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) |
Phone Number |
| Numeric | Maximum of 15 digits. Include the area code (07) if possible |
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” |
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” |
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” |
Section Notes |
|
| Invoice notes to be combined (consolidated) into job sections. Use the first posting in each section to consolidate these notes. |
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) |
Phone Number |
| Numeric | Maximum of 15 digits. Include the area code "07" if possible |
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” |
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 |