Overview This reference guide provides detailed field specifications for all CSV import types in WorkSuite. Use this when preparing your CSV files to ensure proper formatting and validation.
Customer Import Fields Customer Fields Field Name Required Data Type Max Length Description Example CustomerNameYes Text 255 Unique customer name ”Acme Gardens Inc” CustomerDescriptionNo Text 1000 Customer notes ”Retail nursery chain” CustomerTermsNo Text 100 Payment terms name ”Net 30”
Location Fields Field Name Required Data Type Max Length Description Example LocationCodeNo Text 50 Unique location identifier ”ACME-MAIN” LocationNameYes* Text 255 Location name ”Main Store” LocationAddressLine1No Text 255 Street address ”123 Garden Way” LocationAddressLine2No Text 255 Apartment/suite ”Suite 100” LocationCityNo Text 100 City name ”Portland” LocationState/ProvinceNo Text 50 State/province ”OR” LocationZipcodeNo Text 20 ZIP/postal code ”97201” LocationCountryNo Text 3 Country code (ISO) “USA” LocationAddressToNameNo Text 255 Recipient name ”Receiving Dept” LocationDescriptionNo Text 1000 Location notes ”Main retail location” LocationTermsNo Text 100 Location-specific terms ”Net 15” StoreNumberNo Text 50 Store number ”STORE-001” GLNNo Text 13 Global Location Number ”1234567890123”
*Required if adding locations
Field Name Required Data Type Max Length Description Example ContactFirstNameNo Text 100 First name ”John” ContactLastNameYes* Text 100 Last name ”Doe” ContactEmailAddressNo Email 255 Email address ”[email protected] ContactPhoneNumberNo Phone 20 Phone number ”503-555-0100” ContactTitleNo Text 100 Job title ”Purchasing Manager” ContactTypeNo Text 50 Contact classification ”Primary” ContactEmailTypeNo Text 50 Email address type ”Work” ContactPhoneTypeNo Text 50 Phone number type ”Mobile”
*Required if adding contacts (at least one of ContactEmailAddress or ContactPhoneNumber must be provided)
Billing Address Fields Field Name Required Data Type Max Length Description Example BillingToNameNo Text 255 Name on billing ”Acme Gardens Inc” BillingAddressLine1Yes* Text 255 Street address ”456 Finance St” BillingAddressLine2No Text 255 Suite/apt ”Floor 3” BillingCityYes* Text 100 City ”Portland” BillingState/ProvinceYes* Text 50 State/province ”OR” BillingZipcodeYes* Text 20 ZIP code ”97202” BillingCountryNo Text 3 Country code ”USA”
*Required if adding billing addresses
Validation Rules CustomerName :
Must be unique across all customers
Cannot contain only whitespace
Duplicates are skipped
Email Addresses :
Must match email format: [email protected]
Validated using regex pattern
Invalid emails cause row to fail
Phone Numbers :
Accepts various formats
Automatically formatted to standard format
Non-numeric characters allowed (dashes, spaces, parentheses)
Location Codes :
Must be unique within the customer
Can be reused across different customers
Required if specifying location fields
Order Import Fields WorkSuite supports two different order import formats depending on your tenant configuration:
Field Name Required Data Type Max Length Description Example PoNumberNo Text 100 Customer PO number ”PO-12345” CustomerIdYes Text 50 Customer ID (must exist) “CUST001” ExpDeliveryDateYes Date - Expected delivery date ”01/15/2024” TypeYes Text 1 Order type: P (Purchase) or C (Credit) “P” SalesPersonEmailYes Email 255 Sales person email address ”[email protected] OrderByFirstNameNo Text 100 First name of person placing order ”John” OrderByLastNameNo Text 100 Last name of person placing order ”Doe” OrderByPhoneYes Phone 20 Phone number of person placing order ”(555) 555-0123” OrderedByEmailYes Email 255 Email of person placing order ”[email protected] ItemIdYes Text 36 Item ID (must exist) “ITEM001” GroupYes Text 50 Item group identifier ”GRP01” QuantityYes Number - Order quantity (must be positive) 10 OverridePriceNo Decimal - Override price per unit 25.50
Field Name Required Data Type Max Length Description Example PoNumberNo Text 100 Customer PO number ”PO-12345” CustomerLocationNameYes Text 255 Customer location name (must exist) “Main Warehouse” ExpectedDeliveryDateYes Date - Expected delivery date ”01/15/2024” TypeYes Text 1 Order type: P (Purchase), C (Credit), or R (Return) “P” OrderByFirstNameNo Text 100 First name of person placing order ”John” OrderByLastNameNo Text 100 Last name of person placing order ”Doe” OrderByPhoneNo Phone 20 Phone number of person placing order ”(555) 555-0123” OrderedByEmailNo Email 255 Email of person placing order ”[email protected] ItemNameYes Text 255 Item name (must match an existing item) “Tomato Seedling 4"" ItemSKUNo Text 255 Item SKU for precise matching ”TOM-SEED-4IN” QuantityYes Number - Order quantity (must be positive) 10 OverridePriceNo Decimal - Override price per unit 25.50
Validation Rules Order Grouping :
