Table of Contents

Overview

Importing is used when

doing an implementation and importing Customers and Suppliers
adding new leads (eg a cold calling campaign or retail show)
new customers or suppliers (eg purchase of a business)

You can also import

Companies
Persons
Linking of Persons who a a contact at a debtor (person code, customer code, role)

It is best to do a single line spreadsheet as a test - using information you will later delete - in order to be sure the results are what you expect after the upload.

Understanding the relationships

A person and a company are different entities - both may be customers and or suppliers

A person may also be a contact at multiple company debtors or creditors.

A Lead is a Debtor at a status of Lead

The importing process does not check for duplicates. If you expect duplicates you can either

Import the persons separately with the customer/supplier search code and role

First get the data into the spreadsheets

See Attachments to this page and download them

The Reference field needs to be unique for each record - if any reference field already exists in the system the record will not be imported

Creating Leads or Debtors with Persons as Contacts

Can be done in a single import from either the lead form (below) or the company form (Select Lead from options).

From the Lead screen

A check if all headings are correct

Gives a chance to change the headings if needed

Any data fields that were not matched with system data

The rest of the data would have been imported for those records

A Sample Spreadsheet is here - it has a relevant example.

example lead import sheet with test data.xlsx

Definitions

Click here to view all the columns you can use to create leads....

Details of the columns	Note: Underscore indicates that any text can preced or follow the section of text. So email_ indicates the heading must start with email and anything else can follow it
contact	Company - Contact of the Company created
country	Company - Country of the Company created
_currency_	Company - Currency code of the Company created
email_	Company - Email of the Company created
xref	Company - External Reference field of the Company created
fax_	Company - Fax_ of the Company created
_oversea_	Company - Flag if the company is an overseas company not subject to GST
mobile_	Company - Mobile_ of the Company created
name	Company - Name of the Company created
notes	Company - Notes of the Company created
phone_	Company - Phone_ of the Company created
postcode	Company - Postcode of the Company created
state	Company - State of the Company created
street	Company - Street of the Company created
street2	Company - Street2 of the Company created
suburb	Company - Suburb of the Company created
web	Company - Web url of the Company created
abn	Company ABN
_search_	Company - and hence lead - Creates company search code
_delivery_name_	Lead - Address Delivery Name
*Next Call Back	lead - Asterix indicates this is a Profile option you configure - this is a free text field at the moment
*Lead Status	lead - Asterix indicates this is a Profile option you configure
*Products of interest	lead - Asterix indicates this is a Profile option you configure
*Reason they are a lead	lead - Asterix indicates this is a Profile option you configure
*Lead Urgency	lead - Asterix indicates this is a Profile option you configure
bti	Lead - Bank Transaction Identifier of the Company created
bankacc_name_	Lead - Bankacc_Name_ of the Company created
bankacc_no or bankacc_number	Lead - Bankacc_No Or Bankacc_Number of the Company created
bsb	Lead - Bsb of the Company created
_category_	Lead - Customer Category
_action_notes_	lead - Large Action Notes field on the front of the lead
_next_action_	Lead - Next action options - a list of values so the list choice must match exactly
terms	Lead - Payment Terms
_term_type_	Lead - Payment terms type
_sales_rep_	Lead - Sales Rep from a list of available sales reps
_trading_	Lead - Trading Name of the Lead created - some companies have different trading names to the company name
_delivery_country_	Lead Address - Delivery Country
_delivery_postcode_	Lead Address - Delivery Postcode
_delivery_state_	Lead Address - Delivery State (NSW, QLD etc)
_delivery_street_	Lead Address - Delivery Street
_delivery_street2_	Lead Address - Delivery Street2
_delivery_suburb_	Lead Address - Delivery Suburb name
_contact_country_	Lead Contact - Country
_contact_email_	Lead Contact - Email
_contact_first_name_	Lead Contact - First Name
_contact_last_name_	Lead Contact - Last_Name
_contact_mobile_	Lead Contact - Mobile
_contact_phone_	Lead Contact - Phone
_contact_postcode_	Lead Contact - Postcode
_contact_role_	Lead Contact - System Role
_contact_state_	Lead Contact - State
_contact_street_	Lead Contact - Street
_contact_street2_	Lead Contact - Street2
_contact_suburb_	Lead Contact - Suburb
_contact_title_	Lead Contact - Title

Person Import - can be person, debtor or creditor

Useful if each company has multiple contacts

Drag the person spreadsheet over the person form

Respond to the popup with yes... The data is now uploaded to the server - but has not yet been imported

Person OR Debtor OR Creditor Profile Import

To import Profiles on the Company (Host Company > Entity and Debtor/Creditor Profiling)

column names start with tilde ~
and match using StartsWith, not full exact match.
Values of Y, 1, true turn the flag on

Ask the system to do the import

Person only import

When importing Persons - will not be prompted to create debtors or creditors - these are autocreated when transactions are first entered and do not normally require additional information

Importing Companies

Note - when importing companies - more information is required than importing person debtors:

Cards only will create Company Cards or Person Cards only
Suppliers - will also create suppliers (creditors)
Customers - will also create customers (Debtors)
- Delivery name, delivery street, delivery street2, delivery postcode, delivery state, term, term type (invoice, EOM, ROG)

Check if the import worked - search for one of the people.

   string col = c.ToLower();
                if (col.Contains("first")) iFirstName = i;
                else if (col.Contains("last")) iLastName = i;
                else if (col.Contains("company")) iCompany = i;
                else if (col == "title") iTitle = i;
                else if (col == "notes") iNotes = i;
                else if (col == "street") addr1 = i;
                else if (col == "street2") addr2 = i;
                else if (col == "suburb") suburb = i;
                else if (col == "state") state = i;
                else if (col == "country") country = i;
                else if (col == "postcode") postcode = i;
                else if (col == "email") iEmail = i;
                else if (col == "mobile") iMobile = i;
                else if (col == "phone") iPhone = i;
                else if (col == "gender") iGender = i;
                else if (col == "xref") ixref = i;

Importing Companies (Suppliers separately to Customers) - Choose which you are creating.

