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Data Conversion Templates

Download the template files for data conversions and find the detail on the requirements of the template files.

Updated this week

If you have organised a data conversion for your new Auxo Workshop system, from your existing/prior system; here is where you find the template files and instructions for supplying us with the data you wish to have converted.

For more information on data conversions, please see the following article: https://learn.auxosoftware.com/en/articles/9990694-converting-data-from-other-software

📝 Note: we have utilities to simplify the data conversions from Workshop Software, webSAM, SAM and Synergy so please speak to us first as you may not need to use these templates and undertake the work manually.

Template Download Links

Template Formats

Customer

🗒️Note: The "Customer ID" must be unique, any duplicates cannot be imported.

The following table will help you understand the data that should be in each field of the template:

Fields

Mandatory Y/N

Format

Comments

Customer Type*

Y

Alpha-single

"I" = Individual, "C" = Company

Customer ID*

Y

Alpha-Numeric

Unique customer ID that is used to link the customer to Vehicles and Jobs

First Name

Y

Alpha-Numeric

Mandatory when customer type = I

Last Name

Alpha-Numeric

Company Name

Y

Alpha-Numeric

Mandatory when customer type = C

Mobile Number

Numeric

Maximum of 15 digits. Do not enter the country code (+64)
Only numeric values are excepted

Phone Number

Numeric

Maximum of 15 digits. Include the area code (07) if possible
Only numeric values are excepted

Email Address

Alpha-Numeric

Maximum of 250 characters

Business Number

Alpha-Numeric

Maximum of 13 characters

Billing Address

Alpha-Numeric

Postal address e.g. 75 Leicester Avenue, Tamatea, Napier, 4112

Delivery Address

Alpha-Numeric

Add if different than postal

Tax Number

Numeric

GST Number or ABN

Tax Rate

Decimal

NZ= “15%”, “0%”, “0% Exempt”
AU= “10%”, “0% Exempt”

Terms of Payment

"Cash", "[Credit] 20th Day of Next Month", "[Credit] 14 Days", "[Credit] 7 Day Payment", "[Credit] 30th Day of Next Month"

Notes

Alpha-Numeric

Maximum of 2,000 characters

External GUID

Alpha-Numeric

Only if the customer has been matched to an Accounting system e.g. Xero GUID

Vehicles

🗒️Note: The "Registration" must be unique, any duplicates cannot be imported.

The following table will help you understand the data that should be in each field of the template:

Fields

Mandatory Y/N

Format

Comments

Customer ID*

Y

Alpha-Numeric

Unique customer ID that is used to link the customer to Vehicles and Jobs

Registration*

Alpha-Numeric

Vehicle identifier e.g. the registration plate

Year

Numeric

YYYY e.g. 2024. If the year = 0 can this be committed from the column and display a blank year

Make

Alpha-Numeric

Maximum of 50 characters

Model

Alpha-Numeric

Maximum of 50 characters

Variant

Alpha-Numeric

Maximum of 50 characters

Class Type

Alpha-Numeric

Body style e.g. Sedan

Colour

alpha

black, blue, brown, cream, gold, green, grey, orange, pink, purple, red, silver, white, yellow

VIN Number

Alpha-Numeric

17 characters but a max of 20

Chassis Number

Alpha-Numeric

Maximum of 20 characters

Transmission

Alpha-Numeric

Maximum of 20 characters. Displayed as Manual, Auto …etc

Fuel Type

Alpha-Numeric

Maximum of 20 characters

Engine Number

Alpha-Numeric

Maximum of 20 characters

Engine Cylinders

Numeric

Between 1 - 12

Engine Size

Numeric

Maximum of 20 digits

Power

Numeric

Maximum of 5 digits

Torque

Numeric

Maximum of 5 digits

First Reg Date

Date

DD/MM/YYYY but will display as MM-YYYY

Odometer

Numeric

Units (Odo)

Alpha

"Kms" (kilometres), "Mi" (Miles), "Hrs" (Hours). Default = Kms

Hubometer

Numeric

Units (Hubo)

Alpha

"Kms" (kilometres), "Mi" (Miles), "Hrs" (Hours). Default = Kms

Hours

Numeric

Units (Hrs)

Alpha

"Kms" (kilometres), "Mi" (Miles), "Hrs" (Hours). Default = Hours

Service Expiry

Date

DD/MM/YYYY

Wof Expiry

Date

DD/MM/YYYY

Other Expiry

Date

DD/MM/YYYY

Other Expiry Name

Alpha-Numeric

Name for the 3rd reminder e.g. Cambelt

Notes

Alpha-Numeric

Maximum of 2,000 characters

Job/Invoice

The following table will help you understand the data that should be in each field of the template:

Fields

Mandatory Y/N

Format

Comments

Job Number

Y

Alpha-Numeric

Invoice Number

Alpha-Numeric

Invoice Date

DD/MM/YYYY

Customer ID

Y

Alpha-Numeric

Registration

Alpha-Numeric

Odometer

Numeric

Estimate Hours

Y

Decimal

1hour 30 mins = 1.50. No blanks allowed, use 1.0 as a default.

