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Bulk upload lists during set-up

Use Bulk Upload for a simple and fast way to add data and information to your Lightyear account.

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Written by Jessica Callaly

What can be uploaded in bulk

You can make use of Bulk Upload in the following areas of Lightyear:

  • Accounting Software (For Adept, Attache, MYOB Desktop, Pronto, Sage and Sun Systems)

    • Supplier Cards

    • GL Codes

    • Tax Rates

    • Tracking Categories​

  • Inventory Supplier Cards

  • Product List

  • Suppliers

Bulk Uploads are done through a basic CSV file, which can be generated using practically any spreadsheet application.

📌 Note: Ensure that your Lightyear account is connected to your accounting software. This connection is mandatory for bulk product uploads but not for manual product entries.​

How to use a Bulk Upload

Head into any of the above-listed areas in Lightyear, and you'll see an 'Upload CSV File' button.

Click 'Upload CSV File ', and you'll see the columns and data fields that can be uploaded via the CSV file. When creating your CSV, pay attention to what columns are required, as the upload will fail if Lightyear detects too many or too few columns.

🤓 Tip: Ensure that your CSV file does not contain special characters such as quotation marks, apostrophes, ampersands, angle brackets, or commas in fields like product descriptions. These characters can interfere with the upload process.

Once your CSV is populated with the data you want to upload, select the 'Choose File' button, locate the file on your computer and select Upload.


​You'll be asked if your CSV contains a 'Header Row', so select Yes or No as appropriate. For instance, if the top row of your CSV is populated with 'Product Code', 'Product Description' and 'Unit Price' in the first 3 cells, instead of actual product data, then this would be a header row, and you would choose 'Yes'.

You'll then be asked to select the format of your CSV. Some areas of the app allow you to upload data in different formats, so select the correct one for your CSV. After confirming, the upload will begin, and within a few seconds, your data will be imported to your Lightyear account.

Troubleshoot upload issues

Common CSV Upload Issues:

  1. Formatting Errors: These occur when the CSV file contains unintended line breaks, malformed rows, or improperly formatted cells. Such issues can prevent the file from being processed successfully.

  2. Performance Problems: Large CSV files, such as those containing extensive purchase order (PO) data, may stall or time out during upload due to file size or network limitations.3. Line Breaks in Item Descriptions: CSV uploads fail if any item description contains a line break (multi-line text). Ensure that each item's Description field is a single line with no newline characters. Edit the CSV to remove line breaks before re-uploading.

  3. Missing Required Fields: Fields such as PO Number, prices, and quantities must be populated for every line. Missing values in these fields will cause the upload to fail.

  4. Invalid PO Date Format: The PO Date field must be formatted as a date only (dd/mm/yy). Including a time component will result in an error.

  5. Template Artifacts: Placeholder content, such as example email addresses or other template artifacts, must be removed from the CSV file.

  6. Field Length Constraints: Overly long values in fields like PO Reference can exceed system limits and cause errors. Ensure all field values are within acceptable length limits.

  7. Incorrect Header Names or Mapping: Ensure that the headers in your CSV file match the expected names and that fields are correctly mapped during the import process.

🤓 Tip: Verify that your Lightyear account is connected to your accounting software, especially for product list uploads.

Steps for Formatting Errors

  1. Open the CSV file in a text editor or spreadsheet application.

  2. Check for and remove any unintended line breaks or special characters within fields.

  3. Ensure all rows and cells are properly formatted, free of errors and that all required fields (e.g., PO Number, prices, quantities) are populated.

  4. Ensure any Date is formatted correctly as dd/mm/yy without a time component.

  5. Remove any placeholder content or template artefacts.

  6. Confirm that all field values meet length constraints.

  7. Double-check that headers match the expected names and that fields are correctly mapped during the upload process.

  8. Save the corrected file and attempt to re-upload it to Lightyear.

Solutions for performance-related upload problems

  1. Split the file into smaller batches. This reduces the likelihood of timeouts caused by file size or network speed.

  2. Upload each batch separately to ensure successful processing.

Best Practices for preparing CSV Files for upload

  • Always validate your CSV file for formatting consistency before uploading.

  • Avoid including unnecessary data or excessive rows that could increase file size.

  • Use a reliable network connection to reduce the risk of timeouts.

  • Review the error message provided by Lightyear for specific guidance.

  • Revalidate the CSV file against the checklist and make necessary corrections.

  • Re-upload the corrected file and verify that the issue is resolved.

  • Use tools or scripts to automate the detection of common formatting errors in large datasets.

  • Maintain a backup of the original file before making any changes.

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