How to Export and Import Data | Latner Software Documentation

Exporting and importing data lets you pull records out of Latner as a spreadsheet and push bulk changes back in, so you can review information offline or make large updates without editing records one at a time.

Overview

Sometimes it is quicker to work with a whole module at once - a full list of your equipment, customers or rental rates - than to open each record in turn. The Export & Import Data screen lets you do exactly that, and a few list screens add their own one-click download for the grid you are looking at.

Export generates a CSV file of the records in a chosen table - every record, or a date range for a few transaction tables such as customer invoices - ready to open in Excel or Google Sheets.
Import reads a CSV file back into Latner to create new records or update existing ones in bulk.
Both run in the background, and each attempt is kept in a history list with its status and a link to the file that was produced or uploaded.
Latner works with CSV UTF-8 files only. There is no separate blank template - you export a table first to get the exact column headings, then edit and re-import.
Many list screens also carry a dedicated Download button that saves the current grid as CSV, and some records offer Generate PDF options.

Before You Begin

Exporting and importing are controlled by permissions. You will need the following on your permission group.

Requirement	Where to Find It
Export & Import screen permission	Grants access to the screen itself. Set in Security › Configuration under your permission group.
Export Data permission	Allows you to run exports. Set in Security › Configuration.
Import Data permission	Allows you to upload and run imports. Set in Security › Configuration.

Open the screen from Security › Export & Import Data. It has two tabs - Export and Import - each listing the history of what has been run.

The Export & Import Data screen, with separate Export and Import history tabs

Always export before you import. The export gives you a file whose column headings exactly match what Latner expects, so you can edit it and send it straight back. A file with the wrong or missing headings will be rejected.

Exporting Data

Step 1 - Open the Export dialog

On the Export & Import Data screen, open the Options menu (top right) and choose Export Data.

The Options menu offers Export Data and Import Data

Step 2 - Choose a table and start the export

Pick the module you want from the Table dropdown - for example Equipment, Customers, Rental Rates or Suppliers. Some tables show extra options (such as a date range or a specific customer) so you can narrow what is exported - see What Each Export Table Contains below for the full list. Click Save to start. You will see a Data Export Started confirmation.

Table - the module to export. Required.
From Date and To Date - appear only for Customer Invoice Details, Customer Payments, Depreciation Details (Account), Depreciation Details (Tax), Transport Dockets (Docketbook) and Rental Contract Details (Docketbook). When they appear, both are required.

The Export dialog - the Table dropdown lists every module you can export

Exporting Customer Invoice Details for September - the From Date and To Date fields appear once a dated table is chosen, and only invoices dated inside that range are included

Step 3 - Download the file

The export runs in the background and appears at the top of the Export tab. When its Status reads Complete, click Download on that row to save the CSV. Use the refresh button if the status still shows Pending.

A completed export - the new row shows a row count, a Complete status and a Download link

Importing Data

An import can change a large number of records at once and there is no single undo. Check your file carefully first, and for large or unfamiliar imports raise a ticket with Latner Support before you run it, so someone can confirm the file is safe.

Step 1 - Prepare your file

Start from an export of the same table (see above) so your headings are correct. Edit the rows in your spreadsheet, then save as CSV UTF-8. How the ID column is filled in decides what happens:

Creating new records - leave the ID column blank. Latner generates the ID for you.
Updating existing records - keep the ID from the export in place, so Latner knows which record each row belongs to. Never type an ID in by hand - an ID that doesn't exist in Latner stops the whole import.
Only the rows you need - the file doesn't have to hold the whole table. Delete the rows you aren't changing. Records that aren't in the file are left exactly as they are; an import never deletes anything.

A couple of tables work slightly differently: Equipment Service Schedule Details can only update existing rows, so its ID is always required, and in Work Orders the ID column holds the work order number.

Step 2 - Open the Import dialog and upload

Open the Options menu and choose Import Data. In the Import CSV UTF-8 File dialog, pick the matching Table, then click Add CSV UTF-8 File to attach your file. Click Save to start - you will see a Data Import Started confirmation.

Table - must match the table your file was exported from.
File Upload - a single CSV UTF-8 file. Other file types are not accepted.

The Import dialog - choose a Table and attach a CSV UTF-8 file

Step 3 - Check the result

Switch to the Import tab. Your import appears at the top with a Status of Complete or Failed, the number of rows processed, and a Download link to the file you uploaded.

The Import history tab, showing each upload's row count and status

If an import shows Failed, click the status to open the Import Error dialog. It names the row number and the problem - for example a date that is not in YYYY-MM-DD format. Fix the file and import it again.

The Import Error dialog pinpoints the row and field that caused the failure

Reading an Import Error

The message in the Import Error dialog has the form Row No. <number>: <problem>. An import is all or nothing - if any row fails, no rows from that file are saved - so once you've fixed the problem you can import the whole file again.

