Chapter 8
Importing Data
Quasar provides two methods of importing data: XML Import for structured Quasar data objects, and CSV File Import for bulk-loading items or customers from spreadsheet exports. This chapter focuses on the CSV importers, which are the most practical way to migrate large data sets from another system.
Item CSV Import
The Item File Import screen loads items from a CSV file and automatically creates any departments, subdepartments, and vendors that don’t already exist. This means you can set up your entire inventory hierarchy from a single spreadsheet. Access from Inventory → Import Items from CSV. See Item File Import.
CSV Format (13 columns)
| Column | Field | Notes |
|---|---|---|
| 1 | Item Number (PLU) | Required. Must be unique. |
| 2 | UPC | Optional. Barcode number. |
| 3 | Alt UPC | Optional. Alternate barcode. |
| 4 | Department Name | Created automatically if it doesn’t exist |
| 5 | Subdepartment Name | Created automatically under the department if it doesn’t exist |
| 6 | Description | Item description (use double-quotes if it contains commas) |
| 7 | Vendor Name | Created automatically if it doesn’t exist. Optional. |
| 8 | Size Name | e.g., “EA”, “CS”, “KG” |
| 9 | Size Qty | Units per size (e.g., 1 for EA, 12 for CS) |
| 10 | Cost | Purchase cost |
| 11 | Price | Selling price |
| 12 | Purchase Tax | Tax code name (e.g., “GST”). Falls back to screen default if not found. |
| 13 | Selling Tax | Tax code name. Falls back to screen default if not found. |
Before You Import — Screen Setup
Before clicking Import, you must configure the defaults that will be applied to any records the importer creates:
| Field | Purpose |
|---|---|
| COGS Account | Default Cost of Goods Sold GL account for new subdepartments |
| Income Account | Default Sales Income GL account |
| Asset Account | Default Inventory Asset GL account |
| Payable Account | Default AP account for auto-created vendors |
| Next Dept # | Starting number for auto-created departments |
| Next Subdept # | Starting number for auto-created subdepartments |
| Next Vendor # | Starting number for auto-created vendors |
| Default Purchase Tax | Fallback tax for purchases when column 12 doesn’t match |
| Default Selling Tax | Fallback tax for sales when column 13 doesn’t match |
| Default Zone # | Price zone for the imported prices |
| Cost Includes Tax? | Whether cost values include tax |
| Price Includes Tax? | Whether price values include tax |
How Auto-Creation Works
When the importer reads each line of the CSV:
- Department — looks up by name. If not found, creates it using the next available department number
- Subdepartment — looks up by name within the department. If not found, creates it with the GL accounts and tax settings from the screen defaults
- Vendor — looks up by name. If not found, creates it with the AP account from the screen defaults
- Item — checks if the PLU already exists. If not, creates the full item with size, cost, price, and links it to the department, subdepartment, and vendor
Build Your Hierarchy From the Spreadsheet
You don’t need to set up departments, subdepartments, or vendors
before importing. Simply include the names in your CSV and Quasar will
create them as needed. This lets you go from a raw spreadsheet export
to a fully structured inventory in a single step.
Item Numbers Must Be Unique
If a PLU, UPC, or Alt UPC already exists in the database, the importer
skips that number and logs a message. Existing items are never overwritten.
Customer CSV Import
The Customer File Import screen loads customers from a CSV file. It looks up Customer Types by name and falls back to the screen default if the type isn’t found. Access from Sales → Import Customers from CSV. See Customer File Import.
