Midnight Import Tools Follow
Data Import Tool
The Data Import Tools provide a fast and efficient way to create and update records throughout Midnight. Whether managing inventory, employees, vendors, customers, orders, or postage data, imports help reduce manual entry, improve accuracy, and streamline large-scale data maintenance. Always begin by downloading the appropriate sample CSV file, ensure your data matches the required format exactly, and validate all records before completing the import.
The tool also includes an Undo Import feature, allowing imports to be reversed for up to 24 hours after the import process is completed.
Navigation:
Tools → Data Import
Getting Started
When accessing the Data Import tool, select the type of data you want to import. Once selected, the corresponding import screen will open.
Each import option includes a link to download a sample CSV file.
Important: Your import file must match the sample template exactly. Do not change column names, remove columns, or alter the file structure.
Import Process
Follow these steps when importing data:
1. Download the Sample CSV
Download the sample file provided on the import screen and use it as your template.
2. Populate Your Data
Enter your information into the CSV while maintaining the exact column structure.
3. Choose File
Select your completed CSV file.
4. Upload File
Upload the file to the system.
After uploading, your data will appear in the import data grid for validation.
5. Review and Correct Errors
The system validates the uploaded data and displays any issues that need to be corrected.
You may:
Correct data directly within the grid
Update the CSV file and upload it again
Repeat the validation process until all errors have been resolved
- Delete the incorrect data and upload at a later date by selecting the red X.
A green checkmark indicates that a record has passed validation successfully.
6. Import
Once all validation errors have been corrected, select Import to complete the process.
For a user's first import, we recommend starting with a small set of records. This allows you to become familiar with the import process, validation messages, and troubleshooting steps before importing a larger volume of data. Once you are comfortable reviewing and correcting errors, you can proceed with larger imports more confidently.
Undoing an Import
The Data Import Tool provides an Undo Import option for recently completed imports.
Key Details
- Imports can be undone for up to 24 hours after completion.
- Undo restores the affected records to their previous state.
- After the 24-hour period expires, imports can no longer be reversed using the Undo feature.
Midnight Export Reports for Record Updates
Several records within Midnight can be updated in bulk using the Data Import Tools. To ensure the update file contains the correct record identifiers and field structure, you must first export the appropriate report from Reports → Export Reports and then use that file as the basis for your updates.
Important: These export reports must be used when updating existing records. The exported file contains the unique record identifiers required for Midnight to correctly match imported data to existing records.
The following export reports are available for updating existing records:
| Record Type | Export Report |
|---|---|
| Customer Contacts | Customer: Contact Export |
| Customers | Customer: Details Export |
| Employees | Employee: Export Report |
| Inventory Items | Inventory: Detail Export Report |
| Vendors | Vendor: Export Report |
Exporting the Update File
- Navigate to Reports → Export Reports.
- Run the appropriate export report for the records you want to update.
- Under the Save option, select Microsoft Excel.
- When the Microsoft Excel Export Settings window appears, set the Bands Filter to Data and Headers and select OK. No other export settings need to be changed.
- Save the exported file and open it in Microsoft Excel.
- Make the necessary updates to the records.
- Save the file as a CSV and import it using the corresponding Data Import Tool.
Important Guidelines
- Do not change the column layout or field names.
- Do not add, remove, or rearrange columns.
- Do not modify the identifier field contained in Column A.
- Always use the export report specific to the record type being updated.
The exported reports contain the record identifiers required for Midnight to determine which existing records should be updated. Modifying these identifiers will prevent updates from processing correctly or cause updates to be applied to the wrong records.
Customer Import
Navigation:
Tools → Data Import → Customer Import → .CSV Customer Import
To begin, download the Download Example .CSV file and follow the Import Process as stated above.
IMPORTANT: Leave Column A blank. The Customer ID will be automatically generated by Midnight during the import process. Enter a unique value in Column B (Customer Code) for each customer, as the Customer Code is used to identify and manage customer records within the system.
Customer Update
The .CSV Customer Update Tool allows users to update existing customer records in bulk using a CSV file import.
Navigation:
Tools → Data Import → Customer Import → .CSV Customer Update
To begin, navigate to Reports → Export Reports → Customer: Details Export and follow the Export Reports guideline and Import Process as stated above.
IMPORTANT: The Customer ID (column A) is used to identify which customer record should be updated. Changing this value will prevent the update from processing correctly or cause updates to be applied to the wrong customer record.
