Import customer and supplier contacts

This explains how to import customer and supplier details from a spreadsheet saved as .CSV file.

What you need to know

  • You must use separate CSV files for customers and suppliers. To import both customers and suppliers, you need 2 separate files.

  • Each CSV file must use the correct headings and cell formats. We recommend that you download a copy of our template file and then paste the details of your customers or suppliers.

  • You must complete all the compulsory columns.

  • Every contact you import must a have Reference.

  • The maximum file size you can import is 0.5MB. If your file is larger, split it into another file.

Download the CSV template file

  1. From Contacts, select New Customer, then Import Customers. For suppliers, select New Supplier, then Import Suppliers.

  2. Select the hyperlink to download the template CSV file.

  3. Go to the downloads folder on your computer to find the file.

Prepare the CSV file

Choose one the following ways to create your CSV file.

  • Enter the information directly into the template file. Replace the sample data with your customer or supplier details.

  • Update a CSV file you have already saved to match our template.

    • Change the column headings in your file to match our template.

    • Make sure each cell contains information in correct format. For example, some cells must only contain numbers, others only text and some have a maximum character limit.

    • Make sure all the compulsory columns contain information.

Use the table below to check the format in your file is correct.

Remember that the header row in your CSV file must use the same headings as shown in the Column heading in the table.

  Column Heading Type Compulsory Notes
A Reference Text Yes Maximum 10 characters and must be unique to this record.
B Company Name Text Yes  
C Currency Text No

Only required for contacts where the currency is different to your usual currency. If your business is based in the UK, only enter a code for customers or suppliers outside the UK.

You must first make sure you go to the Settings and choose to enable foreign currency transactions.

Enter the 3 letter code for the currency. For example

  • For Euros use EUR.

  • For pound sterling, use GBP
D Credit Limit Number No  
E Main Address Type Text No To use the default of Delivery, leave this blank. Alternatively, enter one of the following:

* Delivery
* Accounts
* Sales
* Purchasing
F Main Address Line 1 Text No  
G Main Address Line 2 Text No  
H Main Address Town Text No  
I Main Address County Text No  
J Main Address Post Code Text No Maximum 10 characters.
K Main Address Country Text No

Maximum 2 characters.

Use the 2 letter for your country. For example, GB for UK or IE for Ireland.

L Main Contact Name Text Yes Enter the name of the contact at this company, alternatively to use the default of Main Contact, leave this blank.
M Main Contact Phone Number No Maximum 50 characters.
N Main Contact Type Text No To use the default of Accounts, leave this blank. Alternatively, enter one of the following:

* Delivery
* Accounts
* Sales
* Purchasing
O Main Contact Mobile Number No Maximum 50 characters.
P Main Contact Email Text No This must be a valid email address, for example, [email protected]
Q Main Contact Fax Number No Maximum 50 characters.
R Address 2 Type Text No To use the default of Delivery, leave this blank. Alternatively, enter one of the following:

* Delivery
* Accounts
* Sales
* Purchasing
S Address 2 Line 1 Text No  
T Address 2 Line 2 Text No  
U Address 2 Town Text No  
V Address 2 County Text No  
W Address 2 Post Code Text No Maximum 10 characters.
X Address 2 Country Text No

Maximum 2 characters.

Use the 2 letter for your country. For example, GB for UK or IE for Ireland. For
Y VAT Number Text No

This must be a valid VAT number for the country of the contact.

For example, for the UK, this is 9 numbers.

To check the VAT numbers for other countries, use our article about VAT numbers.
Z Ledger Account Number No

This is the same as a Category in Start.

To use the default category, leave this blank.

  • For customers, the default sales category is 4900

  • For suppliers, the default purchase category is 5000.
AA Payment terms Number No The number of credit days this contact has. To use the default payment terms, leave this blank.
AB Notes Text No Maximum 500 characters.
AC Bank Account Name Text No  
AD Bank Account Sort Code Number No This must be a valid sort code, for example, 11-22-33.
AE Bank Account Number Number No Maximum 25 characters.
AF Bank Account IBAN Number No  
AG Bank Account BIC Number No Maximum 11 characters.
AH Statement Run Text No

Customers only

Leave blank to use the default method selected in the Statement settings.

To send by post, enter Post.

To send by email, enter Email.

AI Active Text No

To mark the customer as Active, leave this blank.

To mark the customer as Inactive, enter No.

Import the contacts file

  1. Go to Contacts, and then select New Customer, Import Customers or New Supplier, Import Suppliers.
  2. Select Choose File. Browse to your contacts CSV file and then click Open.
  3. In the CSV Format field, select Sage Instant Accounts if you’re importing from that application. If not, select Accounting.
  4. Click Upload. If any file issues are found during the process, you can read about how to fix them and then try again.
  5. Click OK.

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