Table of Contents
IMPORTANT: The best place to find information about Data Imports in Fleetio is the New Data Import Overview article. This resource includes step-by-step instructions, training videos, and guidance on how to prepare your import data file.
This guide provides an overview of the file requirements and supported values for importing Parts.
TIP: This import is to create new Parts records. You may also wish to import inventory quantities. After creating the Parts records as shown here, establish your Parts Locations and then follow up with a Parts Inventory Import Guide!
Parts Import Template
We recommend using the Parts Import Template.
- Go to the + Quick Add menu and select Import Data.
- Click Browse Import Templates.
- Select the Parts template type and select the Part template.
- Click the Download drop-down and select Empty Template
NOTE: If you are using a spreadsheet generated from another system, modifications to the file type and data may be needed to ensure proper format and data mapping.
Data Requirements
Be sure to note the Required section and columns in the charts below.
Columns marked Yes are always Required, whereas those marked No may be left as blank cells in the import file - the entire column can be skipped during the mapping process if it is omitted for all rows.
IMPORTANT: Unlike with NEW data imports, you do NOT need to include required fields if you are updating data, as long as you include the fleetio_id.
- During the mapping process, it is essential to map the fleetio_id column from the source file to the Id field in the Fleetio Field Mapping drop-down box. The Id field is what notifies Fleetio that the import is intended to "update" data, and not create NEW records.
- If a Custom Field is designated as "Required", the Custom Field does not need to be mapped unless you are updating data for that Custom Field. If there is data in the Custom Field column, it must be mapped, or the import will fail.
- Reference the Update Existing Data via Import File article for more details.
Columns & Values
Required Fields
These fields are required for Parts imports unless otherwise noted.
Column |
Required? |
Notes |
|---|---|---|
fleetio_id |
* See Below |
This field is NOT required and should be left blank for all NEW parts being added. This field is ONLY required when updating existing parts in Fleetio.
|
number |
Yes |
Each part number must be unique. This field is case sensitive. |
* fleetio_id is required only when updating existing parts. It is NOT required when adding new parts.
Other Fields
These fields are not required but are recommended when possible to ensure the accuracy of your data in Fleetio.
Column |
Required? |
Notes |
|---|---|---|
part_category_name |
No |
Existing part category names must be matched exactly. If a part category does not already exist, a NEW part category will be created in your settings. |
part_manufacturer_name |
No |
Existing manufacturer names must be matched exactly. If the manufacturer name does not already exist, the new manufacturer name will be created in your Parts Manufacturer settings. |
manufacturer_part_number |
No |
The part number according to the manufacturer. |
description |
No |
Optional description of the part. |
upc |
No |
Each UPC must be unique. |
unit_cost |
No |
Do not include currency symbols. |
measurement_unit_name and measurement_unit_symbol |
No |
Name Example: Each, Gallons, Pounds Symbol Example: ea, gal, lb These two values are paired in Fleetio. If "measurement_unit_symbol" does not already exist, a paired "measurement_unit_name" must accompany it to have the new pair created in Fleetio. If either is not present in your imported row, both will be ignored for that row. If "measurement_unit_symbol" is already present in the system, it will be used to look up an existing measurement unit. For "measurement_unit_symbol" values already present in Fleetio, a paired "measurement_unit_name" is not required. |
warranty_term |
No |
Must be "limited", "lifetime", or "limited_lifetime" |
coverage_duration |
No |
Whole numbers only, no decimals, no negative numbers. |
coverage_duration_unit |
No |
Must be "months" or "years" |
coverage_distance |
No |
Whole numbers only, no decimals, no negative numbers. |
coverage_distance_unit |
No |
Must be "miles", "kilometers", or "hours" |
warranty_start_on |
No |
If you are including warranty details in your import file:
|
has_warranty |
No |
If you are including warranty details in your import file:
|
warranty_return |
No |
If you are including warranty details in your import file:
|
tire_minimum_tread_depth |
No |
Numbers only. Whole numbers only, no decimals. No negative numbers. No values >300. |
tire_factory_tread_depth |
No |
Numbers only. Whole numbers only, no decimals. No negative numbers. No values >300. |
tire_life_expectancy_meter |
No |
Numbers only. Whole numbers only, no decimals. No negative numbers. No values >500000. |
tire_metric_type |
No |
Just the letter should be used, not the name of the type. E.g. should be "C" and not "Commercial" |
tire_width |
No |
Just the number without mm appended should be used, E.g. should be "245" and not "245 mm" |
tire_aspect_ratio |
No |
Just the number without % appended should be used, E.g. should be "45" and not "45 %" |
tire_construction |
No |
Just the letter should be used, not the name of the type. E.g. should be "R" and not "Radial" |
tire_rim_diameter |
No |
Just the number without in appended should be used, E.g. should be "19" and not "19 in" |
tire_load_index |
No |
Just the load index number without the lbs appended should be used, E.g. should be "81" and not "81 (1019 lbs)" |
tire_speed_ratng |
No |
Just the letter should be used, not the name of the type. E.g. should be "V" and not "V 149mph" |
Parts Custom Fields |
No |
Custom Fields can be set up under Settings > Custom Fields. Any Custom Fields with the "Parts" record type will also be available to import data into. Format requirement is explained in the Custom Fields Import Guide. |
Parts Custom Fields
Custom Fields can be created for Parts records in your Account Settings. Any Custom Fields with the Parts record type will also be available for import.
TIP: Learn more in the Custom Fields Overview article and the Custom Fields Import Guide.
Parts Import Process
For detailed step-by-step instructions for importing new Parts data, refer to the New Data Import Overview article.
Update Parts Data via Import
For detailed step-by-step instructions for updating existing Parts data, refer to the Update Existing Data via Import File article.
