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SubClik

Move your data in from Asolvi or another system

Bring customers, sites, contacts, machines, meter history, old service calls, parts, suppliers and contracts over from your old system, checked row by row before anything is saved, and undo an import if needed.

Where: Customers & machines › Move your data inFor Owners, admins, dispatchers

Step by step

  1. Export your data from the old system to Excel (.xlsx) or CSV. From Asolvi / Vantage, ask your administrator or Asolvi for exports of customers and sites, contacts, equipment, meter readings, service calls, parts and stock, suppliers and contracts.
  2. Open Customers & machines › Move your data in and import in the order shown: 1. Customers and sites first, then 3. Machines, then the rest.
  3. Choose a kind of record and Choose a file. A workbook with several sheets lets you pick the sheet.
  4. Check the columns: usual column names (Serial No, Customer No, Action taken …) are matched for you; change any match with the drop-downs. Fields marked * are needed.
  5. Press Check … rows (nothing is saved). Every row gets a result: new, added to existing, already there, or the error and why. Download the report (CSV) to fix errors in the file.
  6. Press Import … rows. Rows with errors are left out; fix them and import the same file again later: rows already in are recognised and skipped.

What each import does

Customers and sites: one row per site; matched by account number or name. Contacts: matched by name or email per customer.

Machines: matched by make and serial number; the meters (mono, colour, scan, total) are created. Meter reading history: by serial number and date, added in date order so differences are right; meter names like Black or Colour are understood.

Service history (old jobs): the fault, what fixed it, fix code, engineer and parts of each old call. They are shown on the machine and in What fixed this before on new jobs with the same error code. They never send emails, never appear for invoicing and do not count in service-level reports.

Parts, toner and opening stock: the catalogue with cost and sell prices; a quantity becomes the opening stock of your main store. Suppliers. Contracts (owners and admins): with their machines, fixed fee, billing period and mono / colour click rates and allowances.

Dates and numbers

Dates as 2024-05-01, 01/05/2024 or 1.5.2024 (day first, as in the UK). Excel dates are read as dates. Amounts may have £ or thousands separators; 12,50 is read as 12.50.

Undo

Imports so far lists every import with its counts. Owners and admins can Undo one: what it added is removed. Anything used since (a job on an imported machine, a billed reading) is kept and listed; imported parts with stock are switched off and their stock set back to zero.

Engineers

Engineers are not imported: invite them under Team (each gets their own sign-in). In old service calls, an engineer whose name matches someone in your team is linked to them; other names are kept as text.

Limits

Up to 20,000 rows and 15 MB per file. Old .xls files: save as .xlsx or CSV first.

Questions

Can you take the data straight from Asolvi?

Use exports from Asolvi (Excel or CSV). We do not sign in to another company's system on your behalf. You are entitled to a copy of your own data from your supplier.

We run both systems for a while. What then?

Import again near the switch-over date. Rows already in are skipped, new customers, machines, readings and calls are added.

A row says customer not found.

Import customers first, or check that the customer column holds the same account number or exact name as in the customers file.

Which meter is used for a reading?

The meter column (mono / black, colour, scan, total). If a machine has only one meter, the column can be empty.

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