Importing existing business data into Qargo is a powerful way to ensure account setup is both swift and accurate. Rather than manually creating each company, driver, or vehicle, organisations can utilise the provided Excel templates to upload information in bulk. This article outlines the entire process, from data preparation to troubleshooting common issues.
📖 Glossary
To ensure clarity throughout this article, some key terms are defined below.
Qargo Tenant: A specific, isolated instance of the Qargo platform where a company's data is stored and managed.
Sandbox Tenant: A testing environment for a Qargo tenant. This is a safe space to experiment, test workflows, and import data without affecting the live operational environment.
Accounting Code: A unique identifier from an accounting system used to link a customer in Qargo to its corresponding entry in the accounting software.
Subcontractor: A third-party company or individual engaged to perform transport tasks. In Qargo, the drivers and vehicles of subcontractors can be managed just like an organisation's own.
Resource: A term used to describe a driver, vehicle, or a combination of both.
✅ Critical Import Requirements & Warnings
Prior to commencing an import, these essential requirements must be reviewed. Failure to comply can lead to errors and duplicate data.
Company Import is a Prerequisite for Contacts: It is mandatory to import companies first. The Contact import template requires a valid Company Name and Accounting Code to link each contact to a specific company.
Subcontractors First: To import a driver or vehicle belonging to a subcontractor, that subcontractor must first be created as a company in Qargo. The Driver and Vehicle import templates require a valid Subcontractor Name to link the resource.
Accounting Code is Crucial: Qargo utilises the Accounting Code to identify and update existing customers. If a customer is re-imported with the same name but a different or missing accounting code, Qargo will create a duplicate customer entry. This is a common issue when migrating from one accounting system to another.
Pro-Tip: During the initial setup, it is advisable to use test customers. Once accounting codes are finalised, the full, clean customer database should be imported before going live to avoid duplication.
🛠️ Step-by-Step Data Import Process
The following steps should be followed to successfully import data.
Step 1: Download the Correct Template
A specific Excel template is available for each data type to be imported. These templates can be found here:
📚 Always use a blank template downloaded directly from the Qargo platform or provided by the Qargo team. Re-using an old template may lead to import errors.
Step 2: Fill in the Excel Template
Open the template and populate it with the required data. The template contains column headers that correspond to the fields in Qargo.
Required Fields: Make sure to fill out all the required fields (those can be found in the articles listed in the ‘Detailed Import Articles’ section of this article). An import will fail if these fields are left blank.
Formatting: Close attention should be paid to the specified data format (e.g., dates, numbers, text).
Step 3: Submit for Upload
During Onboarding: Work directly with your onboarding manager to upload your initial business data. They will guide you through the process and ensure a successful import.
After Onboarding: For all future data updates and imports, contact your account manager. They will assist you with the upload process and provide ongoing support.
🔎 Troubleshooting Common Errors
It is common to encounter errors on the initial import attempt. These are typically straightforward to fix.
Error Log Spreadsheet: The spreadsheet with the error log will provide a clear breakdown of the issues. For example, it might state "Enter a valid URL' or "Company must have a type".
Fix and Re-upload: Open the original Excel file, correct the identified errors, and save the file. The corrected file can then be re-uploaded. Qargo will re-run the validation, and the import will proceed.
🔗 Detailed Import Articles
For more in-depth information on a specific data type, please click on the links below. Each article contains a detailed breakdown of the template's fields, specific requirements, and best practices.
Importing Companies
A comprehensive guide to importing company data, which serves as the foundational step for populating a Qargo tenant with customers, suppliers, and subcontractors.
Importing Contacts
A comprehensive guide to importing contact data, which links individuals to companies already in the system, ensuring an accurate database for communication.
Importing Drivers
A comprehensive guide to importing driver data, which allows for the bulk creation of both internal and subcontractor drivers. This is a critical step for preparing the Qargo system for dispatch.
Importing Vehicles
A comprehensive guide to importing vehicle data, which facilitates the bulk creation of vehicles belonging to both the organisation and its subcontractors. This is a crucial step in preparing the fleet for assignment.
Importing Containers
A comprehensive guide to importing container data. This process facilitates the bulk creation of containers belonging to both the organisation and its subcontractors, providing a readily available catalogue for use in order creation.
Importing Products
A comprehensive guide to importing product data. This process populates the product catalogue in bulk, streamlining order creation and ensuring consistency in descriptions and units of measure.
Importing Validity Data
A comprehensive guide to importing validity data. This process updates the expiry dates of documents and certificates for drivers and vehicles in bulk.
Importing Location Data
A comprehensive guide to importing location data, which facilitates the bulk import of locations along with aliases for external integrations and stop prefill configurations.
📚 Onboarding Managers/Account Managers can provide assistance with creating combinations. To help us prepare, please provide the following details for the drivers and vehicles you need to combine:
Column name | Required/optional | Remarks | Example |
Vehicle_name | Required | Name as used in vehicle_import | 12BLT2 |
Driver_name | Required | Name as used in driver | Steve Johnson |
always_on_planning | Required | To be displayed every day on the planning board | TRUE |
❓ FAQ
Click on the button below to access the Data Import FAQ article.
📝 Use Cases
Data import streamlines onboarding and data management processes. Below are some common scenarios where data import is invaluable:
Initial Setup: When onboarding, all existing business data can be imported at once to prepare the Qargo tenant for use.
Testing Workflows: Before going live, a sample set of data can be imported into the sandbox tenant to test new features or train a team. This provides a risk-free environment for familiarisation with the platform.
Regular Updates: Data for resources such as vehicles or containers may be periodically imported as a fleet expands or changes.