--- title: "NautilusLog IHM : PO Import File Guide – Structure & Format (Excel)" description: This guide will give you necesarry insights about structuring your filr according tothe acceptable format which NautilusLog usually work with for import files. --- [Skip to content](https://help.nautiluslog.com/part-i-structure-and-contents-for-import-files-spreadsheet-.xls-format#main-content) [Customer Portal](https://tickets.nautiluslog.com/?hsLang=en) [![nautilus-logo-uni-light@2x](https://help.nautiluslog.com/hubfs/Website%20Images/nautilus-logo-uni-light@2x.svg)](https://www.nautiluslog.com/) - [Knowledge Base](https://help.nautiluslog.com/) Open main navigation Close main navigation - [Knowledge Base](https://help.nautiluslog.com/) - [Customer Portal](https://tickets.nautiluslog.com/) - [Contact us](https://tickets.nautiluslog.com/new) [Contact us](https://tickets.nautiluslog.com/new?hsLang=en) How can we help you? - There are no suggestions because the search field is empty. 1. [NautilusLog Knowledge Base](https://help.nautiluslog.com/?hsLang=en) 2. [IHM by NautilusLog](https://help.nautiluslog.com/ihm-by-nautiluslog?hsLang=en) 3. [Imports](https://help.nautiluslog.com/ihm-by-nautiluslog?hsLang=en#imports) March 27, 2026 # NautilusLog IHM : PO Import File Guide – Structure & Format (Excel) ## Valid Spreadsheet File Structure Types: When importing PO data into the IHM Maintenance system, your spreadsheet data can be formatted in two different ways: ### **1. Flat File Structure:** - Each row contains **all information for a single PO item**. - The spreadsheet includes **only one sheet**, which must be named exactly: **`ihm.flat`**. - **Column headers** must match the system’s valid field names (e.g., `vessel.imo_number`, `supplier.name`). - This format works best when your purchasing system exports all PO data as a **single table**. --- ### **2. Sheet-by-Sheet Structure:** Data is organized by **entity type**, with each entity on a **separate sheet**: - `ihm.vessel` - `ihm.article` - `ihm.supplier` - `ihm.purchase_order``ihm.purchase_order_item` - **Column headers** in each sheet represent only the **data type** (e.g., `name`), while the **sheet name** defines the entity. - Example: In `ihm.vessel`, `name` refers to the **vessel name**; in `ihm.supplier`, `name` refers to the **supplier name**. **Note:** The **Sheet-by-Sheet structure** is ideal when your purchasing system exports data in **separate tables or modules**.**Entity Breakdown by File Structure:** --- ### **3. The system recognizes different entities depending on the file structure used:** ![2025-09-17\_14-30-05](https://help.nautiluslog.com/hs-fs/hubfs/2025-09-17_14-30-05.png?width=584&height=521&name=2025-09-17_14-30-05.png) ### **3.1 How Entities Appear in Different File Structures:** 3.1.1. Flat File: - All entities are combined in a **single sheet** (`ihm.flat`). - **Column headers** include the **entity prefix** followed by the field name. - Example: `vessel.name`, `supplier.contact_email`. ### 3.1.2. Sheet-by-Sheet: - Each entity has its **own sheet** (5 sheets in total). - **Sheet names** must start with `ihm.` followed by the entity name (e.g., `ihm.vessel`). - **Column headers** show only the **field name**; the sheet name determines which entity the data belongs to. - Example: In `ihm.vessel`, the column `name` refers to the vessel name; in `ihm.supplier`, the column `name` refers to the supplier name. --- ### **4. Choosing Your File Structure** A **side-by-side comparison table** makes this much easier to understand the different import file structures and enable informeddecision making. ![2025-09-17\_14-37-10-1](https://help.nautiluslog.com/hs-fs/hubfs/2025-09-17_14-37-10-1.png?width=572&height=351&name=2025-09-17_14-37-10-1.png) --- ### **5. Preparing Your Spreadsheet: 5.1. General Rules:** - **Use the provided templates** as your starting point. - **Rename sheets correctly** (see Section 3 for details). - **Match column headers exactly** to the system’s valid field names. - **Use standard date formats:** `YYYY-MM-DD` or `YYYY-MM-DDThh:mm:ss`. - **Complete all required fields:** Do not leave them blank. ### **5.1.2. Minimum Required Fields:** **Flat File (per row)** - `vessel.imo_number`, `vessel.name` - `article.name`, `article.description`, `article.number` - `supplier.name`, `supplier.contact_email`, `supplier.contact_phone` - `purchase_order.order_number`, `purchase_order.ordered_at`, `purchase_order.status` - `purchase_order_item.quantity_unit`, `purchase_order_item.item_index`, `purchase_order_item.quantity_ordered`, `purchase_order_item.article_description` ### **5.1.3. Sheet-by-Sheet (per sheet):** **1.    ihm.vessel:** ![2025-09-17\_14-37-49](https://help.nautiluslog.com/hs-fs/hubfs/2025-09-17_14-37-49.png?width=632&height=115&name=2025-09-17_14-37-49.png) **2.   article:** **![2025-09-17\_14-37-59](https://help.nautiluslog.com/hs-fs/hubfs/2025-09-17_14-37-59.png?width=634&height=193&name=2025-09-17_14-37-59.png)** **3.   supplier: ![2025-09-17\_14-38-10](https://help.nautiluslog.com/hs-fs/hubfs/2025-09-17_14-38-10.png?width=641&height=199&name=2025-09-17_14-38-10.png)**   **4.  purchase\_order: ![2025-09-17\_14-38-21](https://help.nautiluslog.com/hs-fs/hubfs/2025-09-17_14-38-21.png?width=654&height=202&name=2025-09-17_14-38-21.png)**   **5.  purchase\_order\_item: ![2025-09-17\_14-38-30](https://help.nautiluslog.com/hs-fs/hubfs/2025-09-17_14-38-30.png?width=654&height=417&name=2025-09-17_14-38-30.png)** **![2025-09-17\_14-38-30](https://help.nautiluslog.com/hs-fs/hubfs/2025-09-17_14-38-30.png?width=654&height=417&name=2025-09-17_14-38-30.png)** ---   - [IHM by NautilusLog](https://help.nautiluslog.com/ihm-by-nautiluslog?hsLang=en#main-content) - [Account](https://help.nautiluslog.com/ihm-by-nautiluslog?hsLang=en#account) - [How-To-Guides](https://help.nautiluslog.com/ihm-by-nautiluslog?hsLang=en#how-to-guides) - [Imports](https://help.nautiluslog.com/ihm-by-nautiluslog?hsLang=en#imports) - [Crew](https://help.nautiluslog.com/ihm-by-nautiluslog?hsLang=en#crew) - [NautilusLog App](https://help.nautiluslog.com/nautiluslog-app?hsLang=en#main-content) - [Users](https://help.nautiluslog.com/nautiluslog-app?hsLang=en#users) - [Organizations](https://help.nautiluslog.com/nautiluslog-app?hsLang=en#organizations) - [Vessels](https://help.nautiluslog.com/nautiluslog-app?hsLang=en#vessels) - [Activities](https://help.nautiluslog.com/nautiluslog-app?hsLang=en#activities) ## NautilusLog GmbH Copyright © 2026, NautilusLog GmbH