Import your contacts
If you deal with the same customers and vendors on a regular basis, you can either manually create their records, or to save time you can import them using Comma Separated Value (CSV) files.
CSV files are files held in a standard Windows format that other software programs can use. These files are often used to transfer information between different software programs such as Sage and Microsoft Excel.
To save an Excel file as CSV (from within the workbook), open the File menu and select Save As. Choose to save as CSV (Comma delimited)(*.csv).
To help you import your contacts, we’ve created a CSV template which you can download from the link below or as as part of the import routine. The template CSV file includes an example of what you need to enter in each column. To download the template, click the link below, or follow steps 1 to 5 in the To import your contact records section. If you want to know more about the CSV file format, please see the section below.
If you want to import both customers and vendors, you must create one CSV file for your customers and another for your vendors. The maximum file size you can import is 0.5MB.
To import your contact records, the CSV file needs to be in the following format:
To ensure your information imports successfully, you must include a header row in your CSV file, using the same headings as in the Field name column below.
|A||Reference||Alphanumeric||Yes||Maximum 10 characters. Must be unique to this record.|
|B||Business Name||Alphanumeric||Yes||Enter the contact’s business name.|
|C||Currency||Alphanumeric||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.
|D||Credit Limit||Alphanumeric||No||Contact’s credit limit.|
|E||Main Address Type||Alphanumeric||No||To use the default of Delivery, leave this blank. Alternatively, enter one of the following:
|F||Main Address Line 1||Alphanumeric||No||Contact’s main address line 1. Maximum 50 characters.|
|G||Main Address Line 2||Alphanumeric||No||Contact’s main address line 2. Maximum 50 characters.|
|H||Main Address City||Alphanumeric||No||Contact’s main address city. Maximum 50 characters.|
|I||Main Address State/Province||Alphanumeric||No||Contact’s main address state (US) or province (CA). Maximum 50 characters.|
|J||Main Address ZIP Code/Postal Code||Alphanumeric||No||Contact’s main address zip code (US) or postal code (CA). Maximum 10 characters.|
|K||Main Address Country||Alphanumeric||No||This is the country code, for example, US for United States, and CA for Canada. Maximum 2 characters.|
|L||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.|
|M||Main Contact Phone||Numeric||No||Contact’s phone number. Maximum 50 characters.|
|N||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:
|O||Main Contact Mobile||Numeric||No||Maximum 50 characters.|
|P||Main Contact Email||Alphanumeric||No||Use this format – firstname.lastname@example.org.|
|Q||Main Contact Fax||Numeric||No||Maximum 50 characters.|
|R||Address 2 Type||Alphanumeric||No||To use the default of Delivery, leave this blank. Alternatively, enter one of the following:
|S||Address 2 Line 1||Alphanumeric||No||Address 2 line 1. Maximum 50 characters.|
|T||Address 2 Line 2||Alphanumeric||No||Address 2 line 2. Maximum 50 characters.|
|U||Address 2 City||Alphanumeric||No||Address 2 city. Maximum 50 characters.|
|V||Address 2 State/Province||Alphanumeric||No||Address 2 state (US) or province (CA). Maximum 50 characters.|
|W||Address 2 ZIP Code/Postal Code||Alphanumeric||No||Address 2 zip code (US) or postal code (CA). Maximum 10 characters.|
|X||Address 2 Country||Alphanumeric||No||This is the country code, for example, US for United States, and CA for Canada. Maximum 2 characters.|
|Y||Ledger Account||Numeric||No||To use the default ledger account leave this blank.
Tip: For customers, the default sales ledger account is 4000 and for vendors, the default purchase ledger account is 7200. You can check your ledger account codes in Settings > Accounting Settings > Chart of Accounts.
|Z||Payment terms||Numeric||No||The number of credit days this contact has. To use the default payment terms, leave this blank.|
|AA||Notes||Alphanumeric||No||Maximum 500 characters.|
|AB||Bank Account Name||Alphanumeric||No||Enter the name of the contact’s bank account. Maximum 50 characters.|
|AC||Bank Account Number||Numeric||No||Maximum 25 characters.|
- 1. Click the Contacts tab.
- 2. Open the New Customer or New Vendor drop-down menu and select the Import option.
- 3. Download the template if necessary.
Depending on your browser, one of the following happens:
- The file opens in Microsoft Excel.
- The file downloads automatically to your Downloads folder. Browse to your Downloads folder and open the file.
- You’re prompted to open or save the file. Click Open.
If you’ve already created a CSV file without using the template, you should download the template and check your file is in the correct format, including the header row. If the format is incorrect, the import can fail. If your file isn’t in the right format, before continuing, you should edit it so it matches the template.
- 4. Enter the required information in the CSV file.
The template shows examples of what you should enter. You should delete these example lines before importing your records. Do not change the column headings.
- 5. Save the CSV file to the location in which you want to save your file, for example your Windows desktop.
- 6. Click Upload and browse to where you saved your CSV file.
- 7. Select the file and click Open.
- 8. Click Upload.
You can’t work while the data is uploading.
If for any reason the upload fails, a message appears advising why it’s failed. You should fix the errors then try uploading the CSV file again. For more information about the format the file should be in, please see the previous section Contact CSV file format.
- 9. Click OK.
If you haven’t already done so, you can also import your import your products and services.