CSV Format (20 columns)
| Column | Field | Notes |
|---|---|---|
| 1 | Record Type | Set to “Blank” to skip a row |
| 2 | Customer Number | Optional. Auto-assigned if blank. |
| 3 | Company Name | Company name (if this is a company customer) |
| 4 | First Name | Individual’s first name |
| 5 | Last Name | Individual’s last name |
| 6 | Customer Type | Type name (e.g., “Charge”). Falls back to default. |
| 7 | Contact | Contact person (for companies) |
| 8 | Address Line 1 | Street address |
| 9 | Address Line 2 | Suite/unit |
| 10 | City | City |
| 11 | Province/State | Province or state |
| 12 | Country | Country |
| 13 | Postal/Zip | Postal or ZIP code |
| 14 | Phone 1 | Primary phone |
| 15 | Phone 2 | Secondary phone |
| 16 | Fax | Fax number |
| 17 | Email address | |
| 18 | Web Page | Website URL |
| 19 | Credit Limit | Optional. Uses type default if blank. |
| 20 | Require Statement | “Y”, “N”, or blank (uses type default) |
Before You Import — Screen Setup
| Field | Purpose |
|---|---|
| Default Customer Type | Applied when the CSV’s type name doesn’t match any existing type |
| Next Customer # | Starting number when customer number is blank in the CSV |
How It Works
- Customer Type — looks up by name. If not found, uses the default from the screen. The type controls AR account, terms, credit limit, service charge rate, and price level.
- Company vs. Individual — if Company Name is populated, the customer is flagged as a company. Otherwise, the name is built from Last, First.
- Duplicate Check — if a customer with the same name already exists, the row is skipped.
- Address — the address fields are imported as the customer’s default address.
Customer Types Must Exist First
Unlike the item importer, the customer importer does not auto-create
customer types. Set up your types before importing (see
Chapter 6).
XML Import
Quasar also supports XML-based import for all data objects (accounts, items, customers, vendors, taxes, and more). The XML import uses the Import Screen and can import Quasar’s native XML export format.
This method is most useful for:
- Importing the default chart of accounts during initial setup
- Transferring data between Quasar databases
- Loading sample data for testing
Opening Balances
When migrating from another system, you need to enter opening balances so that Quasar starts with correct figures for customers, vendors, items, and GL accounts. Access from Company → Open Balances. See Open Balances.
The Four Tabs
| Tab | What You Enter |
|---|---|
| Customers | Outstanding customer receivable balances. Each row creates an opening-balance invoice for the customer on the specified date. |
| Vendors | Outstanding vendor payable balances. Each row creates an opening-balance vendor invoice. |
| Items | On-hand inventory quantities and costs. Each row creates an inventory adjustment for the item. |
| Accounts | GL account starting balances. Use this for accounts that are not covered by the other tabs (e.g., bank, equity, fixed assets). Customer and vendor balances automatically post to the AR/AP accounts. |
Typical Workflow
- Set up master data first — import or create your chart of accounts, customers, vendors, and items before entering opening balances
- Choose a cutover date — this is the date your Quasar books begin. All opening balance entries use this date.
- Enter customer balances — one row per outstanding customer invoice from your old system
- Enter vendor balances — one row per outstanding vendor invoice
- Enter item balances — on-hand quantities and costs for each item
- Enter account balances — remaining GL accounts (bank, equity, etc.)
- Verify — run a Trial Balance report to confirm debits equal credits
Post the Balancing Entry
After entering all opening balances, the difference between debits and
credits should be zero. If not, post a balancing entry to an
“Opening Balance Equity” account to square the books.
Preparing Your CSV File
General Guidelines
- Save as .csv (comma-separated values) — the importer checks the file extension
- Use double quotes around fields that contain commas
- Do not include a header row — every row is treated as data
- The item file must have exactly 13 columns per row
- The customer file must have exactly 20 columns per row
- Rows with the wrong column count are skipped and logged
Column Order Is Fixed
The CSV columns must be in the exact order shown in the
tables above. The importer reads each field by its position — there
are no column headers to map fields. If columns are out of order, data
will be placed in the wrong fields (e.g., the description will be imported
as the vendor name). Always verify your column order before importing.
Spreadsheet Tips
Exporting from Excel or Google Sheets
- Arrange your columns in the exact order shown above
- Remove any header row
- Save As → CSV (Comma delimited)
- Review for special characters (accents, ampersands) — these are preserved during import
Import Checklist
- Set up GL Accounts, Tax Codes, and Price Zones before importing items
- Set up Customer Types before importing customers
- Prepare your CSV files with the correct column count
- Open the appropriate import screen and configure all defaults
- Browse to your CSV file and click Import
- Review the import log for any skipped or failed records
- Verify the imported data in the appropriate list screens
What’s Next?
- Chapter 9 — Matrix Items (size/color variations)
- Appendix A — Sample CSV files and complete XML import type reference