Importing data

Learn how to prepare your data for importing into Storeganise.

Contents


Overview

The following data can be quickly imported into Storeganise so you can get using the software in no time:

  • Users
  • Sites
  • Unit Types
  • Units & Unit Rentals
  • Unit Rentals
  • Items

Import template

The latest import template formats can be found in this Google Doc. You can make a copy or download it to add your own data.

Once you have prepared the data, contact us to get the data imported.


Users import

The User import data maps to the fields covered in the User details page.

Note: Items marked in bold are required fields. Custom fields column names should start with 'customFields.'

Column/Field Details
email User's email address
firstName User's first name
lastName User's last name
invoiceDate The day of the month that valet / user invoices should be generated for the user entered as a number between 1 - 31. (e.g. if set to 15, then invoices will generate each 15th of the month).
For valet storage / user invoices this is a required field in order for the system to generate invoices. If left blank, no invoices will be generated for the user.
address User's address
phone User's phone number
area Valet storage: User's delivery area
market Valet storage: User's market
Required if you have more than one market setup on your instance.
plan Valet storage: User's plan
Required if you are charging the user on a plan-based pricing model.
billingtype Payment gateway selector. Currently only applicable to Stripe. Set to "stripe" if you want to link the user with a Stripe billing profile.
billingId The user's billing ID from Stripe which usually starts with "cus_".
Required if billingType is set to stripe.

Sites import

The Sites import will create these as sites in the system.

Note: Items marked in bold are required fields. Custom fields column names should start with 'customFields.'

Column/Field Details
code Site code in lowercase characters with no spaces or special characters (- and _ are OK)
title_en Site title (in English)
title_alt Site title in alternate language (applies only if you have a dual language setup enabled)
address_en Site address (in English)
address_alt Site address in alternate language (applies only if you have a dual language setup enabled)
phone Site phone number
email Site email address
image The URL for the image to be used for the site
info_en General site information (in English)
info_alt General site information in alternate language (applies only if you have a dual language setup enabled)
lat Latitude for the site location
lng Longitude for the site location
measure Unit of measurement - must be either ft or m, defaults to m

Unit Types Import

The Unit Types import will create unit types under the respective sites in the system.

Note: Items marked in bold are required fields.

Column/Field Details
_site_code Site code - must match exactly with a site code already in the system
code Unit type code in lowercase characters with no spaces or special characters (- and _ are OK)
title_en Unit type title / name (in English)
title_alt Unit type title in alternate language (applies only if you have a dual language setup enabled)
subtitle_en Unit type subtitle (in English)
subtitle_alt Unit type subtitle in alternate language (applies only if you have a dual language setup enabled)
deposit Unit type deposit - numerical value (excluding tax)
price Unit type price - numerical value (excluding tax)
image The URL for the image to be used for the unit type
info_en General unit type information (in English)
info_alt General unit type information in alternate language (applies only if you have a dual language setup enabled)

Units & Unit Rentals import

The Units & Rentals import can be used to create both new units and associated rentals for existing tenants currently renting units. This is divided effectively into 3 parts:

  1. For the units being imported/created
  2. In the case that a unit rental should be associated with the unit being created, then this next section of the import file should also be completed
  3. In the case that the unit rental should include charges to be added to the unit rental, these can be added using the charges fields.

Note: Items marked in bold are required fields. Custom fields column names should start with 'customFields.'

Part 1: Units

Column/Field Details
_site_code Site code - must match exactly with a site code already in the system
_type_code Unit type code - must match exactly with a unit type code already setup in the system for the corresponding site the unit is being added to
name Unit name in alphanumeric format. Must be unique for a single site.
i.e. There cannot be 2 units in the same site with the name but the same unit name can be used for different sites.
width Unit width - numerical value ≧0
length Unit length - numerical value ≧0
height Unit height - numerical value ≧0
floor The floor that the unit is located on
defaultPrice Unit default price amount - numerical value ≧0 (excluding tax)
defaultDeposit Unit default deposit amount - numerical value ≧0 (excluding tax)
state Unit state at the time of import. One of the following:
  • available (i.e. vacant)
  • blocked (i.e. no tenant but blocked from being rented)
  • archived (i.e. an old unit that has been permanently put out of service)
  • reserved (i.e. reserved by a tenant for future move in)
  • occupied (i.e. occupied by a current tenant
In the case that the unit is marked as either occupied or reserved, then the next columns will be required to be completed to create the unit rental for that corresponding unit.

Part 2: Unit rentals

If you would like to create a unit rental to be associated with each corresponding unit being imported via the data included in part 1 fields mentioned above, then the following data can be added for the corresponding unit rental. The fields in bold are required in the case that you want a unit rental created too.

Column/Field Details
_owner_email User's email address - must match exactly with the email address for a user already in the system
deposit The deposit being held for the unit rental (excluding tax)
price The monthly rental price to be charged (excluding tax)
startDate The move-in date / start date for the unit rental. Must be in the following format: YYYY-MM-DD
endDate The move-out date / end date of the unit rental.

Can be added as a future move-out date for current unit rentals.

Alternatively, use an end date in the past in the case you want to import historical unit rental data.

