Reusable Spreadsheet Data Imports

Use a data import when you regularly receive the same CSV or Excel export and want Peasy to remember how it maps into bills or sales orders. Each data import keeps the saved mapping, import activity, and item links from past runs, so the next file goes through faster.

Data imports cover bills and sales orders from spreadsheets you upload yourself. Shopify and QuickBooks sync separately under Integrations — they don't appear in the Data Imports list.

How to Get There

1. Open Configure in the sidebar.
2. Expand Data Imports.
3. Click Add Data Import to start a new one, or click an existing data import to upload another file with the same mapping.

You can also reach the wizard from the command palette (Cmd+K → "Add Data Import"), or by dropping a CSV, TSV, XLS, or XLSX file onto the Bills or Sales Orders page upload area — Peasy hands the file off to an embedded Data Imports wizard inside that same flow, no navigation required. The left Imports tab in that flow lists your saved Data Imports grouped by Sales Orders and Bills so you can pick an existing mapping to upload against.

Upload a File

Drag a file onto the upload zone, click to choose a file, or paste rows directly from a spreadsheet. Peasy accepts:

• CSV and TSV files
• XLS and XLSX spreadsheets (Peasy reads the first sheet)
• Pasted rows from any spreadsheet app

Give the data import a name like "Faire wholesale orders" or "Acme vendor invoices." The name appears in the Data Imports list and at the top of that data import's page.

The Five Steps

After upload, the wizard walks you through five steps. Hover over or focus the action bar at the bottom of the screen to expand the step tracker.

1. Setup — Peasy parses the file, guesses whether it is bills or sales orders, and asks for any import-level choices. For sales-order imports, choose Multiple orders or Single order. Multiple orders creates one sales order per unique Order Number mapped in Map fields. Channel is always available as an optional attribution.
2. Map fields — review the suggested column mapping. The right-side panel shows your raw spreadsheet next to the mapping for easy comparison.
3. Map customers/vendors — confirm any customer or vendor matches Peasy needs before staging.
4. Map items — if any line items in the file aren't linked to Peasy items yet, match or create them here. Records without item mappings can't be finalized. See Matching External Items to Peasy Items for how matching works.
5. Review — check the records and row counts, and deal with anything that needs attention. Click Complete to create the bills or sales orders.

For sales-order imports, the Channel chosen on Setup is remembered as a default for future uploads of the same data import. If you leave Customer blank in Map fields, Peasy uses that Channel as both the order's Customer and its reporting tag. You can instead select or map a different Customer while keeping the Channel for reporting. If Peasy remembers a Customer from an earlier upload and you want the selected Channel to be the buyer for this import, open Customer and choose the Use Channel … instead option. Peasy shows this option only when a remembered Customer and a different selected Channel are competing for the current import. Channel attribution does not apply to bill imports.

Single order combines every spreadsheet row into one sales order, with each row imported as a line item. In Map fields, map Customer to an uploaded column or choose one Peasy customer. Completed sales-order imports appear in Sales Orders; completed bill imports appear in Bills.

Refresh-Safe Progress

During Setup and Map fields, refreshing the same browser tab restores the in-progress mapping draft. Keep that tab open until the run is staged.

Once the run reaches Map items or Review, you can refresh, reopen, or share its URL and return to the same review step.

What Peasy Detects

While you're in the wizard, Peasy looks at headers, sample rows, and the filename to detect:

• Whether the file looks like bills or sales orders.
• Whether it matches a saved mapping from a previous data import — if it does, the column mapping fills in automatically.
• How rows should group into records (multiple line items for one bill, or one record per row, or grouped by a key column like Order ID).
• Which column identifies line items.
• Whether vendor/customer review or item mapping is needed before staging.
• For sales-order imports, whether customer names come from a column or one Peasy customer, and whether the run should be attributed to a Channel.

If Peasy is confident, choices fill in for you. If not, the wizard asks you to pick.

Item Review and Matching

Spreadsheet imports use item matching when a bill or sales order line refers to something Peasy does not recognize yet. Match the external line-item name or SKU to the right Peasy item before continuing to Review.

