Import customer and vendor contacts
This explains how to import and export customer and supplier details using a spreadsheet saved as .csv file.
Imports new customer or supplier records only. You cannot use the import to update existing records.
Exports all details of all customers or suppliers to .csv file.
Import customers and vendors
What you need to know
-
Use separate CSV files for customers and vendors. To import both customers and vendors, 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 vendors.
-
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.
-
When importing analysis types, make sure the analysis type already exists and is Active for the type of record you are importing. For example, an analysis type must be Active for customers before you can import customer records.
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.
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 vendor 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 following table 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.
|
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 |
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.