Import customer and vendor contacts
To import a contacts file, it must:
- Contain only customers or vendors. To import both, you need two separate files.
- Be saved in comma separated value (CSV) format.
- Use the same column headings and formatting as in the contacts CSV template file.
Step 1: Download the CSV template file
- Go to Contacts, and then select New Customer, Import Customers or New Vendor, Import Vendors.
- Click the hyperlink to download the template CSV file.
- Go to the downloads folder on your computer to find the file.
Step 2: Prepare the contacts file
If you already have a file, compare it to the template file before importing your contacts. The column headings and data format in your file must match the template.
If you don't have a file, you can add your contacts to the template file. Leave the column headings as-is and then replace the sample data with your contacts, using the same format.
The maximum file size you can import is 0.5MB. If your file is larger, split it into another file.
When preparing your file, use the table below to ensure that your file format is correct. Remember that the header row in your CSV file must use the same headings as shown in the Field name column below.
Field name
|
Type
|
Required
|
Notes
|
---|---|---|---|
Reference
|
Text
|
Yes
|
Maximum 10 characters and must be unique to this record.
|
Business Name |
Alphanumeric |
Yes |
Enter the contact's business name. |
Currency
|
Text
|
No
|
This is the currency code Note:
To import a foreign currency, you must first enable foreign currency transactions. |
Credit Limit
|
Alphanumeric |
No
|
Contact’s credit limit. |
Main Address Type |
Alphanumeric |
No |
To use the default of Delivery, leave this blank. Alternatively, enter one of the following:
|
Main Address Line 1 |
Alphanumeric |
No
|
Maximum 50 characters. |
Main Address Line 2 |
Alphanumeric |
No
|
Maximum 50 characters. |
Main Address City |
Alphanumeric |
No
|
Maximum 50 characters. |
Main Address State/Province |
Alphanumeric |
No
|
Main address state (US) or province (CA). Maximum 50 characters.
|
Address 2 ZIP Code/Postal Code |
Alphanumeric
|
No
|
Address 2 ZIP code (US) or postal code (CA). Maximum 10 characters.
|
Main Address Country |
Alphanumeric |
No
|
This is the country code, for example, US for United States., CA for Canada. Maximum 2 characters.
|
Main Contact Name |
Alphanumeric
|
Yes
|
Enter the name of the contact at this company, alternatively to use the default of Main Contact, leave this blank.
|
Main Contact Phone |
Numeric |
No
|
Maximum 50 characters.
|
Main Contact Type |
Alphanumeric |
No
|
|
Main Contact Mobile |
Numeric |
No
|
Maximum 50 characters.
|
Main Contact Email |
Alphanumeric |
No
|
This must be a valid email address, for example, [email protected]. |
Main Contact Fax |
Numeric |
No
|
Maximum 50 characters.
|
Address 2 Type |
Alphanumeric |
No
|
To use the default of Delivery, leave this blank. Alternatively, enter one of the following:
|
Address 2 Line 1 |
Alphanumeric
|
No
|
Maximum 50 characters. |
Address 2 Line 2 |
Alphanumeric
|
No
|
Maximum 50 characters. |
Address 2 City |
Alphanumeric
|
No
|
Maximum 50 characters. |
Address 2 State/Province |
Alphanumeric
|
No
|
Address 2 state (US) or province (CA). Maximum 50 characters.
|
Address 2 ZIP Code/Postal Code |
Alphanumeric
|
No
|
Address 2 ZIP code (US) or postal code (CA). Maximum 10 characters.
|
Address 2 Country |
Alphanumeric
|
No
|
This is the country code, for example, US for United States, and CA for Canada. Maximum 2 characters.
|
Ledger Account |
Numeric
|
No
|
Note:
To use the default ledger account, leave this blank. For customers, the default sales ledger account is 4000, and for vendors, the default expense ledger account is 5000. To check your ledger account codes, go to Settings, and under Financial Settings, click Chart of Accounts. |
Payment Terms |
Numeric |
No
|
The number of credit days this contact has. To use the default payment terms, leave this blank.
|
Notes |
Alphanumeric
|
No
|
Maximum 500 characters.
|
Bank Account Name |
Alphanumeric |
No
|
Enter the name of the contact’s bank account. Maximum 50 characters. |
Bank Account Number |
Numeric |
No
|
Maximum 25 characters.
|
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. |
Active | Text | No |
To mark the customer as Active, leave this blank. To mark the customer as Inactive, enter No. |
Analysis Type 1 | Text | No | The analysis type must already exist and the text must exactly match |
Analysis Type 2 | Text | No | The analysis type must already exist and the text must exactly match |
Analysis Type 3 | Text | No | The analysis type must already exist and the text must exactly match |
Step 3: Import the contacts file
- Go to Contacts, and then select New Customer, Import Customers or New Vendor, Import Vendors.
- Select Choose File. Browse to your contacts CSV file and then click Open.
- Click Upload.