Importing Kit and Addresses
Top  Previous  Next

RentalDesk can import your key inventory and address book details from a comma separated value (.CSV) text file. You may already have this information already stored in other databases or spreadsheets and it is normally quite easy to export this information into a file in the .CSV format. Once you have this information in CSV format you can open the file with a spreadsheet editor like Microsoft Excel and prepare for importing into RentalDesk.

The information must be arranged in a very exact order so the that RentalDesk will import the information into the proper databases. Navigator Systems supplies blank import files for importing, which should be used to avoid problems. You can download these spreadsheets by clicking here.

Formatting Equipment to Import

Formatting Customer Information for Import

To import your information:

configurimport

Select whether you wish to import equipment or address information:

configureimport1


You will then select your file using the browse (configureimport2) button.

IMPORTANT:You will note that there is the option to change the default "Field Delimiter" and "Field Protection Character". You will only need to adjust these in exceptional circumstances, such as the unlikely event that your spreadsheet programme cannot save to CSV format. A Field Delimiter is a character that separates each data field in the import file. In a CSV file, this is a comma. You can tell Rental Desk to use another separator such as a Tab. A Field Protector is a character that prevents a field which may in itself contain a Field Delimiter from being interpreted as two or more fields. For example Mic, Shure SM57 if wrapped in speech marks, "Mic, Shure SM57" is still considered as a single field.  

Once you have set your import file click the validatebutton button. RentalDesk will then check that the data you are importing is correct. Any errors are written to a log , which is displayed on the screen. If any errors are found the Row number and a description of the problem will be displayed. You will need to go back and edit your CSV file. If you wish to print the error log, press the printbutton button.

If no errors are found and the file is ready to import RentalDesk will display:

configureimport3

You can view the contents if the CSV file one last time by clicking on the viewdatabutton button, which will display:

configureimport4

To change back to the error log, press the viewlogbutton button.

The final step is to click the importbutton button and your data will be imported into the Rental Desk tables ready for use.