Importing an existing register (beta)
Beta, on request. The register import is a beta feature. Ask us to release it for your environment. You then switch it on yourself via Settings → Beta features → Register import via template → Use.
The register import loads an existing register into AmmoSuite in one go: the firearms register, the ammunition register, essential parts or the safekeeping register. It is meant for switching over from Excel, paper or another program.
This initial import is possible only while the register is still empty. Once it has an entry, you continue in the table, or you add to the firearms or ammunition register with a file via Adding to a register or deregistering firearms. Auditors cannot import.
1. Download the template
Open the register and click Import, then Download template. For the ammunition register, the Import button is on the overview of ammunition types.
You get an Excel file with two sheets:
- Register: where you enter your data, one row per register line, in the order of your register;
- Explanation: what goes in each column, with an example.
When filling it in:
- write dates as dd/mm/yyyy;
- leave the sequence number empty and AmmoSuite numbers the rows automatically;
- customer is free text. If that customer already exists in your customer list, it is linked automatically.
Is your data in another program? A .csv with the same column names works too.
Ammunition register
Each row is either an IN (date in and quantity in) or an OUT (date out and quantity out). Quantities are in boxes. Brand, type, calibre and box size together define the ammunition type. If that type doesn’t exist yet, AmmoSuite creates it.
Newly created ammunition types don’t have a powder weight per round yet. Add it after the import in Managing ammunition types, otherwise that ammunition doesn’t count towards your gunpowder limit.
2. Upload and check the file
Choose your completed file (.xlsx or .csv, up to 10 MB) and click Check. Nothing is saved yet.
AmmoSuite shows a summary (number of rows, the period, how many intakes and issues, and how many customer names were linked) and below it every row.
- If a row contains an error, you see what is wrong for each row. Show → errors only filters those rows, and Check report (.xlsx) puts the messages next to each row of your file. Fix them in your file and click Upload another file. The import only goes ahead once every row is correct.
- A warning doesn’t stop the import, but you confirm that you have read it.
- A duplicate sequence number also counts as an error.
3. Confirm and import
Are all rows correct? Review them, tick I have checked the data; it matches my register and click Import … rows. The check stays valid for 30 minutes. After that, upload the file again.
The import appears as a single IMPORT entry in the audit trail, with the number of rows, the file name and a checksum (SHA-256) of the file.
An import can’t be undone with a single button. Need help switching over? Get in touch.