Use CSV files to create data and extract data from OnRent Go.

If you’ve got a large amount of data to add into your system, rather than creating each record individually using the web interface, you might find it easier to create data all at once using our import data tool. 

With our easy import data tool, you can put all your data on spreadsheets and upload it to create records. You also have the option to export data from the system meaning you can easily access spreadsheets of key information for your reference, or even to update your data. 

In System Setup > Utilities you will find the Import/Export Data section. You can also access guides and empty templates in these screens. Click on the type of data you wish to import below, and it will provide you with a guide explaining all of the fields in the import filter.
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You can create and apply import templates to match your data files. For detailed instructions, refer to our guide Creating Import templates.

You can import and export:

Importing data is an important process – after all, your rental management solution is the most important software for running your business. With that in mind, we’ve got a section dedicated to importing data and a strong import tool to ease the data migration burden.

If you need help or simply don't have time, you can book in a session with one of our team to import your data and help set up your system for you! 

Simply click on the blue help bubble to get in touch.

Data Dictionary

A handy data dictionary is available against each of the data import categories so you can see what the fields mean.

Download example CSV

On each of the import categories, you can download an example CSV file to understand what the data looks like.

Required data dependencies for import

On the import categories, a red box displays to let you know if the data import has dependencies, for example importing products requires product groups to first exist.

The Process:

The import has been designed as a step-by-step wizard, so it's easy for you to see what each step is to be able to import your data.

Step 1: Choose the type of data you want to import
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Click on the data type you want to import, in this example we are choosing Accounts.
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Step 2: Upload the data
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Drag your CSV file in.
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Once the file is dragged in, you can choose whether you want to skip duplicate rows or import duplicates and overwrite the matching items.

Step 3: Map the data fields
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If you haven't followed the csv example provided and you are bringing in data from another source, step 3 gives you the opportunity to remap the columns.

OnRent Go will use AI to determine field matches for you, check each of the matches and re-map if necessary. It might be your source data for example has a column called TelNo instead of Telephone Number, so OnRent Go will try to match this for you to save time.
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Step 4: Review the data

At this stage of the import, you can review the data to ensure it matches as you require without having to go back to Excel / Google Sheets to check. If you're happy you can confirm and begin the import.
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​Step 5: Final results
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The records will be imported as a background job, so you can continue doing your daily work. You'll be notified in app and by email when it's finished.
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An example of the email you'll receive is shown below.

Updating Existing Data:

If you export the data from OnRent Go, you'll notice a unique ID field associated with the records. Ensure this ID is set against your records and you can update existing data fields easily. It might be that supplier pricing has changed, so rather than adding new records, you want to update existing.

Importing Historic Invoices:

It may be that when migrating from your existing system you want to bring in the historic invoice data, this is possible with the invoice header and item import.

OnRent Go has its own invoice numbering sequence for data integrity. All imported invoices will be treated as "posted" so you don't send them to your finance system twice. When cutting data over its important to note this is only for historic invoice purposes.

The source system invoice number will need to be imported into the ExternalDocumentNumber field as shown below. This can then be viewed when looking at the invoice records.

Once you've imported the invoice headers, you can go ahead and layer in the invoice items.

If you would like to, you can import invoice items that do not existing as products in your OnRent Go data. It might be for example your invoice contains "20ft ladder" and this isn't in your product file anymore as you don't rent or sell them, but you still want to be able to see it on your invoice. This is achievable and the items are treated as one off text lines for the imported data.

Once an import has been uploaded, OnRent Go will notify you in the bottom left hand corner to whether the import was a success or failure. It will then send you an email to let you know what errors have occurred on the import so that you can correct them and re-import.

Good news! If the import fails it won't import the data incorrectly, it will simply notify you so that you can try again! 

The import email will be sent to the address against the logged in user’s account.

If you have any questions, we’re happy to help! Start a conversation using the Blue help bubble at the bottom-right