Latner checks every row in the file first, then saves the rows one at a time. The row number tells you which stage failed:

Row No. 0 - the problem was found while the file was being checked, before anything was saved. It doesn't point at a particular row. Search your file for the value the message names.
Row No. 1 or higher - the problem was found while saving that row. Rows are counted from the first data row and the heading row isn't counted, so Row No. 1 is line 2 of your spreadsheet, and Row No. N is line N + 1.

Common messages:

Missing Headers: ... - a column heading is missing or has been renamed. Start again from a fresh export.
<Record> matching query does not exist (for example Row No. 0: Equipment matching query does not exist) - a row's own ID column holds an ID that isn't in Latner. Clear the ID on rows meant to be new records.
<Record> with id=... does not exist or with name=... does not exist - a reference column (a branch, model, customer or similar) doesn't match anything in Latner. Check the spelling, or use the ID from an export of that table.

A few tables report rows differently. Leads and Activities show Row No. 0: Import failed on row N - read N using the rules above. Rental Rate Details, Sub Hire Rental Rates and Package Details count records rather than lines, and several lines for the same item (one per rate) count as one record, so the number can be lower than the spreadsheet line. Stock Compatible Models names the stock number instead of a row.

Downloading From a List Screen

You do not always need the Export & Import Data screen. Many list screens - such as Equipment, Customers, Customers Sites and Stock - have their own Download button in the table toolbar that saves the grid you are viewing (with your current filters and columns) as a CSV. The file includes every row that matches your filters, not just the page on screen. On Equipment and Customers the button also needs the Download Equipment or Download Customers permission. Separately, records like rental quotes, rental contracts and transport dockets offer Generate PDF options that produce a printable document you can download from the record.

The Equipment list - the Download button in the toolbar exports the current grid as CSV

Customers › Customers Sites - each site's Branch sits beside its contact name, email and phone, so Download gives you customer contacts by branch

What Each Export Table Contains

These are the tables in the Table dropdown of the Export dialog. Unless a table has date options, it exports every record - active or not. Values such as statuses and types are written as system codes (for example COMPLETED or CREDIT_NOTE), and dates with a time are in UTC. The Import? column shows whether the same table can be brought back in through Import Data.

