Review and fix import errors
You will have every row either confirmed as a record or deliberately left out, with no half-imported file and no duplicates from running the import twice.
After upload and mapping, AI › AI Data Import shows every row with a state. The review screen is where you decide, row by row, what gets saved. Nothing posts until you click Confirm, so take the time here; it is cheaper than deleting records later.
Before You Start
- The file is uploaded and the column mapping looks right; a wrong mapping makes whole columns fail, which is a mapping fix, not a row fix.
- The matching screen (Bookings, Vehicles, Customers and so on) is open in another tab so you can add a missing record quickly.
Steps
- Read the counts of ready, needs review and invalid rows at the top of the review screen. Many invalid rows with the same message point to one cause: a missing column, a date format, or a batch of unknown names.
- Open the invalid rows first and read the message on each. Typical causes: a required field is blank, a customer or vehicle is not found, a date or number could not be read, a payment scenario is misspelt.
- Fix a one-off problem on the row itself, where the screen lets you edit the cell. Correct the spelling of a name to match your records, or type the missing date.
- Fix a repeated problem at the source. If a customer does not exist, add it under Customers and the rows will match on the next pass. If a column is unreadable, correct it in the spreadsheet.
- Open the needs-review rows and check what the AI was unsure about. Usually a near match on a name or a guessed value. Accept it if right, change it if wrong.
- Decide what to do with rows you cannot fix now. Leave them unconfirmed or remove them from the batch, then import them later in a small follow-up file. Do not confirm a row you are unsure of.
- Click Confirm to save the ready and accepted rows. Check the matching screen: the new records should be there with the dates and names you expect.
- If you corrected the spreadsheet, upload only the rows that were not confirmed. Re-uploading the whole file creates duplicates of the rows already saved.
Messages you will see and what fixes them
Message or state | Cause | Fix |
|---|---|---|
Required field missing | A blank cell in a required column | Fill the cell, or map the right column |
Customer / Vehicle / Driver / Supplier not found | Spelling differs from the record, or the record does not exist | Match the spelling, or add the record first |
Date could not be read | Mixed formats or text dates | Use one date format, real date cells |
Number could not be read | Currency symbols, commas or text | Plain numbers |
Payment scenario unknown (fuel) | Value is not Paid, Not Paid or Paid By Employee | Use one of the three |
Duplicate number | LR, invoice or bill number already exists | Remove the row or leave the number blank to auto-number |
Needs review: near match | Name resembles a record but is not identical | Accept the suggested record or correct it |
What This Changes
- On Confirm: each confirmed row becomes a record on its screen and posts as that screen would (bookings to the booking list, fuel to cash, a supplier bill or an employee balance, expenses to the ledgers).
- Rows left unconfirmed change nothing. The upload is not kept as a draft, so note which rows remain.
Tips
- Sort the review by state so all invalid rows are together; the same message repeated means one fix.
- Fix the spreadsheet rather than the screen when more than a handful of rows share a problem, then upload the remaining rows as a new file.
- After confirming bookings, open two or three on the Bookings screen and check customer, vehicle and dates before importing the next type.
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.