Overview:
When a business is implementing Opto newly, clients are imported from an Excel document initially. Once the business is working with the software, new clients can be entered into Opto manually one by one. In addition, Opto has the functionality to upload new Clients by batch from an Excel file in a certain format.

Important:
This documentation is importing clients but can be used for Clients, Suppliers, Parts and Materials. Parts and Materials import are in the inventory tab in Utilities.

Step 1: Get Upload Template
The formatted import template can be downloaded from the Opto application itself. In order to get the template go to the Utilities in the Contacts tab:

Click Download Template:
Click on Template Only to download the Template:

You will then be prompted with the following message:

Open a new Excel file on your PC and press CTRL+V to paste OR right click in the first cell (A1) and paste:

This will then insert the template for you:
Highlight all the columns and Double Click on the edge to make it more readable:

You then have the import template ready to be filled.

Step 2: Filling in the Template
Fill in as much information as possible but at least the fields marked as “Required”. Please do not use any special characters like %, # signs (or spaces in the Client Code field) as this will compromise the import.

Step 3: Saving the file correctly
When you have finished filling in all the information that you want uploaded, save the File as a CSV. To save the file as a CSV, either press <F12> or select Save as from your Excel menu:
Then select to save it as a CSV:
Step 4: Copy file onto the server
Copy the file from the location where you have saved it to onto the server, where Opto can import it from. The easiest is to temporarily paste it onto the desktop on the server:

Step 5: Import Clients
In order to import the filled in file go to the Utilities in the Contacts tab in Opto and select Upload Clients:

Select the destination of the file:
Double click the file you want to import and the path will be imported automatically:
Press Upload File to initiate the import:
Confirm the prompts:

If the import was successful, you will get the following message:
The clients will then be available in the usual menu:

Step 6: Troubleshoot not imported data
If any data has been entered incompatibly with the import, you get the following message:
Open a new Excel file and press CTRL+V to paste or right click in the first cell (A1) and paste:

Then scroll all the way to the right of the file and you will find the error message that needs to be fixed before it can be imported. In this case, there was a space in the Client Code which is not allowed:

When the error has been fixed, the file can be imported again as above.

OPTO Software Pty Ltd
Created: 06/03/2024