Importing container data allows for the bulk creation of containers, which can belong to either your own company or a subcontractor. This is a critical step for organisations that manage their own container fleets, as it provides a readily available database for use in order creation. This article outlines the specific requirements, best practices, and common issues related to importing container data.
📖 Glossary of Key Terms
For clarity throughout this guide, the following terms are defined.
Container: A reusable transport and storage unit.
Container Number: The unique identifier for a container.
Subcontractor: A company that owns or operates a container.
Code: A unique identifier for a container from an external system, which can be used to ensure accurate data updates.
✅ Critical Import Requirements for Containers
Prior to importing container data, the following requirements and warnings must be considered to ensure data integrity.
Subcontractor Prerequisite: Before a container belonging to a subcontractor can be imported, the subcontractor's company record must already exist in the Qargo system. The import will fail if the specified subcontractor cannot be found.
Unique Identification: Qargo identifies existing containers by their unique Container Number.
Mandatory Field: The container Name is a mandatory field. An import will fail if this is left blank.
🛠️ Step-by-Step Data Import Process
Step 1: Download Template
A specific Excel template is available to upload Container data:
📚 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 (a comprehensive list of required fields can be found in the next 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.
📝 Details of the Container Import Template
The following table provides a detailed, field-by-field explanation of the Excel template for container import, including data formats, required fields, and best practices for populating each column.
Column name | Required/optional | Remarks | Example |
name | Required | Container name displayed in Qargo |
|
code | Optional |
|
|
manufacturer | Optional |
| Exagon |
container_number | Optional |
| 1212 |
standard_size | Optional |
| Feet_25 |
note | Optional |
|
|
subcontractor_company | Optional |
|
|
gross_weight | Optional | Tonne | 1 |
tare_weight | Optional | Kilograms | 1.0 |
capacity_volume | Optional | CBM | 1.000 |
capacity_weight | Optional |
| 1 |
exterior_length | Optional | Meters | 1.000 |
exterior_width | Optional | Meters | 1.000 |
exterior_height | Optional | Meters | 1.000 |
custom_fields__example | Optional | To import custom field values. Remark: 2 underscores are used in the column name. |
|
🔎 Troubleshooting Common Container Import Errors
This section addresses specific errors that may arise during the import of container data.
Subcontractor Record Not Found: This is the most common error for subcontractor-owned containers. It occurs when the name of the Subcontractor Company in the template does not exactly match an existing company in Qargo. The subcontractor must exist in the system before their containers can be imported.
Sheet name: The sheet name in the Excel template file must be named exactly 'Import'. Any other name will cause an error when uploading the file.
Missing Mandatory Field: The import will fail for any row where the name of the Container is left blank.
Custom Fields: The column name must follow the convention custom_field__[ID], with the specific ID retrieved from the Qargo organisation settings. Click the copy button next to the custom field to copy its ID:
✨ Best Practices for Importing Containers
To ensure a smooth and accurate import, consider the following best practices.
Ensure Subcontractor Data is Complete: Before attempting to import subcontractor containers, verify that all associated subcontractors have already been successfully imported into the system as companies.
Maintain Data Consistency: Pay close attention to the spelling and capitalisation of Subcontractor Names and Container Numbers. Any inconsistencies will cause the link to fail.
Utilise the Container’s Code: Although optional, using the containers Code field is highly recommended. It provides a reliable way to update container records and prevents conflicts that can arise from duplicate numbers.
➡️ What to Do Next
Once containers have been successfully imported, they can be used in order creation. The next logical steps include:
Importing Products: If required, products used in order creation can be imported in bulk.
Importing Orders: A sample set of test orders can be imported to populate a sandbox environment.
📈 Use Cases for Container Import
Importing container data is an invaluable tool for several key business processes.
Initial Fleet Setup: The primary use case is to populate a Qargo tenant with an entire fleet of containers, including both owned containers and those from regular subcontractors.
Onboarding a New Fleet: When a new business unit or fleet of containers is acquired, their details can be added in bulk to the Qargo system.