BPF: Orders grouped by CustomerId + ExpDeliveryDate
MOIF: Orders grouped by CustomerLocationName + ExpectedDeliveryDate
Each unique combination creates one order
Line items aggregated under each order
Customer Lookup :
BPF: Uses CustomerId to find customer
MOIF: Uses CustomerLocationName to find customer location and associated customer
Customer/location must exist or order fails
Item Lookup :
BPF: Uses ItemId to find item
MOIF: Uses ItemName to find item; optionally uses ItemSKU for more precise matching
Item must exist or line item skipped
Date Formats :
Accepted: MM/DD/YYYY, YYYY-MM-DD
Examples: “01/15/2024”, “2024-01-15”
Invalid dates cause order to fail
Order Types :
BPF: P (Purchase), C (Credit)
MOIF: P (Purchase), C (Credit), R (Return)
Invalid types cause row to fail
Quantities :
Must be positive numbers
Decimals allowed (e.g., 2.5)
Zero or negative quantities cause validation error
Prices :
Optional (uses customer pricing if blank)
Must be non-negative
Decimal format with up to 2 decimal places
Item Import Fields Item Fields Field Name Required Data Type Max Length Description Example ItemNameYes Text 255 Item display name ”Geranium 4-inch” SkuYes Text 255 Stock keeping unit (unique) “GER-4IN-RED” UpcNo Text 12 Universal product code (12 digits) “123456789012” ItemGroupNo Text 255 Item group/category ”Annuals” DescriptionNo Text 255 Item description ”Red geranium in 4-inch pot” ProgramNo Text 255 Program/collection ”Spring 2025” CategoryCodeNo Text 255 Category code identifier ”ANN”
RetailPrice and CategoryName were removed from the item import. These fields are no longer accepted and will be ignored if present in your CSV file.
Validation Rules SKU Uniqueness :
Must be unique across all items
Duplicate SKUs within the CSV are flagged as errors
Case-sensitive matching
UPC Format (when provided):
Must be exactly 12 digits
Must contain only numbers (no dashes or spaces)
Invalid UPC format causes row to fail
Categories :
Multiple categories per item supported by using multiple rows with the same SKU
Each row with the same SKU creates or updates the item and adds the category
CategoryCode is optional; if category doesn’t exist, it will be created during import
Location Import Fields Location Fields Field Name Required Data Type Max Length Description Example LocationCodeYes Text 50 Unique location code ”WH-A-01” LocationNameYes Text 255 Location display name ”Warehouse A - Bay 1” LocationTypeNo Text 50 Location type ”Bin” ParentLocationCodeNo Text 50 Parent location code ”WH-A” DescriptionNo Text 1000 Location description ”Upper shelf” IsActiveNo Boolean - Active status TRUE CapacityNo Number - Storage capacity 100 ZoneNo Text 50 Warehouse zone ”Zone A” AisleNo Text 20 Aisle identifier ”A1” BayNo Text 20 Bay identifier ”01” LevelNo Text 20 Shelf level ”Top”
Validation Rules Location Hierarchy :
Locations can have parent-child relationships
ParentLocationCode must reference existing location
Creates nested structure (Warehouse → Zone → Bin)
Location Types :
Common types: Site, Warehouse, Zone, Aisle, Bin
Type determines hierarchy level
Optional but recommended
Location Codes :
Must be globally unique
Case-sensitive
No special characters recommended
Capacity :
Optional numeric value
Represents storage capacity (units vary by use case)
Used for capacity planning
Category Import Fields Category Fields Field Name Required Data Type Max Length Description Example CategoryNameYes Text 255 Category name (unique) “Annuals” DescriptionNo Text 1000 Category description ”Annual flowering plants” ParentCategoryNo Text 255 Parent category name ”Flowering Plants” SortOrderNo Integer - Display order 1 IsActiveNo Boolean - Active status TRUE ColorNo Text 7 Display color (hex) “#FF5733”
Validation Rules Category Hierarchy :
Categories can be nested (parent-child)
ParentCategory must exist before import
Creates tree structure for organization
Category Names :
Must be unique at each level
Siblings cannot have same name
Different levels can reuse names
Sort Order :
Numeric value for display sequence
Lower numbers appear first
Optional (auto-assigned if blank)
Availability Import Fields Availability Fields Field Name Required Data Type Max Length Description Example QuantityYes Integer - Number of units (must be a positive whole number) 150ItemSKUOne identifier required* Text 255 Item SKU for precise item matching PLANT-BLUEBERRY-001ItemUPCOne identifier required* Text 255 Item UPC for matching 012345678901ItemNameOne identifier required* Text 255 Item display name for matching Blueberry BushGradeNo Integer - Quality grade: 1, 2, or 3. Defaults to 2 if omitted 2LocationNo Text 255 Location name (must match an existing location exactly) Greenhouse A
*At least one of ItemSKU, ItemUPC, or ItemName is required per row.
