Prepare your Excel for import
You will have a .xlsx file that maps cleanly on upload, with most rows marked ready and the few needs-review rows easy to fix on screen.
The AI maps your columns to fields by reading the headings and the values, so a tidy sheet imports in one pass and a messy one leaves you fixing rows. Ten minutes in the spreadsheet saves an hour on the review screen.
Before You Start
- You know which of the ten import types the sheet is for; one type per file.
- The records a row refers to already exist: customers, vehicles, drivers and suppliers before bookings; bank accounts, payment types and expense accounts before money entries.
- You have the matching screen open so you can copy its field labels for the headings.
Steps
- Keep one sheet per file and one heading row at the top. Delete title rows, merged cells, notes and totals above or below the data. The first row must be the headings.
- Name the columns after the fields on the screen. For bookings: LR NO., Paying Customer, Consigner, Consignee, PickUp Date, Dropoff Date, Driver, Vehicle, Container Nos, Material, PickUp Add., DropOff Add., Start Reading, End Reading. Close matches map too, but exact labels never need a second look.
- Put one record on each row. A booking with two containers is one row with both in Container Nos. A fuel fill is one row. Do not spread one record over two rows.
- Fix the dates. Use one date format for the whole column and make sure the cells are dates, not text. A column mixing day-first and month-first dates is the most common cause of needs-review rows.
- Spell names the way the app has them. Customer names, vehicle numbers, driver names, supplier names and payment types are matched against your records. Export the list from the screen (Excel button) and paste the exact values.
- Remove duplicates and blanks. Sort by the key column (LR, vehicle number, invoice number) and delete repeated rows and empty rows. Each import creates records; a duplicate row becomes a duplicate record.
- Save as .xlsx (or .xls), then upload under AI › AI Data Import and check the mapping before review. Download sample templates where your tenant offers them; they show the expected headings for each type.
Column rules
Column kind | How to fill it | If wrong |
|---|---|---|
Names that must match a record | Exact spelling from the app’s own export | Row is invalid or needs review |
Dates | One format per column, real date cells | Needs review or wrong date saved |
Numbers and amounts | Plain numbers, no currency symbols or thousands separators | Invalid |
Yes/no fields (Is Full Tank, Is Active) | Yes or No, consistently | Needs review |
Payment scenario (fuel) | Paid, Not Paid or Paid By Employee | Invalid |
Document numbers (LR, invoice, bill) | Leave blank to auto-number, or fill to keep old numbers, never both in one file | Duplicate or gap in numbering |
Custom fields | Heading equal to the custom field name in your tenant | Column unmapped and skipped |
What This Changes
- Nothing until you confirm on the review screen. Preparing the file is spreadsheet work only.
- After confirm, each ready row is a record on the matching screen and posts as that screen would.
Tips
- Start with a ten-row test file. Fix the mapping and the row states, then import the full file.
- Keep the original export from your old system untouched and work on a copy; you will want to compare.
- For bookings with amounts, one amount column for the agreed freight is enough; add adjustments and costs on the screen or through Expenses and Fuel Tracking imports.
Frequently asked questions
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.