Bulk Import

Overview

Artifi's universal import system provides a single, consistent way to import data in bulk across all object types -- from master data like customers and vendors to financial transactions. The system automatically handles small and large imports differently, with real-time progress tracking for bigger jobs.

Key Features

• Single consistent interface for all object types
• Automatic sync/async routing based on record count
• Background processing with real-time progress tracking
• Configurable duplicate handling (skip, update, or error)
• Validate-only mode for dry runs before committing
• Preflight checks to discover required fields before importing
• External ID resolution for seamless data migration from other systems
• Detailed error reporting per record with recovery guidance

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Sync vs. Async Processing

The system automatically routes imports based on the number of records:

Why Async?

Each record can involve dozens of database operations (validation, entity resolution, GL posting, tax calculation). For large batches, synchronous processing would be too slow. The async mode processes records in batches and provides real-time progress updates.

Progress Tracking

For async imports, you can poll the import status at any time to see:

• Current progress percentage
• Records processed so far
• Import, skip, and error counts
• Detailed error information on completion

Only one large import per organization runs at a time. Small imports (50 records or fewer) are unaffected by this limit.

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Supported Object Types

Master Data

Transactions

Supported transaction types include AP invoices, AR invoices, journal entries, payments, expense reports, bank transfers, and more.

Banking & Opening Balances

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Import Options

Notes:

• Duplicate update is not supported for financial transactions (immutable records)
• If a batch fails, only that batch rolls back; other batches are unaffected

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Preflight Checks

Before importing, you can run a preflight check to discover the required and optional fields for a specific object type or transaction type. Required fields are configured per organization, so they may vary.

A preflight check returns:

• Required header fields with types
• Required line fields (for transactions)
• Optional header and line fields
• Optionally, validation results for a sample record

This helps ensure your import file is properly structured before processing.

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Entity Resolution

The import system flexibly resolves references to entities using multiple identifier types. This is particularly valuable during data migration when the source system uses different ID schemes.

Resolution priority (checked in order):

Name-based lookups are case-insensitive. All reference data is pre-cached at import start for fast lookups during batch processing.

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Data Migration

When migrating from external systems (QuickBooks, Xero, or legacy software), the import system supports a phased approach:

Phase 1: Reference Data (Small Volume)

Import foundational data first:

• Chart of accounts
• Dimension types and values
• Payment terms, tax codes, number series

Phase 2: Master Data (Medium Volume)

Import entities with external IDs for cross-referencing:

• Customers, vendors, employees
• Items and products

When importing master data, include the external system's ID in the metadata. This external ID is then used to resolve references when importing transactions.

Phase 3: Transactions (High Volume, Async)

Import financial transactions that reference the master data imported in earlier phases:

• AP and AR invoices
• Payments
• Journal entries
• Bank statements

Transactions can reference entities by external ID, so you do not need to know the new internal IDs.

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Error Handling

Per-Record Errors

Each record is validated individually, and errors include:

• Row number for easy cross-reference
• Field name causing the error
• Descriptive error message
• Record identifier (name, number, etc.)

Recovery from Partial Failures

1. Review the error details in the import results
2. Fix the problematic records in your source data
3. Re-submit with duplicate handling set to "skip" to avoid re-importing successful records
4. Successfully imported records are committed independently and are not rolled back

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Performance Expectations

Dimension caching reduces repeated lookups, improving performance by approximately 30% for large imports.

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Import Tracking

Every import is tracked with a full audit trail:

• Import ID, object type, and source
• Status progression: pending, importing, completed, or failed
• Record counts: total, imported, updated, skipped, errors
• Error and warning details (first 100 of each)
• IDs of created and updated records
• Duration and timestamps
• User who initiated the import

For async imports, progress is updated after each batch, enabling real-time monitoring.