Item Matching Priority Items are matched in priority order: SKU → UPC → Name . When a row includes multiple identifiers, the highest-priority match is used. If the identifier matches multiple items, the row fails.
Validation Rules Quantity :
Must be a positive whole number (integer)
Zero, negative, or decimal values cause validation error
Cannot be blank
Grade :
Accepted values: 1, 2, or 3
Defaults to 2 if left blank
Invalid values cause validation error
Location :
Matched case-insensitively against existing locations
Location must exist in WorkSuite before import
Rows with unmatched locations are flagged as errors
Leave blank to import without a location
Prerequisite :
A staged availability session must exist before importing
All items must already exist in WorkSuite
Common Validation Patterns Email Validation Phone Validation Accepts: (503) 555-0100, 503-555-0100, 5035550100 Formats to: (503) 555-0100 Removes: Non-numeric except dashes and parentheses
Date Validation Formats: - YYYY-MM-DD (ISO 8601, preferred) - MM/DD/YYYY (US format) - DD-MM-YYYY (European format) Valid: 2025-01-15, 01/15/2025, 15-01-2025 Invalid: 15/30/2025, 2025-13-01, Jan 15 2025
Boolean Validation TRUE values: true, TRUE, 1, yes, YES, Y FALSE values: false, FALSE, 0, no, NO, N Empty/blank defaults to FALSE
File Requirements Encoding : UTF-8 (required)
Line Endings : LF or CRLF (both supported)
Delimiter : Comma (,)
Text Qualifier : Double quotes (”) for fields containing commas
Header Row : Required (first row must be column names)
File Size : Recommended maximum 50MB per fileSpecial Characters Commas in Values :ItemName, Description "Plant, Flowering", "Red geranium, 4-inch pot"
Quotes in Values :ItemName, Description "6"" Pot", "Plant in six-inch pot"
Line Breaks in Values :ItemName, Description "Multi-line item", "Line 1 Line 2 Line 3"
Empty Fields
Leave empty for optional fields: ItemName,,Description
Do not use “NULL” or “N/A” (treated as literal text)
Empty required fields cause validation error
Item CSV Example: ItemName, Sku, Upc, ItemGroup, Description, Program, CategoryCode "Geranium 4-inch", GER-4IN-RED, 123456789012, Annuals, "Red geranium in 4-inch pot", "Spring 2025", ANN "Petunia 6-inch", PET-6IN-MIX, 123456789013, "Hanging Baskets", "Mixed color petunias", "Spring 2025", HB "Tomato Seedling", TOM-SEED, 123456789014, Vegetables, "Cherry tomato seedling", "Summer 2025", VEG
Error Messages Reference Common Import Errors Error Message Cause Solution ”Required field missing: CustomerName” CustomerName column empty or missing Add customer name to all rows ”Duplicate SKU: ABC123” Item with this SKU already exists in CSV Use unique SKU for each item ”Customer not found: CUST001” (BPF) Customer ID doesn’t exist in system Import customer first or fix ID ”Customer location not found: Main Warehouse” (MOIF) Customer location name doesn’t exist Import customer location first or fix name ”Item not found: ITEM001” (BPF) Item ID doesn’t exist in system Import item first or fix ID ”Item not found: Tomato Seedling 4"" (MOIF) Item name doesn’t match any existing item Import item first or fix item name ”Invalid email format: johndoe” Email missing @ or domain Use proper email format ”Invalid date format: 15-30-2025” Invalid date (month 30) Use valid date (MM/DD/YYYY or YYYY-MM-DD) “Invalid type: X” Order type not P, C, or R Use valid order type ”Invalid UPC format” UPC contains non-numeric characters Use 12-digit numeric UPC only ”Invalid UPC length” UPC not exactly 12 digits Ensure UPC is exactly 12 digits ”Quantity must be a positive number” Negative or zero quantity Use positive numbers only
Best Practices Data Preparation
Use templates : Download templates from the import screensTest small batches : Import 5-10 records firstValidate in Excel : Check for errors before importingRemove formatting : Plain text only, no Excel formattingConsistent naming : Use same spelling/capitalizationCheck encoding : Save as UTF-8 with BOM if needed
Import Strategy
Order of imports :
Locations → Categories → Items → Customers → Orders
Break into batches : 100-200 records per fileImport during off-hours : Reduce system loadVerify each batch : Check results before next importKeep backups : Save original CSV files
Troubleshooting
Open CSV in text editor : Check for hidden charactersRe-export from Excel : File → Save As → CSV UTF-8Check commas : Ensure values with commas are quotedVerify headers : Column names must match exactlyReview error logs : Read specific error messagesTest one row : Import single row to isolate issue
Customer CSV Import Import customers with locations and contacts
Order CSV Import Bulk create customer orders
Item CSV Import Import your product catalog
Availability CSV Import Bulk import inventory counts into a staged session
Location CSV Import Import warehouse locations