Internal Job Notes

Tax Rate

Y

Alpha-Numeric

NZ= “15%”, “0%”, “0% Exempt”
AU= “10%”, “0% Exempt”

Invoice Amount Paid

Decimal

2dp e.g. 12345.12

Amount Due

Decimal

2dp e.g. 12345.12 Amount left to pay on invoice

External GUID

Alpha-Numeric

Only if invoice has been transferred to Accounting system e.g. Xero GUID

Job/Invoice Details (JobLineItem)

The following table will help you understand the data that should be in each field of the template:

Fields

Mandatory Y/N

Format

Comments

Job Number

Y

Alpha-Numeric

Invoice Number

Alpha-Numeric

Section Name

Y

Alpha-Numeric

Use the job description. No blanks, add "Service" for a default

Line Item Type

Y

Alpha

Must use: "Labour", "Part" or "Outwork"

Part No/Code

Alpha-Numeric

20 character limit

Description

Alpha-Numeric

150 character limit. Recommended less than 70

Quantity/Hours

Decimal

2dp e.g. 12345.12

Unit Cost

Decimal

The unit cost, when multiplied by the Quantity it will equal the total cost. Decimal 2dp e.g. 12345.12

Unit Price Exclusive GST

Decimal

The unit price, when multiplied by the Quantity it will equal the total cost. 2dp e.g. 12345.12

Discount

Decimal

Discount Percentage amount to 2dp e.g. 10.53 (10.53%)

Tax Rate

Alpha-Numeric

NZ= “15%”, “0%”, “0% Exempt”
AU= “10%”, “0% Exempt”

Section Notes

Invoice notes to be combined (consolidated) into job sections. Use the first posting in each section to consolidate these notes.
Or for non section systems. combine all invoice text

Supplier

The following table will help you understand the data that should be in each field of the template:

Fields

Mandatory Y/N

Format

Comments

Supplier ID*

Y

Alpha-Numeric

Unique supplier ID that is used to link the supplier to parts data

First Name

Alpha-Numeric

Supplier contact first name

Last Name

Alpha-Numeric

Supplier contact last name

Supplier Name

Alpha-Numeric

Name of the supplier/company

Mobile Number

Numeric

Maximum of 15 digits. Do not enter the country code (+64)
Only numeric values are excepted

Phone Number

Numeric

Maximum of 15 digits. Include the area code "07" if possible
Only numeric values are excepted

Email Address

Alpha-Numeric

Maximum of 250 characters

Business Number

Alpha-Numeric

Maximum of 13 characters

Billing Address

Alpha-Numeric

Postal address e.g. 75 Leicester Avenue, Tamatea, Napier, 4112

Delivery Address

Alpha-Numeric

Add if different than postal

Tax Number

Numeric

GST Number or ABN

Tax Rate

Decimal

NZ= “15%”, “0%”, “0% Exempt”
AU= “10%”, “0% Exempt”

Terms of Payment

"Cash", "[Credit] 20th Day of Next Month", "[Credit] 14 Days", "[Credit] 7 Day Payment", "[Credit] 30th Day of Next Month"

Notes

Alpha-Numeric

Maximum of 2,000 characters

Website

Alpha-Numeric

Suppliers website

Account Number

Alpha-Numeric

Account number with supplier. Maximum of 20 digits

External GUID

Alpha-Numeric

Only if the supplier has been matched to an Accounting system e.g. Xero GUID

Parts

Fields

Mandatory Y/N

Format

Comments

Part Number*

Y

Alpha-Numeric

Maximum of 32 characters

Description

Alpha-Numeric

Maximum of 256 characters

Category

Alpha-Numeric

Part category. Maximum of 50 characters

Barcode

Alpha-Numeric

Maximum of 64 characters

Supplier ID*

Y

Alpha-Numeric

Unique supplier ID that is used to link the supplier to parts data

Brand

Alpha-Numeric

Manufacture of the part. Maximum of 100 characters

Retail Price Ex

Numeric

Retail exclusive selling price. 2dp e.g. 123456789.12

Cost Ex

Numeric

Cost price of the part 2dp e.g. 123456789.12

Quantity On Hand

Numeric

2dp e.g. 123456789.12

Bin Location

Alpha-Numeric

BIN location. Maximum of 128 characters

Unit of Measure

Alpha-Numeric

Unit of measure - Must use, Each, Litre, Metre, Kilogram, Box, Pack, Hour, Set

Notes

Maximum of 2,000 characters

Supplier Part No

Alpha-Numeric

Maximum of 32 characters. Used when the suppliers part number is different to the Part No. For example the Repco SKU number

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