> ## Documentation Index
> Fetch the complete documentation index at: https://docs.fikatrade.com/llms.txt
> Use this file to discover all available pages before exploring further.
# Import products, customers and prices
> How to bring products, customers and pricing groups into FikaTrade from a file — using FikaTrade's own templates or another system's export — and review every row before it's added.
**Imports** lets you bring products, customers and pricing groups into FikaTrade from a file, instead of entering them one at a time. You decide whether FikaTrade adds the straightforward rows for you or holds every row for your review.
**New 2026-10-17:** this page replaces the earlier note that the import tool existed but wasn't documented.
## Before you begin
You need to be a **supplier administrator** to use Imports.
## Choose an importer
Go to **Settings → Imports**. The top of the page lists the importers available to you, in two columns:
| Column | What it's for |
| - | - |
| **Supported formats** | Another system's export, uploaded exactly as that system produces it — for example an Ordermentum export bundle or Xero sales invoices. |
| **Basics** | FikaTrade's own format. Each basic has a **Template** to download and fill in. |
Below the importers, **Import history** lists every file you've uploaded, with its status.
## Fill in a template (Basics)
Open the basic you want, select **Template**, and replace its example rows with your own. The importer page lists every column it reads, with required ones marked.
| Basic | One row per | Required columns | Good to know |
| - | - | - | - |
| **Products** | Product | `code`, `name`, `available` (`true` or `false`) | Optional: `description`, `default_price`, `cost_price`, `tax_code`, `sales_account_code`, `categories` (separate several with a pipe character). A code you already have is matched to that product, never duplicated. New category names are created for you. An unrecognised tax code falls back to your default tax. |
| **Customers** | Contact person, with their customer's details on the same row | `customer_code`, `name` | Optional customer columns: `abn`, `phone`, `billing_address`, `shipping_address`, `website`, `pricing_group`, `active`. Optional contact columns: `contact_name`, `contact_email`, `contact_phone`. For a customer with several contacts, repeat the customer columns on each row — the first row's details are used. |
| **Pricing groups** | Group price: a group, a product code, and that group's price | `group_name`, `product_code`, `price` | The product must already be in your catalogue — this file never creates products. Leave `product_code` and `price` blank to create an empty group. |
A few rules apply to every basic:
* **Keep codes stable.** The customer code and product code are how FikaTrade recognises the same record across uploads.
* **Prices** must be a number of zero or more. A row with any other price is skipped, and the import tells you which row.
* **Tax code and sales account** only apply when the import *creates* a product — an existing product keeps its own. A sales account code must be one you already have under [Sales accounts](/supplier-guide/products/sales-accounts).
* A customer whose `pricing_group` you don't have yet stays on default pricing. A contact without an email is skipped, but their customer is still imported.
## Upload a file
1. Select **Upload file** on an importer's page, or **New Import** on the Imports page.
2. FikaTrade stores the file and opens its import page. Nothing is processed yet.
3. Under **Read this file as**, FikaTrade lists the importers whose columns match your file. Choose the right one.
4. Decide whether to tick **Manual review**, then select **Start onboarding**:
* **Manual review off** (the default): rows FikaTrade can place without any doubt — for example a brand-new record, or one that exactly matches what you already have — are added for you. Everything else waits for you.
* **Manual review on**: nothing is added or linked on its own. Every row waits for your decision.
With **Manual review** off, new records start appearing in your workspace as soon as the file is read. Tick **Manual review** if you want to see everything before it lands.
For an Ordermentum export you can upload either the ZIP bundle, or all five separate exports (customers, users, products, prices, items-per-order) at once.
## Review the rows
Once the file has been read, its import page lists every record it found, grouped into tabs by type — for example **Sales accounts**, **Pricing groups**, **Products**, **Customers** and **Contacts**. Each row tells you what it's asking:
| Row says | Meaning | Your options |
| - | - | - |
| **Not in your workspace yet** | The file has this record and you don't. | **Add** creates it from the file's values, or **Decline**. |
| **Values differ** / **Differs from yours** | You already have this record, but some fields differ. | Pick each field — yours or the file's — then **Apply picks**. Or **Use the file** or **Keep yours** for every field at once. |
| **Matches more than one of yours** | FikaTrade can't tell which existing record this is. | Link it to the right one, or decline it. |
| **Missing a value** | The file leaves out something this record needs. | It can't be added as it is — fix the file and upload it again, or decline it. |
| **Product not found** | A pricing-group price for a product that isn't in your catalogue (or the same import). | Decline only. Add the product first and reopen the import to make the price addable. |
If you keep your own value where it differs from the file, FikaTrade remembers that, so the same difference isn't raised again next time.
### Answer many rows at once
* **Accept safe rows** adds every new record and every unambiguous match in one go. It leaves anything that would change a value you already hold for you to decide.
* On each tab you can search by name or code and filter by what a row is asking. The bulk actions — **Add new**, **Use the file**, **Keep yours** and **Decline** — then apply to **every row the filter matches**, not just the rows on screen. You'll see a summary of what will happen before anything runs.
## Finish or discard
Records are added as you answer them — there's no separate final "apply" step. If you decide you don't want the rest of a file, use **Decline** on the whole import. FikaTrade deletes the file, and anything you've already added stays in your workspace.
You'll get an Inbox notification when an import is ready for review, finishes, or fails — see [Activity and notifications](/supplier-guide/getting-started/activity-and-notifications).
## Related guides
* [Prepare your business data](/supplier-guide/getting-started/prepare-your-business-data)
* [Add a customer](/supplier-guide/customers/add-a-customer)
* [View and manage products](/supplier-guide/products/manage-products)
* [Pricing groups](/supplier-guide/pricing/pricing-groups)
* [Sales accounts](/supplier-guide/products/sales-accounts)
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