AI Data Import: how it works
You will understand the four stages of an import, what the three row states mean, and why nothing reaches your bookings, ledgers or vehicles until you click Confirm.
AI › AI Data Import is the way to bring in history or a batch of new records without typing. You upload a spreadsheet, the AI reads the column headings and the values, maps them to the fields on the matching screen, and shows you every row with a state. You fix what needs fixing and confirm. The same button sits on the list screens that accept imports: Bookings, Vehicles, Drivers, Customers, Suppliers, Expenses, Bank Transaction, Fuel Tracking and Purchase Invoice.
The four stages
- Upload: choose the import type and drop a .xlsx or .xls file. One sheet, one heading row, one record per row.
- Mapping: each of your columns is matched to an ERP field. A heading such as "Truck No" maps to Vehicle number; "Consignee" maps to Consignee. You can see and change the mapping before going on.
- Review: every row appears with a state: ready, needs review or invalid. Values that must match an existing record (a customer name, a vehicle number, a payment type) are checked against your data.
- Confirm: only the rows you confirm are saved. Until then nothing has changed in the app, and closing the screen loses nothing but the upload.
Row states
State | Meaning | What to do |
|---|---|---|
Ready | Every required field is present and every reference matches a record. | Nothing; it will be saved on Confirm. |
Needs review | The row can be saved but something is uncertain: a near match on a name, an unusual date, a value the AI guessed. | Check the row, correct it if needed, then let it through. |
Invalid | A required field is missing or a value cannot be saved, for example a vehicle that does not exist or a date in the wrong form. | Fix the cell on screen, or fix the spreadsheet and upload again. |
What an import creates
- Ordinary records. An imported booking gets an LR number and shows under Bookings; an imported fuel entry posts cash, a supplier bill or an employee balance according to its payment scenario; an imported expense is an approved voucher.
- Numbering follows Settings › Invoice Settings unless your file carries the number, as with bookings that keep their old LR numbers.
- Related records must exist first. Import customers and vehicles before bookings; import bank accounts and payment types by hand under Books and Settings before fuel, expenses and bank transactions.
Limits to keep in mind
- One import type per file. A sheet with customers and bookings mixed is two imports.
- Purchase Invoice imports take one product line per invoice; bills with many lines are entered on the screen.
- Bank statement import is for reconciliation lines, not for creating bank transactions; use the Bank Transactions type for transfers.
- Download sample templates, where offered on your tenant, to see the expected headings; otherwise copy the column names from the matching screen.
Need Help?
Chat with the NShine ERP support team on WhatsApp at +91 79950 87755, or ask from inside the app. Last checked 9 November 2026 against app.nshineerp.com.