Import your contacts

If you regularly deal with the same customers and suppliers, 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 can use. They’re often used to transfer information between different software 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 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.

Contact CSV file format

To import your contact records, the CSV file needs to be in the following format:

Column Field name Type Compulsory Notes
A Reference Text Yes Maximum 10 characters and must be unique to this record.
B Company Name Text Yes
C Currency Text No This is the currency code. To use your default currency leave this blank.
D Credit Limit Number No
E Main Address Type Text No To use the default of Delivery, leave this blank. Alternatively, enter one of the following:

* Delivery
* Accounts
* Sales
* Purchasing
F Main Address Line 1 Text No
G Main Address Line 2 Text No
H Main Address City Text No
I Main Address State/Province Text No Main address state (US) or province (CA).
J Address 2 ZIP Code/Postal Code Alphanumeric No Address 2 zip code (US) or postal code (CA). Maximum 10 characters.
K Main Address Country Text No This is the country code, for example, US for United States., CA for Canada. Maximum 2 characters.
L Main Contact Name Text 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 Number No Maximum 50 characters.
N Main Contact Type Text No To use the default of Accounts, leave this blank. Alternatively, enter one of the following:

* Delivery
* Accounts
* Sales
* Purchasing
O Main Contact Mobile Number No Maximum 50 characters.
P Main Contact Email Text No This must be a valid email address, for example, email@email.com.
Q Main Contact Fax Number No Maximum 50 characters.
R Address 2 Type Text No To use the default of Delivery, leave this blank. Alternatively, enter one of the following:

* Delivery
* Accounts
* Sales
* Purchasing
S Address 2 Line 1 Text No
T Address 2 Line 2 Text No
U Address 2 City Text No
V Address 2 State/Province Text No Address 2 state (US) or province (CA).
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 Text No This is the country code, for example, US for United States, and CA for Canada. Maximum 2 characters.
Y Ledger Account Number No Note: This is the same as a category. To use the default category leave this blank.

Tip: For customers, the default sales category is 4000 and for vendors, the default purchase category is 5000. You can check your categories from More > Settings > Chart of Accounts.
AA Payment terms Number No The number of credit days this contact has. To use the default payment terms, leave this blank.
AB Notes Text No Maximum 500 characters.
AC Bank Account Name Text No
AD Bank Account Sort Code Number No This must be a valid sort code, for example 11-22-33.
AE Bank Account Number Number No Maximum 25 characters.
AF Bank Account IBAN Number No
AG Bank Account BIC Number No Maximum 11 characters.

To import your contact records

  • 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, as if it’s not, the import can fail. If your file isn’t in the right format, before continuing, you should update it so it matches the template then proceed to step 6.

  • 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. Don’t 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 file format, please see the previous section Contact CSV file format.

  • 9. Click OK.

You’ve successfully imported your contacts and they appear on the contacts list.