - Requires an exact match with the desired Account's account number - The desired Account must be active in Cashflow360, or created during the same import - Both account number (if used) and account name must be provided |
| Purchase Description | No | 4000 characters | The description of this Item when used on bills / purchases in your accounting system | N/A | N/A |
| Purchase Cost | No | N/A | The cost of purchasing this Item; primarily used in accounting systems | N/A | - Must be in the range of -9999999 to 9999999 - Does not support fractions of cents - If this is left blank, it will appear as blank; this is treated as $0.00 - Accepts values with or without a $; negative values must omit the $ |
| Account Name | No | 250 characters | The name of the account that this Item is coded to when used on invoices / sales | N/A | - Requires an exact match with the desired Account's name\ - The desired Account must be active in Cashflow360, or created during the same import - Both account name and account number (if used) must be provided |
| Account Number | No | 40 characters | The account number of the account that this Item is coded to when used on invoices / sales | N/A | - Requires an exact match with the desired Account's account number - The desired Account must be active in Cashflow360, or created during the same import - Both account number (if used) and account name must be provided |
| Taxable? | No | N/A | Denotes if this Item defaults to taxable on your invoices / sales | No Yes | Requires an exact match with one of the accepted values |
| Item Id | Yes | 20 characters | An alternative identifier for this Item defined by you and/or a third-party system | N/A | - Key field - Requires an exact match with the desired Vendor's name (for updating) |
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