Table	What It Contains	Extra Options	Import?
Account Codes	One row per account code mapping - company, integration, account code and the line type, category, class, stock group or charge it applies to.	-	No
Activities	One row per CRM activity - type, status, account, site, contact, lead, due and completed dates, sales rep.	-	Yes
Additional Items	One row per additional item - description and the equipment class, model or equipment it is attached to.	-	Yes
Additional Item Details	One row per additional item line - line type, stock, labour or admin charge, unit price, quantity, required.	-	Yes
Assets	One row per asset - number, branch, type, group, status, purchase and activation dates, values, and account and tax depreciation settings.	-	Yes
Customer Sites	One row per customer site - code, name, status, customer, Branch, address (with a separate Address State column), delivery contact with email and phone, sales rep, call type.	-	Yes
Customer Contacts	One row per customer contact - name, status, customer, the IDs and names of the sites they are linked to, email, phone, job title, notes. Contacts have no branch.	-	Yes
Customer Invoice Details	One row per invoice line. Every status is included (Open, Pending Approval, Completed, Paid and Cancelled), and credit notes appear with positive amounts - use the Invoice Status and Invoice Type columns to tell them apart. Each line carries its invoice's customer, sales rep, invoice number, date, branch, totals and balance, then the line's own type, description, billing period, amounts (Invoicedetail Sub Total ex GST, Invoicedetail Tax, Invoicedetail Total inc GST) and the equipment, stock or charge it is for. The invoice-level Invoice Sub Total, Invoice Tax and Invoice Total repeat on every line of the same invoice.	From Date and To Date (required) - the invoice date, inclusive of both days.	No
Customer Payments	One row per customer payment or refund (open or completed) - invoice number, type, method, status, amounts, customer, site, branch, who created and completed it and when.	From Date and To Date (required) - when the payment was created, measured in UTC, with the To Date counted from its very start. To be sure nothing at either end is missed, set the range a day wider on each side and then filter on Created Datetime in your spreadsheet.	No
Customers	One row per customer - code, name, registered name, status, type, ABN, billing address and contact, payment terms, credit limit, branch, sales rep, tax, damage waiver and environmental levy, source, industry.	-	Yes
Depreciation Details (Account)	One row per account depreciation period for each asset - opening and closing quantity and book value, depreciation, and disposal, sale and scrapping values.	From Date and To Date (required) - the period start date. An Aggregate tick box gives one total row per asset instead.	No
Depreciation Details (Tax)	As above, for tax depreciation.	From Date and To Date (required).	No
Equipment Category	One row per equipment category.	-	Yes
Equipment Classes	One row per equipment class - category, meter type, inspection and checklist settings, notes.	-	Yes
Equipment Details	One row per equipment item per branch - quantities in management, available, on rent, in transfer, reserved and inactive. Serialised equipment with no quantities is left out.	-	No
Equipment Makes	One row per equipment make.	-	Yes
Equipment Models	One row per equipment model - make, class, fuel type, inspection and checklist settings.	-	Yes
Equipment Service Schedule Details	One row per upcoming service for a piece of equipment - schedule, due date, due meter, due days on rent. Pending and disabled services only.	-	Yes (update only)
Equipment Service Schedules	One row per service schedule - group, class, model or equipment it covers, checklist, work order category, and the meter, day or days-on-rent interval.	-	Yes
Equipment	One row per equipment record, including sold and disposed - number, description, type, usage type, serial, engine and registration numbers, purchase details, meter reading, branch, model, warranty and opening balances.	-	Yes
Finance Schedule Details	One row per finance repayment - date, repayment, principal and interest split, principal outstanding.	-	Yes
Finance Schedules	One row per finance schedule - branch, supplier, amount financed, residual, repayment, interest rate, term, start date.	-	Yes
Leads	One row per lead - status, branch, sales rep, source, address, estimated value, dates, notes.	-	Yes
Package Details	One row per package line, with one row per rate for equipment lines - line type, item, quantity, rates, pricing method, unit price.	-	Yes
Packages	One row per package - name, description, status, pricing type.	-	Yes
Rental Contract Details (Docketbook)	One row per charge per day for each rental contract line, in docket book format - docket number, date, order number, resource, quantity, unit price, daily and weekly rate, charge.	Customer (required), Rental Contract (optional), From Date and To Date (required).	No
Rental Rates	One row per rental rate card - description, level, branch, review and expiry dates.	-	Yes
Rental Rate Details	One row per rental rate line, with one row per rate type for equipment lines.	-	Yes
Serialized Stock Accessories	One row per serialised stock accessory - class, model, serialised stock, description.	-	Yes
Serialized Stock Accessory Details	One row per accessory line - stock item, quantity, unit price, required.	-	Yes
Stand Down Details	One row per stood-down contract line - stand down number, customer, contract, equipment, dates, discount, status, reason.	-	No
Stock Compatible Models	One row per stock item and equipment model it fits.	-	Yes
Stock Details	One row per stock item per warehouse - quantity available, minimum and maximum, bin locations, preferred supplier, costs, retail price.	-	Yes
Stock Supplier Prices	One row per supplier price - stock item, supplier, supplier site, part number, price, lead time.	-	Yes
Stock	One row per stock item - number, description, status, barcode, type, group, sub group, brand, warehouse, average cost, retail price.	-	Yes
Supplier Contacts	One row per supplier contact - name, status, email, phone, supplier.	-	Yes
Sub Hire Rental Rates	One row per sub-hire rate line.	-	Yes
Supplier Sites	One row per supplier site - code, name, status, phone, billing address and contact, purchase tax.	-	Yes
Suppliers	One row per supplier - code, name, status, billing address and contact, branch, purchase tax, ABN, payment terms.	-	Yes
Telematics Equipment	One row per equipment-to-telematics link - equipment, integration, external ID.	-	Yes
Transport Dockets (Docketbook)	One row per completed transport line with a delivered quantity - docket number, completed date, type, customer, order number, driver or supplier, from and to addresses, branch, model, quantity delivered.	Transport Type and Customer (optional), From Date and To Date (required) - the completed date.	No
Work Orders	One row per work order - equipment, description, type, category, reason, status, due and completed dates, allocated technician or supplier, branch.	-	Yes

After Export or Import

Exports and imports are listed permanently in their tabs, each with the date, who ran it, the table, the row count and a link to the file.
A completed import writes straight to your live data - new records appear in their module immediately, and updated records show the new values.

FAQs

Can I upload an Excel (.xlsx) file?

No. Latner reads CSV UTF-8 files only, for both export and import. In Excel or Google Sheets use Save As (or Download) and choose CSV UTF-8 before importing.

Is there a blank template I can fill in?

There is no separate template. Export the table you want first - the exported file has the exact column headings Latner needs. Edit that file and import it back.

How do I update existing records instead of creating new ones?

Keep the ID column from the export populated. Latner uses the ID to find and update the matching record. Rows with a blank ID are treated as new records. You only need to include the rows you want to change.

My import shows Failed - how do I find out why?