Must be in the following format: YYYY-MM-DD
_prepayment The prepayment amount (numerical value ≧0) currently being held for an occupied unit, if applicable, at the time of import for the corresponding unit rental. (including tax)

Note: This applies only for units that are being marked as occupied with a startDate in the past. If the unit rental is a for a reserved unit rental with an upcoming move in, leave blank and use _prepayMonths instead.
_prepayMonths The number of months prepayment (numerical value ≧0) to be applied to a reserved unit rental for the purpose of calculating the move-in invoice amount.

Note: This applies only for units that are being marked as reserved with a future startDate. If the unit rental is for an occupied unit rental with a startDate in the past, leave blank and use _prePayment instead.
invoiceDate The invoice date is the day of the month that invoices should be generated for the corresponding unit rental if you are setup for anniversary billing. Enter as a number between 1-31 (e.g. if set to 15, then invoices will generate each 15th of the month).

Leave blank if you want this to default to the day of the month corresponding to the startDate / move-in date or if your instance is setup for fixed day of month (anniversary) billing.

Note: Invoice date is applicable only if your instance is setup for anniversary billing (rather than day of month/anniversary billing which creates invoices on a fixed day of the month for all units).

Part 3: Unit rental charges

If you would like to add charges to a unit rental, then the following data can be added for the corresponding unit rental. The fields in bold are required in the case that you want to add the charges to the unit rental.

Note: You can add multiple charges by using the same format as below but for each new charge entry, you need to add 7 additional columns as below with each charge distinguished by the numerical value in the field name. i.e. for the second charge description it would be added under a column titled charges_2_desc_en.

Column/Field Details
charges_1_desc_en Charge description (in English)
charges_1_desc_alt Charge description in alternate language (applies only if you have a dual language setup enabled)
charges_1_amount Charge amount - numerical value ( (excluding tax ; can be negative)
charges_1_qty Charge quantity - numerical value ≧1
charges_1_code Accounting code - must match with the accounting code as setup in your system's settings
charges_1_start Charge start date - must be in YYYY-MM-DD date format
charges_1_end Charge end date (if applicable) - must be in YYYY-MM-DD date format

Unit Rentals import

The Unit Rentals import allows you to import rental details for units already imported into the system including past unit rental data for old tenants.

If there is a conflict of an existing occupied unit rental already in the system compared to one being imported, that line in the import will be skipped. The data in the system will not be overwritten.

Note: Items marked in bold are required fields. Custom fields column names should start with 'customFields.'

Column/Field Details
_site_code Site code - must match exactly with a site code already in the system
_unit_name Unit name - must match exactly with a unit name already in the system under the corresponding site code
state Unit state at the time of import. One of the following:
  • reserved (i.e. reserved by a tenant for future move in)
  • occupied (i.e. occupied by a current tenant)
_owner_email User's email address - must match exactly with the email address for a user already in the system
deposit
The deposit being held for the unit rental (excluding tax)
price The monthly rental price to be charged (excluding tax)
startDate The move-in date / start date for the unit rental. Must be in the following format: YYYY-MM-DD
endDate The move-out date / end date of the unit rental.

Can be added as a future move-out date for current unit rentals.

Alternatively, use an end date in the past in the case you want to import historical unit rental data.

Must be in the following format: YYYY-MM-DD
_prepayment The prepayment amount (numerical value ≧0) currently being held for an occupied unit, if applicable, at the time of import for the corresponding unit rental.

Note: This applies only for units that are being marked as occupied with a startDate in the past. If the unit rental is a for a reserved unit rental with an upcoming move in, leave blank and use _prepayMonths instead.
_prepayMonths The number of months prepayment (numerical value ≧0) to be applied to a reserved unit rental for the purpose of calculating the move-in invoice amount.

Note: This applies only for units that are being marked as reserved with a future startDate. If the unit rental is for an occupied unit rental with a startDate in the past, leave blank and use _prePayment instead.
invoiceDate The invoice date is the day of the month that invoices should be generated for the corresponding unit rental if you are setup for anniversary billing. Enter as a number between 1-31 (e.g. if set to 15, then invoices will generate each 15th of the month).

Leave blank if you want this to default to the day of the month corresponding to the startDate / move-in date or if your instance is setup for fixed day of month (anniversary) billing.

Note: Invoice date is applicable only if your instance is setup for anniversary billing (rather than day of month/anniversary billing which creates invoices on a fixed day of the month for all units).
siteAccessCode The site access code for this unit rental

Unit rental charges

You can add charges to a unit rental following the details outlined in Part 3: Unit rental charges from the Unit & Rentals import help section above.


Items import

The Items import will create items for each item type you have setup in the system.

Note: Items marked in bold are required fields. Custom fields column names should start with 'customFields.'

Column/Field Details
type The item type code - must match exactly with the code for an item type code already setup in the system.
state The item state. Must match one of the following:
  • storage (i.e in storage)
  • user (i.e. with customer)
  • unassigned (i.e. not assigned to a user but only applicable to box unit types)
_owner_email User's email address - must match exactly with the email address for a user already in the system. Required if the item state is user or storage.
sid The item unique ID. If none is entered, the system will randomly create one. Must be unique for each item imported / in the system.
title Item title (not applicable if item state is unassigned)
desc Item description (not applicable if item state is unassigned)
location Item location - required if the item state is storage
_imageUrl The URL for the item image to be used (not applicable if item state is unassigned)

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