Import past bookings

Past bookings come in as history. They give each client their record and your reports their past, but they make no delivery or pickup tasks, send nothing to anybody and hold no stock.

Steps

1. Export your past orders from your old system as one file, one row per line item, with the booking reference, the client, the event date, the item, the quantity, the total and what was paid.
2. Open Settings, Tools, Setup and press Import past bookings on the Bring in your past bookings step. Or open Settings, Tools, Import, choose orders and tick These are past bookings.
3. Choose your file and match the columns. Map Booking reference, the client columns, the event date, Item and Quantity.
4. Map Their total to the order total and Amount paid to what the client paid.
5. Press Check ... rows without importing and read the notes on each row.
6. Press Import ... records.
7. Type a name in Remember this mapping as so the next file from the same place is one click.

What history means

• No delivery or pickup tasks are made, so nothing lands on Dispatch, Prep & Load Up or the crew's phones.
• Nothing is sent to the client or the team, and nothing goes to QuickBooks.
• A delivery needs no miles.
• The file's total is kept. Any difference from the lines goes in the order's Adjustment, and the row's note says so.
• A line naming an item that is not in Inventory is kept as a line without a product, with its name as the description.
• Amount paid is recorded as one payment, so the balance reads as it was.
• Nothing is held in stock, so availability is not affected.
• Each order lands as Closed unless the file gives a status.
• The order page shows a quiet "Imported history" line and has no Jobs tab.

Good to know

• A booking cannot be marked as history by hand, and a history booking cannot be made live. Only the import makes history.
• Recording Amount paid needs the Take payments and refunds switch on your role. Undoing the import needs the right to delete payments.
• Undo this import takes back the payment, the order and its quote.
• Importing quotes and orders is on Pro and the license, not on Lite.

If something goes wrong

• "Amount paid is kept only on a past bookings import of orders." Tick These are past bookings, or leave that column out.
• "Already here as SO-...". That booking came in before from the same place. Open it to change it.
• Other refusals. See Import rows are refused.