Bring in your existing data
You will have your customers, suppliers, vehicles, drivers and past bookings loaded from spreadsheets in the right order, each reviewed on screen before anything is saved.
AI › AI Data Import reads an Excel file, maps its columns to NShine ERP fields and shows every row with a state before you confirm. Nothing is saved until you click Confirm, so a wrong file costs nothing.
Load masters first, then transactions. A booking row names a customer, a vehicle and a driver; if those do not exist yet, the row needs review. Customers, suppliers, vehicles and drivers go in first, bookings and the money records after.
Before You Start
- One spreadsheet per import type, with a header row and one record per row. Column names can be your own; they are mapped on screen.
- Masters cleaned up: one spelling per customer, vehicle numbers written the same way throughout, drivers with a first name.
- An active Financial Year that covers the dates in your transaction files.
Steps
- Open AI › AI Data Import and choose the import type. The same button sits on each list screen (Customers, Suppliers, Vehicles, Drivers, Bookings, Expenses, Bank Transaction, Fuel Tracking, Purchase Invoice) and opens the import for that type.
- Upload the .xlsx or .xls file.
- Check the column mapping. Each of your columns is matched to an ERP field; fix any that were guessed wrong and leave extra columns unmapped.
- Read the row states: ready, needs review and invalid. Ready rows will save as they are. Needs review rows have a value the system could not match, such as a customer name not yet in Customers. Invalid rows are missing a required field.
- Fix needs-review rows on screen or in the file and upload again. Adding the missing master record first and re-uploading is usually quicker than editing many rows.
- Click Confirm. Only now are records created. Open the list screen and spot-check a few.
- Repeat for the next type in the order below.
The ten import types and the order to load them
Order | Import type | What one row is |
|---|---|---|
1 | Customers | One customer ledger, with opening balance if carried in |
2 | Suppliers | One supplier ledger (truck owners, fuel stations, workshops) |
3 | Vehicles | One vehicle, matched by registration number |
4 | Drivers | One driver or employee record |
5 | Bookings | One LR with customer, vehicle, driver, dates and amounts |
6 | Fuel Tracking | One fuel fill with its payment scenario |
7 | Expenses | One approved expense voucher per line |
8 | Bank Transactions | One bank or cash transfer |
9 | Bank statement | One statement line, for reconciliation |
10 | Purchase Invoice | One product line per invoice |
What This Changes
- Imported customers, suppliers and banks get ledgers under Books › Chart Of Accounts; an Opening Balance on a row posts as an opening-balance voucher (prefix OB).
- Imported bookings appear in the Bookings list, on the Booking Schedule and in the dashboard counts for their financial year, with Status Pending Invoice unless invoices are imported separately.
- Imported fuel entries update each vehicle’s mileage figures; imported expenses and bank transactions post to the accounts named in their rows.
- Reports such as Customers Balance Statement and Vehicle Profit/Loss include imported history straight away.
Tips
- Import a small file of ten rows first to check the mapping, then the full file.
- Keep the original spreadsheets; the Reference no columns let you trace an imported record back to its row.
- Sample templates to download may be available on the import screen if your plan includes them; otherwise use your own headers and map them.
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.