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Import and Export Business Data

Yepsta provides template, export, validation and import-job workflows for customers, services, products and product stock.

Prepare a safe file

Section titled “Prepare a safe file”
  1. Export a current copy before any bulk update.
  2. Download the template for the data type you are changing.
  3. Keep every header exactly as supplied.
  4. Test with a small file before preparing the full import.
  5. Use CSV, TXT or XLSX and keep the file to 5,000 data rows or fewer.
  6. Remove formulas, merged cells and unrelated worksheets or columns.

Understand the templates

Section titled “Understand the templates”

Customers

Section titled “Customers”

The template includes name, phone, email, source_detail, acquisition_campaign and first_contacted_at. Name and phone identify the required customer details.

Services

Section titled “Services”

The template supports service kind, name, category and subcategory, parent service, variant name, description, price, duration, GST percentage, SAC code, buffer time, capacity, location, active state and sort order. Requirements vary by whether the row is a parent service, group or variant; start from the downloaded template and validate a small sample.

Products

Section titled “Products”

The product template includes name, SKU, barcode, category, descriptions, HSN code, GST percentage, purchase/regular/sale prices, inventory-tracking state, low-stock threshold, opening stock, location and active state. Product name and regular price are required. A location is required when opening stock is supplied.

Product stock

Section titled “Product stock”

The stock template can match a product using SKU, barcode, or product name and category, then identifies the location by name or code. It includes inventory tracking, current/new stock, adjustment quantity, low-stock threshold and reason.

Use either new_stock to set the verified result or adjustment_quantity to add or remove a verified difference—never both in the same row. Each committed stock change creates an inventory movement.

Validate and import

Section titled “Validate and import”

Use the relevant module’s Import, Export, Template or Bulk Stock action.

Validate before committing
  1. Choose the prepared file and the relevant import options.
  2. For product import, decide whether Yepsta may create missing categories.
  3. Choose the duplicate behavior offered by the screen: Skip existing or Update existing.
  4. Start validation.
  5. Open the resulting import job and review valid, invalid, skipped and failed rows.
  6. Correct the source file if the preview is not what you intended, then validate the corrected file as a new job.
  7. Commit only a reviewed job whose changes are safe.
  8. Wait for the job to finish before taking another action.

Jobs can show states such as Ready, Completed, Completed with errors or Failed. Row results explain whether a row was valid, imported, skipped, invalid or failed.

Verify the result

Section titled “Verify the result”
  • Compare job counts and errors with the source file.
  • Search several imported records, including an updated and a newly created row.
  • Verify SKU, barcode, category, active state, prices, HSN/SAC and GST values.
  • For stock, select each affected location and review Product Inventory → Ledger.
  • For customers and services, check location availability and one downstream workflow before importing the remainder.

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