Peasy remembers item mappings for each data import. The next time you upload a similar spreadsheet, known line items can skip review and flow straight to record review.

For the shared matching rules, including when to use an existing item family versus creating a new one, see Matching External Items to Peasy Items.

Warnings and Alerts on Review

Anything that needs your attention on Review appears as a notice with a one-line summary — how many records will be updated, how many item warnings there are, how many rows were skipped. Click Show details on a notice to read every entry. Nothing is trimmed to a preview: if 200 orders will be updated, all 200 are listed once you expand it.

Two notices are worth knowing:

• Alerts lists records that already exist in Peasy, grouped into fulfilled orders, other existing records, and conflicts. Fulfilled orders come first because re-importing one can move inventory immediately.
• Item review warnings lists rows Peasy couldn't tell apart, plus rows it skipped and why. These are heads-ups, not blockers — you can still complete the import.

If the same item name shows up at two different prices, that's usually a price list and Peasy says so. Each imported line keeps the price from your file.

When Some Records Can't Be Imported

One bad row no longer blocks the whole file. Peasy imports every record it can and holds the rest on the Review step with the reason it couldn't be applied — a missing quantity, a blank item name, a value it couldn't read. The count at the top tells you where you stand, for example "3 of 4 orders imported. 1 order needs attention." Long reasons are shortened to one line; click Show details to read the whole message.

If a record fails because its rows are already linked to several different Peasy records, Peasy explains what happened, what to do about it, and what happens if you do nothing. The usual fix is to upload the file again and set Record grouping to one record per order or bill instead of combining everything into one.

For each held record you can either:

• Fix the source file and upload it again, or
• Once every remaining record has failed, click Complete without N bills/orders and confirm to skip them, which leaves them out of this import.

An import finishes once every record is either imported or skipped, so a file with a few bad rows still completes. Records you already imported stay saved, and the skipped source data remains visible under Import Activity — but skipping can't be undone within that import.

Accounting footer rows — a trailing "Total" line with an amount and no item — are dropped automatically and counted as skipped rows rather than turning into an empty bill or order.

Reviewing What You Imported

Click Complete on the Review step to create the bills or sales orders. If every remaining record has failed, the action changes to Complete without N bills/orders and asks you to confirm before Peasy skips those records. Spreadsheet Data Imports do not create a separate Inbox document for every staged record.

When you use the full-screen Data Imports wizard, completion returns you to the data import page. An embedded import returns you to the Bills, Sales Orders, or Inbox flow where you started. To review either kind of upload later, open the data import under Configure → Data Imports.

Under Import Activity, each upload shows its file name, status, uploader, date, row and record counts, and how many records were applied. Click a completed upload to open its read-only record details; closing the details returns you to Import Activity.

If you leave before clicking Complete, select that upload under Import Activity to resume the wizard. A pending import may also appear as one combined row in the Inbox; it never expands into one Inbox row per spreadsheet record.

Settings on the Data Import

Open an existing data import under Configure → Data Imports. Its page includes:

• The data import name, which you can edit at the top.
• Template — review the saved field, item, customer, or vendor mappings. Use the matching Review button when a source value needs to be relinked.
• Import Activity — pending and completed uploads. Select a pending upload to resume it or a completed upload to review its read-only details.

Good to Know

• Data imports stage bills and sales orders only. Importing items, customers, or vendors uses separate flows — see Importing Items from a CSV and the bulk-add tools on the Customers and Vendors pages.
• Files larger than 10,000 rows need to be split before upload.
• Peasy creates bills or sales orders only after you reach Review and click Complete.
• Need help mapping or running a tricky import? Drop the file into a Beacon chat — see Using Beacon for Data Imports.

Related

• Using Beacon for Data Imports — analyze and stage from chat
• Matching External Items to Peasy Items — match spreadsheet line items to Peasy items
• Integrations Overview — Shopify, QuickBooks, and other connections
• Importing Items from a CSV — item catalog import