Drag the company spreadsheet over the company form

Respond to the popup with yes (as above)... The data is now uploaded to the server - but has not yet been imported

Ask the system to do the import (as above)

Check if the import worked - search for one of the companies.

Company OR Debtor OR Creditor Profile Import

To import Profiles on the Company (Host Company > Entity and Debtor/Creditor Profiling)

column names start with tilde ~
and match using StartsWith, not full exact match.
Values of Y, 1, true turn the flag on

 string col = c.ToLower();
                    if (col == "abn") iABN = i;
                    else if (col.Contains("search")) iSearchCode = i;
                    else if (col == "name") iName = i;
                    else if (col == "contact") iContact = i;
                    else if (col == "street") addr1 = i;
                    else if (col == "street2") addr2 = i;
                    else if (col == "suburb") suburb = i;
                    else if (col == "state") state = i;
                    else if (col == "country") country = i;
                    else if (col == "postcode") postcode = i;
                    else if (col.StartsWith("email")) iEmail = i;
                    else if (col == "web") iWWW = i;
                    else if (col.StartsWith("mobile")) iMobile = i;
                    else if (col.StartsWith("phone")) iPhone = i;
                    else if (col.StartsWith("fax")) iFax = i;
                    else if (col == "xref") ixref = i;
                    else if (col == "notes") iNotes = i;
                    else if (col.Contains("trading")) iTrading = i;
                    else if (col.StartsWith("bankacc") && col.Contains("name")) iBankAcctName = i;
                    else if (col.StartsWith("bankacc") && (col.EndsWith("no") || col.EndsWith("number"))) iBankAcctNo = i;
                    else if (col == "bsb") iBSB = i;
                    else if (col == "bti") iBTI = i;
                    else if (col.Contains("currency")) iCurrency = i;
                    else if (col == "terms") iTerms = i;
                    else if (col.Contains("term") && col.Contains("type")) iTermType = i;
                    else if (col.Contains("sales") && col.Contains("rep")) iSalesrep = i;
                    else if (col.StartsWith("bankacc") && col.Contains("name")) iBankAcctName = i;
                    else if (col.StartsWith("bankacc") && (col.EndsWith("no") || col.EndsWith("number"))) iBankAcctNo = i;
                    else if (col == "bsb") iBSB = i;
                    else if (col.Contains("oversea")) ioverseas = i;
                    else if (col.Contains("delivery"))
                    {
                        if (col.Contains("name")) idelname = i;
                        else if (col.Contains("address2")) ideladdr2 = i;
                        else if (col.Contains("address")) ideladdr1 = i;
                        else if (col.Contains("suburb")) idelsuburb = i;
                        else if (col.Contains("state")) idelstate = i;
                        else if (col.Contains("postcode")) idelpostcode = i;
                        else
                        {
                            excel.UnusedColumns.Add(c);
                        }
                    }

Persons with a relationship to a debtor or Creditor

To get a list of persons search codes (or company ones) if you did not define them on import > export from the master list

Drag the relationship XLS over the Debtor Form, respond to the popup to load the file to the session and then Administrator menu to create.

The excel sheet is simple with:

Person - search code
Company - search code
Role - Role name

	File	Modified
Labels No labels Preview View	Microsoft Excel Spreadsheet Person Import sample.xlsx	20, Feb, 2015 by P Sawkins (Unlicensed)
Labels No labels Preview View	JPEG File person upload.jpg	20, Feb, 2015 by P Sawkins (Unlicensed)
Labels No labels Preview View	JPEG File status import.jpg	20, Feb, 2015 by P Sawkins (Unlicensed)
Labels No labels Preview View	Microsoft Excel Spreadsheet import of companies and creditor details.xlsx	04, Apr, 2016 by P Sawkins (Unlicensed)
Labels No labels Preview View	JPEG File cards and supplier.jpg	04, Apr, 2016 by P Sawkins (Unlicensed)
Labels No labels Preview View	Microsoft Excel Spreadsheet example lead import sheet with test data.xlsx	18, May, 2020 by P Sawkins (Unlicensed)
Labels No labels Preview View	PNG File import leads from edit menu.png	18, May, 2020 by P Sawkins (Unlicensed)
Labels No labels Preview View	PNG File Screen Shot 2020-05-18 at 12.20.43 am.png	18, May, 2020 by P Sawkins (Unlicensed)
Labels No labels Preview View	PNG File Lead check if all headings ok.png	18, May, 2020 by P Sawkins (Unlicensed)
Labels No labels Preview View	PNG File rows that did not match data.png	18, May, 2020 by P Sawkins (Unlicensed)
Labels No labels Preview View	PNG File Screen Shot 2021-12-06 at 4.33.05 pm.png	06, Dec, 2021 by Paul Sawkins

Download All

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