In this article, we show you how to use the Tātou Office Bulk Import feature to quickly create new clients, client locations, and blocks. This handy feature will save you a lot of time setting up, so you can get on to doing what you do best—read on to find out how.
Before You Start
Download a copy of our template spreadsheet file to get started. You can open and edit this file using a spreadsheet program such as Microsoft Excel, or Google Sheets.
Make sure to save your spreadsheet as a .xlsx file or .csv file.
Step 1: Fill in the Details
Enter the details for your clients, their locations, and blocks in your spreadsheet. Simply create a new row for each new block, with the appropriate client and location details.
You can use one spreadsheet to import multiple clients with multiple locations, and multiple blocks at each location. Simply create a new row for each block at each location, and fill out the appropriate client and location details. A list of the spreadsheet fields and what they mean can be found below:
Field Name | Purpose | Example |
|---|---|---|
client_name (required) | The name of your client. This field is used to uniquely. | Acme Inc |
client_costing_code | The costing code used to invoice work done for the client. | AINC |
client_code | A short name for your client. | ACME |
location_name (required) | The name of a client’s location. | Acme Farm |
location_costing_code | The costing code used to invoice work done at this location for the client. | AFARM |
name (required) | The name of the block in the above location. | South Block |
code (required) | A short name for the block. | SOUTH |
costing_code | The costing code used to invoice work done at this block for the client. | AFARM-STH |
unit_name | How you count the crops in this block, such as “plants” or “bays”. | Stalks |
total_units | The total number of units in this block. | 2400 |
variety | The type or variety of crop. | Corn |
size | The size of the block in hectares. | 3 |
row_spacing | The space between each row of crops in metres. | 1 |
Bulk import works for both new and existing clients. Using your import file, Tātou will automatically:
Create new clients and new locations.
Only create new locations and blocks, if a client already exists.
Only create new blocks, if a client and location already exist.
If you are importing locations and/or blocks for an existing client, make sure that the spelling in the client_name field matches exactly what you have on file.
Step 2: Import your File
To import your file, open Tātou Office, and find your list of clients by clicking on Admin and then Clients. Click on the IMPORT button, and then click the UPLOAD button to select your file.
Tātou will automatically skip any rows where the block already exists. If you are using the Bulk Import to update information for existing blocks and/or existing locations, click the toggle so Tātou knows not to skip these rows.
Clicking CONFIRM will import your file—your changes have instantly been made!
Example Import
Our new client Acme Inc has three locations (Acme Farm, Acme Winery, and Acme Orchard) that have two blocks each (North Block and South Block). To quickly import all of these locations and blocks, we create a new row for each block at each location. 2 (blocks) x 3 (locations) = 6 rows, so our spreadsheet would look like this:
client_name | client_costing_code | client_code | location_name | location_costing_code | name | code | costing_code | unit_name | total_units | variety | size | row_spacing |
Acme Inc | AINC | ACME | Acme Farm | AFARM | North Block | NORTH | AFARM-NTH | stalks | 2600 | Corn | 3.2 | 1 |
Acme Inc | AINC | ACME | Acme Farm | AFARM | South Block | SOUTH | AFARM-STH | stalks | 2400 | Corn | 3 | 1 |
Acme Inc | AINC | ACME | Acme Winery | AWINE | North Block | NORTH | AWINE-NTH | plants | 3100 | Sauvignon | 2.2 | 1.25 |
Acme Inc | AINC | ACME | Acme Winery | AWINE | South Block | SOUTH | AWINE-STH | plants | 3150 | Pinot Gris | 2.2 | 1.25 |
Acme Inc | AINC | ACME | Acme Orchard | AORCH | North Block | NORTH | AORCH-NTH | trees | 100 | Apples | 1.8 | 3 |
Acme Inc | AINC | ACME | Acme Orchard | AORCH | South Block | SOUTH | AORCH-STH | trees | 125 | Oranges | 1.7 | 3 |
Add Comment