Customer Contact Import
The Customer Contact Update Tool allows users to import new customer contact records in bulk using a CSV file import as outlined in the above Import Process.
IMPORTANT: Leave Column A blank. The value in Column B (Customer Code) must match the existing customer code in Midnight exactly. The Customer Code is used to identify which customer record should be updated. If the Customer Code is missing or does not match an existing customer record, the update will not process correctly and may fail to update the intended customer.
Customer Contact Update
The .CSV Customer Contact Update Tool allows users to update contacts in existing customer records in bulk using a CSV file import.
To begin, navigate to Reports → Export Reports → Customer: Contact Export and follow the Export Reports guideline and Import Process as stated above.
IMPORTANT: The Contact ID (column A) is used to identify which customer contact record should be updated. Changing this value will prevent the update from processing correctly or cause updates to be applied to the wrong customer record.
Employee Import
The Employee Import Tool allows users to create new employee records using a CSV file.
Navigation:
Tools → Data Import → Employee Import
To begin, download the Download Example .CSV file and follow the Import Process as stated above.
IMPORTANT: Leave Column A blank. The Employee ID will be automatically generated by Midnight during the import process.
Employee Update
The .CSV Employee Update Tool allows users to update existing employee records in bulk using a CSV file import.
To begin, navigate to Reports → Export Reports → Employee: Export Report and follow the Export Reports guideline and Import Process as stated above.
IMPORTANT: The Employee ID (column A) is used to identify which employee record should be updated. Changing this value will prevent the update from processing correctly or cause updates to be applied to the wrong customer record.
Inventory Import
The Inventory Import Tool allows users to create new inventory records in bulk using a CSV file.
Navigation:
Tools → Data Import → Inventory Import
To begin, download the Download Example .CSV file and follow the Import Process as stated above.
IMPORTANT: Leave Column A blank. The Item ID will be automatically generated by Midnight during the import process.
Inventory Update Tool
The Inventory Update Tool allows users to update existing inventory records in bulk using a CSV file import.
To begin, navigate to Reports → Export Reports → Inventory: Detail Export Report and follow the Export Reports guideline and Import Process as stated above.
IMPORTANT: The Item ID (column A) is used to identify which inventory item record should be updated. Changing this value will prevent the update from processing correctly or cause updates to be applied to the wrong customer record.
Vendor Import
The Vendor Import Tool allows users to create new vendor records in bulk using a CSV file.
Navigation:
Tools → Data Import → Vendor Import
To begin, download the Download Example .CSV file and follow the Import Process as stated above.
IMPORTANT: Leave Column A blank. The Vendor ID will be automatically generated by Midnight during the import process.
Vendor Update Tool
The Vendor Update Tool allows users to update existing vendor records in bulk using a CSV file import.
To begin, navigate to Reports → Export Reports → Vendor: Export Report and follow the Export Reports guideline and Import Process as stated above.
IMPORTANT: The Vendor ID (column A) is used to identify which vendor record should be updated. Changing this value will prevent the update from processing correctly or cause updates to be applied to the wrong customer record.
Order Import Tool
Subscription Required
The Order Import Tool allows users to create orders by importing data from a CSV file.
Navigation:
Order Search → Quick Links → Order Import
The import process works similarly to the standard Data Import tools.
Selecting Download Example CSV provides a template formatted specifically for the Order Import tool. Only files matching the required format can be successfully imported.
Print and Wide Format Order Imports
Subscription Required
The Order Import tool supports the creation of orders using:
- Print Product Templates
- Wide Format Product Templates
When importing these order types, the appropriate template identifier must be included in the import file.
Finding the Product Template ID
Print Product Template IDs can be found under:
Admin → Print → Print Product Templates
Wide Format Product Type IDs can be found under:
Admin → Wide Format → Product Types
Using the correct template ID ensures imported orders are associated with the proper estimating and production settings.
Order Postage Import
Subscription Required
The Order Postage Import Tool allows postage information to be imported and applied to existing orders.
Navigation:
Order Search → Quick Links → Order Postage Import
This import option is intended for organizations that receive postage data from external mailing or postage systems.
Supported File Types
.USE File Import
The system can import postage information from .USE files generated by supported mailing systems.
Neopost CSV Import
The system can also import postage information from compatible Neopost CSV files.
Note: Order Postage Import should only be used when working with compatible mailing systems that generate supported .USE or Neopost CSV file formats.