If you have jobs and associated job information from your previous software, you can import the data into Ascora by using the standard Job Import template.
Import Process
1. Go to Jobs → Import/export → Download Import Template.
2. Enter the information in the Excel template.
If you have supply information associated to jobs, go to Supply tab and enter the information from there. Do the same for labour details by entering them in the Labour tab.
The information you enter in the template must follow the format in Ascora Job screen. For example, in the column "Pricing Method" you need to enter the Ascora pricing methods either Time and Materials, Fixed Price, Sections, and Stages.
See Below Guide for more information.
3. After completing the necessary details, go back to Jobs → Import/Export but this time, click Import.
4. Select your Import file and click Open.
5. Once the data is already imported, you would see a notification similar to the below.
Template Guide
| Column | Header/Column Name | Compulsory Field | Default Value If Not Specified | Possible Values (If Applicable) | Create If Not In Ascora | Notes |
|---|---|---|---|---|---|---|
| A | JOB NUMBER | Next Available Job Number | ||||
| B | JOB NAME | |||||
| C | IS SECTION/STAGE | False | Yes/No | Set to Yes/True for any Job that is a child of another. E.g. a section or stage of another Job. The parent job should always be set to No. | ||
| D | JOB STATUS | In Progress | See Table Below | |||
| E | DATE CREATED | Current Date | ||||
| F | QUOTE NUMBER | If populated, the Job will be linked to the given Quote. The Quote must already exist in Ascora and not already be linked to another Job. | ||||
| G | SITE CUSTOMER | For Section/Stage - No Otherwise - Yes | For Section/Stage - Parent Quote Site Customer | Yes | If Billing Customer has been provided but not Site Customer, the Billing Customer will be used for both. | |
| H | SITE CONTACT | Yes | ||||
| I | BILLING CUSTOMER | Site Customer | Yes | |||
| J | BILLING CONTACT | Yes | ||||
| K | ADDRESS LINE 1 | |||||
| L | ADDRESS LINE 2 | |||||
| M | SUBURB | |||||
| N | STATE | |||||
| O | POSTCODE | |||||
| P | PRICING METHOD | Default Setting | See Table Below | |||
| Q | TOTAL AMOUNT EX TAX | $0 | If Pricing Method is Time & Materials, the Total values will be recalculated based on Supplies and Labour values after import process has completed | |||
| R | TOTAL TAX | $0 | As Above. | |||
| S | JOB DESCRIPTION | |||||
| T | WORK UNDERTAKEN | |||||
| U | PURCHASE ORDER | |||||
| V | CLIENT ORDER NUMBER | |||||
| W | JOB TYPE | Default Setting | Yes | |||
| X | ASSIGNED TO | |||||
| Y | BOOKING DATE | If a Assigned To and a Booking Date has been imported, a new Booking will be created with these details. If either are missing, no Booking will be created. | ||||
| Z | EXPECTED DATE | |||||
| AA | EXPECTED DURATION | |||||
| AB | INVOICE NUMBER | |||||
| AC | TEAM | |||||
| AD | ESTIMATED DURATION |
Job Status
When importing Job data, the mapping table below can be used to ensure the Job is imported as the expected Status.
Job statuses are either automatically updated depending on which event or activity occurred or manually updated by selecting the corresponding status box from the Job Screen.The following table shows a list of job statuses and their status colours as well as trigger events.
| Status | Meaning | Trigger Events | Default Ascora Colour Status - App | Default Ascora Colour Status - Web |
|---|---|---|---|---|
| Unscheduled | Unscheduled, Not Scheduled | Creating new jobs without any bookings |
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| Booked | Booked, Assigned, Accepted, Dispatched, Scheduled | Booking Created either in Web or App |
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| In Progress | In Progress, Started, Open | Check in is added in Mobile App Reopened a closed or completed job |
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| Deferred | Deferred, Could Not Complete | Could Not Complete selected either in Web or App |
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| Cancelled | Cancelled, Rejected | Cancelled in Web |
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| Ready To Invoice | Ready To Invoice | Mark as Ready to Invoice in Ascora web only | NA as marking jobs as "Ready to Invoice" is only a web function. |
|
| Completed | Completed, Finished | Mark as Complete in App Mark as Completed in Web |
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| Closed | Closed | Mark as Closed in Web |
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NOTE: There is a setting in Administration → Defaults → Set Schedule Colours Only By Status - if this is enabled, all your jobs and quotes will be colour coded according to default status colours which is standard across Ascora.
If you disable this setting, you can colour code your jobs and you can do it in Administration → Jobs → Edit → Choose Custom Colour.
The below image shows the default Ascora colours for quote and job statuses in the Scheduler area.
Pricing Method
| Time and Materials | Time and Materials, Time and Material, Time, T&M |
|---|---|
| Fixed Price | Fixed Price, Fixed, FP |
| Sections | Sections, Section |
| Stages | Stages, Stage |
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