On the Import tab, click the Failed status. The Import Error dialog names the row number and the exact problem (for example a wrongly formatted date). Correct that row in your file and import again. See Reading an Import Error for how the row number is counted.

The Export & Import Data option is missing from my Security menu. Why?

The screen needs the Export & Import screen permission, and exporting or importing needs the Export Data / Import Data permissions. Ask an administrator to add them to your permission group in Security › Configuration.

Can I export only part of a module?

For some tables the Export dialog offers extra options - such as a date range or a particular customer - so you can narrow the export. Where no such option appears, the export includes all records for that table. What Each Export Table Contains lists the options for each table. To export part of any other list, use the Download button on its list screen with filters applied.

I only want to download the grid I am looking at. Do I have to use this screen?

No. Many list screens have a Download button in the toolbar that saves the current grid as CSV, honouring your filters and visible columns. Use the Export & Import Data screen when you want a full table or intend to edit and re-import it.

My import failed with "Row No. 0: Equipment matching query does not exist". What does that mean?

It means a row in your file has an ID that doesn't belong to any record in Latner. The import uses the ID column to find the record each row should update, so when an ID can't be found the whole import stops. The word before "matching query" tells you which kind of record it looked for - Equipment means a value in the Equipment ID column, Customer means the customer ID column, and so on. This usually happens when IDs were typed in by hand, copied from another system, or left in place on rows meant to be new records.

To fix it:

Leave the ID column blank on every row that should become a new record. Latner creates the record and gives it an ID.
Keep an ID only on rows that update an existing record, and make sure it is the ID from a recent export, not one you made up.
Include only the rows you want to create or update. The file doesn't need to hold the whole table - rows you leave out are not changed or deleted.
Save as CSV UTF-8 and import it again with Options › Import Data, then check the Import tab.

"Row No. 0" doesn't refer to a real row - see the next question.

How is the row number in the Import Error dialog counted? There is no row 0 in my file.

Latner checks every row in the file before it saves any of them, then saves the rows one at a time.

Row No. 0 - the problem was found while the file was being checked, before any row was saved. The number doesn't point at a row. Use the rest of the message to find it: search your file for the record type and value it names (for example an ID that isn't in Latner, or a branch, model or customer name that doesn't match).
Row No. 1 or higher - the problem was found while saving that row. Rows are counted from the first data row, and the heading row is not counted, so Row No. 1 is line 2 of your spreadsheet and Row No. N is line N + 1.

Either way, nothing from that file was saved, so you can fix the file and import the whole thing again. A few tables word the message differently - see Reading an Import Error above.

How do I total all invoices sent for a month, including and excluding GST?

Export the Customer Invoice Details table for the month and total it in a spreadsheet. You need the Export & Import screen and Export Data permissions.

Go to Security › Export & Import Data and choose Options › Export Data.
Set Table to Customer Invoice Details, set From Date to the first day of the month and To Date to the last day. The range is on the invoice date and includes both days.
Click Save. On the Export tab, wait for Status to read Complete (use refresh), then click Download.
In your spreadsheet, filter Invoice Status to COMPLETED and PAID - the export also holds open, pending-approval and cancelled invoices. Credit notes have Invoice Type CREDIT_NOTE and positive amounts, so filter them out or subtract them.
Sum Invoicedetail Sub Total for the total excluding GST and Invoicedetail Total for the total including GST (Invoicedetail Tax is the GST).

Don't sum Invoice Sub Total or Invoice Total - those are the whole invoice's totals and repeat on every line, so an invoice with five lines would be counted five times. If you want one row per invoice, remove duplicate Invoice Number rows first and then sum those columns.

For a quick figure without a spreadsheet, the Revenue tab on the Dashboard shows revenue excluding GST by month. It only counts Completed and Paid invoices, and needs the Customer Revenue Dashboards permission.

How do I export customer contacts by branch or location?

Use Customers › Customers Sites, not Customer Contacts. Contacts belong to a customer rather than to a branch, so the Customer Contacts list has no Branch column. Each customer site does carry a branch, and the Customers Sites grid shows Branch and Address alongside the site's Contact Name, Contact Email and Contact Phone.

Open Customers › Customers Sites.
Optionally use Filter by to narrow it to one Branch, or to Active sites only.
Click Download in the table toolbar. Every row that matches your filters is saved as a CSV, not just the page you can see.

This is also the way to segment customers by state or location - for example to build a list for an email platform. The Address column includes the suburb, state and postcode, so you can sort or filter by state in your spreadsheet. The contact on each row is the site's delivery contact, so a customer with several sites can appear more than once.

Need every contact, not only each site's delivery contact? Export the Customer Contacts table (its Site IDs column lists the sites each contact is linked to) and the Customer Sites table (which has Branch and a separate Address State column), then match the site IDs to the sites' ID column in your spreadsheet.