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

  1. Go to Contacts, and then select New Customer, Import Customers or New Vendor, Import Vendors.
  2. Click the hyperlink to download the template CSV file.
  3. 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.

Note:

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 (for example, for United States dollars, the code is USD; for Canadian dollars, the code is CAD). To use your default currency leave this blank.

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:

  • Delivery
  • Accounts
  • Sales
  • Purchasing

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

 

Select the type of contact – Contractor, Employee, Other, Accounts, Sales, or Purchasing. To use the default of Accounts, leave this blank. Alternatively, enter one of the following:

  • Contractor
  • Employee
  • Others
  • Accounts
  • Sales
  • Purchasing

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:

  • Delivery
  • Accounts
  • Sales
  • Purchasing

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