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Importing allows you to quickly get company information into GeoOp. In GeoOp it is possible to import Clients, Jobs and Parts into the product via a 'csv' file. This can include:

If you have an Accounting Integration you will be prompted to import from your integration. You can also import your parts list from your Accounting Integration by going to Settings/Parts and clicking '+ Sync Parts'.

Import Templates

We have created a series of CSV templates to help you get started in getting your data into GeoOp. These are available on these pages within GeoOp:

When using these templates, we recommend entering your data underneath all of the example data to ensure that you are following the same format. The csv file will not be accepted if incorrect data is entered into any of the fields. Once you are finished inputting your data, you can then delete the example data before uploading.

Some common troubleshooting steps for csv imports into GeoOp are:

Note: We recommend downloading the template and using that to create your import. Trying to copy the template or imitate can cause errors when uploading.

Jobs have a lot of information attached to them and can be tricky to import, so we've added some extra detail around importing those here. Importing linked Job items such as Clients, assigned Staff, or mapping manually entered addresses in this way requires data to be clearly entered & error-free. Please be aware of this when preparing your data for import, & reviewing any Jobs created.

First make sure to download the Jobs CSV template. It is important to follow the naming conventions for all columns shown in the template e.g. the date must be in the format 24-Dec-22.

Once ready you can hit the import button, you'll be shown a preview of the data you are importing. GeoOp will now create real jobs.

Anyone in your company with the right permissions can view these jobs straight away. If you have assigned workgroups to the selected jobs your staff will be updated on their new jobs too.

Job Matching and Adding Multiple Visits

If Job information matches for more than one line, multiple Visits would be created using the Job Start & End Date/Time. The fields that need to match are Job Title, Job Reference, Order Number, Job Address 1, Job Address 2, Job City, and Postcode.

So if you had two lines, with the same above information, but different dates and times, the import would create a Job and Visit using the first line, and then add a second Visit to the same Job using the second line.

Note: if you enter in the details of an existing Job, it won't add another Visit to it, even if all the fields match as above. The CSV can only add multiple Visits for Jobs in the same file.

Client Matching

Single company name match
If the Job line on the CSV is provided with a company name that matches a single existing GeoOp Client, it will create the Job for that Client.

No contact details will change on the Client itself (eg address, phone, names) if provided differently on the Job Import sheet. However, the address as given will be used on the Job itself, exactly as provided.

Multiple company name matches
If the Job request matches to more than one company name on your Clients it will create the Job on the first match available.

Note: If this happens, but you wish to have the Job logged under a different Client, you will have to manage this. For example, you could merge the new Client and the target one. See our article on Merging Clients here. If this is not practical for any reason you will have to re-create the Job elsewhere or amend the new Client.

No company name match
If there is no match on a company name, the Job Import will look for a match on First Name and Last Name.

Exporting allows you to quickly get information out of GeoOp. This can be useful for performing some reporting that GeoOp is not currently capable of. The information you can export includes:

You also have the option to delete all Client information or all Parts information in GeoOp. You can do this by going to the following:

Note: Deleting Client or Parts information in GeoOp will not delete that information in any integrated software such as Xero.

If there is additional data that you would like to delete. Please contact support@geoop.com

Can't get your CSV import to work?

There are 2 ways to import information into your Geo account, one is from an integrated system (e.g. Xero), another is from a CSV file. With a CSV file, you can import:

When importing files, the number of columns matters, as well as the order of columns, because the system can only recognize each column successfully when everything is in the right place. Additionally, some columns are mandatory, which means the column cannot be blank.

If you have too many/few columns, if they’re not in the correct (recognizable) order, or if mandatory columns are left blank, the import will always fail.

What if my file is not in CSV format?

You will need to save the file as CSV using the “Save As” option in your spreadsheet program.

Sometimes you might get text files, xlsx files or even downloaded emails. They will not be recognized by the system, so you will not be able to import anything from them.

What if my file has different columns or a different order?

In that case, you will need to merge them, re-order them, or discard them.

An easy way to move them around is to drag the column header (https://goo.gl/wByKxm). To copy a column, you can try referencing (https://goo.gl/7lQ4fO). If you want to merge two or more columns, an easy way to do so is to use the CONCATENATE() function (https://goo.gl/k9IUIV). Once you’ve completed the changes, remember to save the file as CSV.

How many lines can I import?

A CSV file with 5000 lines is normally an acceptable size.

Technically there’s no limit for importing, but to protect system performance, we have time limits for every import attempt. Therefore, if your file is too large, it might take too much time and eventually time out.