Overview
The Focal data import feature simplifies the process of transferring your business data by allowing you to copy and paste directly from Excel, Google Sheets, or CSV files. This method is faster and more reliable than traditional file uploads, ensuring a seamless onboarding experience.
---
Supported Data Types
Using the copy-paste method, you can import the following data types:
-
Sales Data: Orders, customers, products, and revenue history.
-
Chart of Accounts: Account codes, names, types, and opening balances.
-
Vendors: Supplier information, contact details, and opening balances.
---
Getting Started
Step 1: Select Your Data Type
-
Navigate to the Data Import page in Focal.
-
Choose the data type you wish to import: Sales Data, Chart of Accounts, or Vendors.
-
The interface will update to display the corresponding template and fields.
Step 2: Download the Template (Recommended)
For optimal results, use our pre-formatted templates:
-
Click on the Excel Template or CSV Template button.
-
Open the downloaded file in Excel, Google Sheets, or your preferred spreadsheet tool.
-
Populate the template with your data using the provided column headers.
-
Ensure all required fields are completed before proceeding.
Step 3: Copy and Paste Your Data
-
In your spreadsheet, select all data, including the headers (use Ctrl+A to select all).
-
Copy the data (Ctrl+C or Cmd+C).
-
Return to Focal and paste the data into the designated text area (Ctrl+V or Cmd+V).
---
Data Format Requirements
Sales Data Format
Required Columns:
-
Order ID
-
Date (in YYYY-MM-DD format)
-
Customer Name
-
Product
Optional Columns:
-
Customer Email
-
Quantity
-
Price
-
Total
Example:
Copy
Order ID Date Customer Name Customer Email Product Quantity Price Total
ORD-001 2024-01-15 John Smith john@email.com Reading Glasses 2 25.99 51.98
ORD-002 2024-01-15 Jane Doe jane@email.com Blue Light Blockers 1 34.99 34.99
---
Chart of Accounts Format
Required Columns:
-
Account Code
-
Account Name
-
Account Type
Optional Columns:
-
Parent Account
-
Description
-
Opening Balance
Example:
Copy
Account Code Account Name Account Type Parent Account Description Opening Balance
1000 Cash Asset Main checking account 5000.00
1200 Accounts Receivable Asset Money owed by customers 2500.00
4000 Sales Revenue Revenue Product sales income 0.00
---
Vendors Format
Required Columns:
-
Vendor Name
-
Address
Optional Columns:
-
Contact Person
-
Email
-
Phone
-
City
-
State
-
ZIP
-
Opening Balance
Example:
Copy
Vendor Name Contact Person Email Phone Address City State ZIP Opening Balance
ABC Suppliers Inc John Wilson john@abc.com 555-0123 123 Industrial Way Chicago IL 60601 2500.00
Quality Components Sarah Davis sarah@quality.com 555-0456 456 Manufacturing Dr Detroit MI 48201 1800.00
---
Validation and Preview
Once you paste your data, Focal will:
-
Automatically detect columns and validate the format.
-
Highlight validation results with green checkmarks for successful detection or warnings for missing columns.
-
Display a preview of your data, showing the first five rows.
-
Count total records ready for import.
---
Common Issues and Solutions
Issue: "Missing required columns" warning
Solution: Ensure all required columns for the selected data type are included, and their names match the expected format.
Issue: Data appears in incorrect columns
Solution: Copy the column headers in the first row. The system uses headers to map data correctly.
Issue: Dates not recognized
Solution: Use the YYYY-MM-DD format (e.g., 2024-01-15). Avoid formats like 1/15/24 or Jan 15, 2024.
Issue: Numbers with formatting not importing correctly
Solution: Remove currency symbols, commas, and other formatting. Use plain numbers (e.g., 1500.00 instead of $1,500.00).
Issue: Special characters causing errors
Solution: Remove or replace special characters in text fields. Stick to standard letters, numbers, and basic punctuation.
---
Best Practices
Data Preparation
-
Clean your data in Excel or Google Sheets before copying.
-
Remove empty rows and columns to avoid errors.
-
Standardize formats for dates, phone numbers, and addresses.
-
Check for duplicates and remove them.
Column Headers
-
Ensure headers are in the first row—do not leave blank rows above.
-
Use exact column names from the template.
-
Avoid using merged cells in the header row.
Data Quality
-
Complete all required fields—empty required fields will cause errors.
-
Use consistent naming conventions for customers, products, and accounts.
-
Verify that numerical data is formatted as numbers, not text.
---
Troubleshooting
If the import fails:
-
Review the validation messages for specific error details.
-
Verify that your data format matches the examples provided.
-
Import a smaller sample to identify problematic rows.
-
Contact Focal Support if issues persist.
If data appears incorrect after import:
-
Review the preview before confirming the import.
-
Verify that column mapping is accurate.
-
Re-import if necessary—you can clear the data and start over.
---
Support
If you encounter issues not addressed in this guide:
-
Reach out to our Professional Services team for hands-on assistance with data preparation and import.
-
Submit a support ticket with specific error messages or screenshots.
-
Schedule a consultation for complex data migration needs.
---
Tips for Success
-
Start small: Test the process by importing a few sample records first.
-
Use templates: Download and use Focal's templates for guaranteed compatibility.
-
Double-check your data: Carefully review the preview before confirming the import.
-
Keep backups: Save your original spreadsheet files before making changes.
---
This guide ensures a smooth onboarding process for importing your business data into Focal. For further assistance, contact our support team or refer to the resources available on the Mission Control platform.