Inventory → Importing Your Existing Records

Purpose

Bring records you already keep somewhere else into CS Logbook without retyping them. The import wizard at /home/<your-clinic>/inventory/import/sheets-migration accepts:

• the cs_logbook_data.json export from CS Logbook Sheets Edition, or
• .csv and Excel .xlsx exports from a practice management system or your own spreadsheet.

What it brings over depends on what you upload:

• A Sheets Edition .json export brings over everything the export holds, including your controlled substance log (transactions and corrections), licenses, disposals, theft and loss reports, and biennial inventories.
• Spreadsheet files bring over reference and business records only: clients, patients, suppliers, invoices and invoice items, staff, substances and containers. A spreadsheet cannot be imported as transaction history.

The old Containers CSV page at /home/<your-clinic>/inventory/import now opens this wizard.

When to use it

• First-time setup: you are moving from CS Logbook Sheets, another practice management system or a spreadsheet, and want to bring your existing records forward.
• Backfill: you found records that never made it into CS Logbook and want to enter them in one pass.
• Not for normal receiving: a container that arrives from a supplier goes through Receive Container at /home/<your-clinic>/inventory/containers, which records the supplier, invoice and receiving veterinarian.

Walkthrough

Step 1: Upload

Drop your files on the upload zone, or click to browse.

• A Sheets Edition export: upload cs_logbook_data.json on its own. It already uses CS Logbook's column names, so the wizard skips the mapping step.
• Spreadsheet files: upload one or more .csv or .xlsx files. Select related files together (for example, your client list and your patient list) so patients can be linked to their owners.

If a spreadsheet's file name looks like a controlled substance log (for example Transactions.csv), the mapping step shows a warning. The warning does not stop you from continuing, and it only reads the file name, so a renamed log is not flagged. Skip any log file at the mapping step rather than mapping it as another record type.

Don't mix a .json export and spreadsheet files in one upload. The whole upload has a 12 MB limit; split a larger export into several files and import them one after another.

Step 2: Map columns (spreadsheet files only)

The wizard works out what kind of record each file holds from its column headers, and suggests which CS Logbook field each column fills. Check each file:

• Change the record type if the guess is wrong, or skip a file you don't want imported.
• Pick the CS Logbook field for any column the wizard did not match, or mark a column Do not import.
• Save the mapping under a name, so the next export from the same system maps itself.

Step 3: Validate and preview

The wizard checks every row and shows a report before anything is saved. Rows it cannot read are listed with the reason. When a row looks like a record you already have, the wizard shows the match so you can decide what to do with it.

Step 4: Import and review the results

Confirm the import. The results page lists what was created, what was linked to an existing record, and any row that could not be saved, with its reason.

Before you import containers

Containers are matched to your substances by name. Add every substance your containers use to your formulary at /home/<your-clinic>/inventory/substances first, and use the same names in your file. A container whose substance name has no match cannot be imported.

Transaction history

Transaction history comes in one of three ways:

• From CS Logbook Sheets Edition: upload its .json export here, which brings your log entries over.
• From DaySmart Vet: use Import from DaySmart in the transactions menu, which fills the Batch Entry editor for you to review.
• From anywhere else: enter the records through Batch Entry. Spreadsheet uploads in this wizard do not import transactions.

Related

• Containers: receiving containers from a supplier
• Substances: the formulary that container names are matched against
• Transactions: Batch Entry and the DaySmart import
• Suppliers: how supplier records are matched during an import