Import and Export Troubleshooting Guide

Use this guide when imported data is rejected, exported files do not open, columns are not recognized, or users need a safer import/export process.

Overview

Imports are powerful because they can create or update many records at once. Exports are useful for review, backup evidence, reporting, and external analysis. Both should be handled carefully because poor source data can create duplicates or incomplete records.

Important: For large imports, create a backup first and test with a small sample file before importing all records.

Before Importing

  • Confirm the import type matches the file content, such as customers, items, accounts, or transactions.
  • Use the correct template or column names when available.
  • Remove blank rows, merged cells, formulas, hidden totals, and extra notes from the source file.
  • Check required fields such as name, code, account, date, quantity, price, tax, or currency.
  • Confirm date, number, and currency formats match the company settings.

Common Import Problems

ProblemLikely CauseFix
Required field missingA required column is blank or not mapped.Complete the missing values and import again.
Duplicate recordThe name, code, SKU, account number, or document number already exists.Search QBM first, then update the existing record or correct the source file.
Date rejectedThe date format is not recognized.Use a clear date format and avoid text-formatted dates.
Account or item not foundThe transaction references a record that does not exist.Create the required master record first or correct the reference.
Wrong tax or currencyThe source file uses a code that is not set up in QBM.Review tax codes, currency setup, and spelling.

Export Problems

  • If Excel does not open, check Microsoft Office installation or export to another format.
  • If the file cannot be saved, choose a folder where the user has write permission.
  • If columns look wrong, export from the list or report after applying the correct layout and filters.
  • If totals differ, confirm the export uses the same date range, filters, basis, and currency as the report on screen.

Safe Process

  1. Back up the database before major import work.
  2. Clean the source file and remove unnecessary columns.
  3. Import a small sample first.
  4. Review the imported records in QBM.
  5. Import the remaining records only after the sample is correct.
  6. Export or print a review report after import.