Purpose
The Data Import section provides access to the latest CSV templates used to load core operational records into BulkSource, including customers, logistics providers, contacts, trucks, tickets, projects, and orders. Administrators should always use the most recent templates displayed on this page, even if older versions were previously shared.
Import Workflow
Download the import file through the BulkSource production environment for the most current template: https://app.bulksource.com/account/imports
Save and edit the import file as a .csv file.
Upload and Import the file on the import page: https://app.bulksource.com/account/imports
When an import is submitted, BulkSource performs multiple validation checks. It may require iterative corrections until all records are accepted.
Reviewing Import Errors
If an import completes with errors, an Error File will be available in the Ongoing Tasks panel in the bottom-right corner of the interface. Select the file to download a document that lists each rejected line and the reason for failure.
Example import panel:
The Ongoing Tasks list shows your most recent import file and its current status. Below are explanations of each status:
Error
Hover over the (i) icon to see a brief description of the issue. The most common causes include:
Importing the wrong file type (for example, uploading a Customer file as Orders).
Column headers not matching the import template. This can happen if the file was modified—be sure the column titles exactly match the template.
Extra columns included in the file. Double-check the import template and remove any unnecessary columns before uploading.
Done w/Error
Click the download icon (arrow pointing down to a line) to retrieve the error file. The far-left column will display specific error messages for each affected row.
Complete
The file uploaded successfully and no errors were found.
Common Failure Types
Typical validation failures include:
-
Invalid References
The row references an item that does not exist in BulkSource (e.g., product, price list, category)
Misspellings or trailing spaces may prevent a match
-
Duplicate Entries
The same item has already been imported
If an error indicates that a line item has already been imported, no further action is required for that row. These entries do not need to be re-imported. Only correct and resubmit the remaining rows that failed for other reasons.
-
Invalid Field Values
Certain fields accept only specific inputs (for example, Yes/No values)
Field requirements must align with the field configuration associated with that record in BulkSource
Template Usage
To maintain version control and assist with troubleshooting, store working import spreadsheets in the designated SharePoint folder. This allows:
Centralized management of import files
Shared access between internal administrators and the BulkSource onboarding manager
Real-time updates without circulating multiple copies
Easier review of rejected rows, corrections, and re-uploads
Using SharePoint ensures that all parties reference the latest data set during the import process.
Data Import Field Requirements
BulkSource import templates require exact field matching, valid references, and controlled value inputs. All required fields must be populated, and referenced records must already exist inside BulkSource. Date, status, and Boolean fields must use the defined formats below.
This reference summarizes the required fields for each import type and the rules that govern their values.
Customers Import Requirements
Required Columns
| Field | Rule |
|---|---|
| Name | Must be unique |
| Company ID | Must be unique |
| Payment Terms | Must reference an existing Payment Terms record |
| Status |
"Active", "Prospect", or "Inactive"
|
Optional Columns
| Field | Rule |
|---|---|
| Tax Exempt |
"Yes" / "No"
|
| Is PO Required |
"Yes" / "No"
|
| Credit Limit |
"None", "Soft", or "Hard"
|
Logistics Providers Import Requirements
Required Columns
| Field | Rule |
|---|---|
| Business Name | Must be unique |
| Status |
"Active", "Prospect", or "Inactive"
|
Contacts Import Requirements
Required Columns
| Field | Rule |
|---|---|
| First Name | Enter a first name |
| Status |
"Yes" / "No"
|
| Send Invoice Email |
"Yes" / "No"
|
Optional Columns
| Field | Rule |
|---|---|
| Used for invoice-related communication |
Trucks Import Requirements
Required Columns
| Field | Rule |
|---|---|
| Name | Must be unique |
| Provider | Must exactly match the Logistics Provider Business Name |
| Status |
"Active", "Archived", or "Temporarily Out Of Service"
|
Tickets Import Requirements
Required Columns & Rules
| Field | Rule |
|---|---|
| Ticket Date | Format: MM/DD/YYYY
|
| External ID | Must be unique |
| Status |
"Draft", "Posted", "Accepted", "Voided"
|
| Order ID | Must match an existing Order |
| Product ID | Must match an existing Product |
| Product Name | Must match an existing Product |
| Delivery Method |
"Delivery" or "Pickup/Self Haul"
|
| Site Name | Must match an existing Site |
| Direction |
"Outgoing" or "Incoming"
|
| Gross Weight | Required numeric value |
| Time In | Format: hh:mm am/pm
|
| Time Out | Format: hh:mm am/pm
|
| Scale Name | Must match an existing Scale |
| Ship To Name | Required text |
| Trucking Company ID | Must match an existing Logistics Provider |
| Trucking Company Name | Must match an existing Logistics Provider |
| Truck Name | Must match an existing Truck |
| Weigh Master | Must reference a User |
| Freight Zone Table Name | Required only if delivered |
| Zone Name | Required only if delivered |
Master Projects Import Requirements
Required Columns
| Field | Rule | Character Limit |
|---|---|---|
| Master Project Name | User-defined project name | 45 |
| Address or Lat/Long | Must be valid | |
| Status |
"Active" or "Archived"
|
|
| Start Date | Format: MM/DD/YYYY
|
|
| End Date | Format: MM/DD/YYYY
|
Projects (Child Projects) Import Requirements
Required Columns
| Field | Rule | Character Limit |
|---|---|---|
| Customer Name | Must match an existing Customer | |
| Customer ID | Must match an existing Customer | |
| Child Project Name | User-defined project name | 45 |
| Master Project Name | Must match an existing Master Project | 45 |
| Address or Lat/Long | Must be valid | |
| Status |
"Active" or "Archived"
|
|
| Project Tax Exempt |
"Yes" / "No"
|
|
| Tax Jurisdiction | Must match an existing jurisdiction | |
| Start Date | Format: MM/DD/YYYY
|
|
| End Date | Format: MM/DD/YYYY
|
Orders Import Requirements
Required Columns & Rules
| Field | Rule |
|---|---|
| Entity | Must match an existing Entity |
| Company Name | Must match an existing Customer |
| Contact Person Full Name | Must be a User |
| Ready for Conversion |
"Yes" / "No"
|
| Quote/Order Number | Must be unique |
| Status |
"Draft Quote", "Placed Order", "In Progress", "Completed", "Rejected"
|
| Create Date | Format: MM/DD/YYYY
|
| Project Name | Must match an existing Master Project |
| Internal Project ID | Must match an existing Child Project |
| Product ID | Must match an existing Product |
| Delivery Method |
"Delivery" or "Pickup/Self Haul"
|
| Fulfilled From Location | Must match an existing Site |
| Quantity | Must be greater than 0 |
| Product Price per Unit | May be 0
|
| Freight Zone Table Name | Required when delivered (must either include a Zone Table and Zone Name or specify freight/haul price) |
| Zone Name | Required when delivered |
| Freight Price per Unit (Customer) | Required for delivery pricing |
| Haul Rate per Unit (Hauler) | Required for delivery pricing |
| Terms | Must match existing Payment Terms |
Operational Expectations
- All referenced objects must exist before import (products, projects, users, sites, scales, price lists, etc.)
- Status fields accept only the values listed
- Boolean-style fields accept only
"Yes"or"No" - Date formats must follow
MM/DD/YYYY - Numeric fields must contain valid numbers where required
- Spelling must match system records exactly
- Additional spaces in the data may cause errors. Use Excel’s TRIM function to remove leading and trailing spaces.
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