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

  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.

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.

 

Company Name

 

Text

 

Yes

 

 N/A

Currency

 

Text

 

No

 

This is the currency code. To use your default currency leave this blank.

Credit Limit

 

Number

No

 

Main Address Type

Text

No

To use the default of Delivery, leave this blank. Alternatively, enter one of the following:

  • Delivery
  • Accounts
  • Sales
  • Purchasing

Main Address Line 1

Text

No

 

Main Address Line 2

Text

No

 

 Maximum 50 characters.

Main Address City

Text

No

 

 Maximum 50 characters.

Main Address State/Province

Text

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

Text

No

 

This is the country code, for example, US for United States., CA for Canada. Maximum 2 characters.

 

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.

 

Main Contact Phone

Number

No

 

Maximum 50 characters.

 

Main Contact Type

Text

No

 

To use the default of Accounts, leave this blank. Alternatively, enter one of the following:

  • Delivery
  • Accounts
  • Sales
  • Purchasing

Main Contact Mobile

Number

No

 

Maximum 50 characters.

 

Main Contact Email

Text

No

 

This must be a valid email address, for example, [email protected].

Main Contact Fax

Number

No

 

Maximum 50 characters.

 

Address 2 Type

Text

No

 

To use the default of Delivery, leave this blank. Alternatively, enter one of the following:

  • Delivery
  • Accounts
  • Sales
  • Purchasing

Address 2 Line 1

Text

 

No

 

Maximum 50 characters.

Address 2 Line 2

Text

 

No

 

Maximum 50 characters.

Address 2 City

Text

 

No

 

Maximum 50 characters.

Address 2 State/Province

Text

 

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

Text

 

No

 

This is the country code, for example, US for United States, and CA for Canada. Maximum 2 characters.

 

Ledger Account

Number

 

No

 
Note:

This is the same as a category. To use the default category, leave this blank.

For customers, the default sales category is 4000, and for vendors, the default expense category is 5000. To check your categories, go to More, click Settings, and then click Chart of Accounts.

Payment Terms

Number

No

 

The number of credit days this contact has. To use the default payment terms, leave this blank.

 

Notes

Text

 

No

 

Maximum 500 characters.

 

Bank Account Name

Text

No

 

Bank Account Number

Number

No

 

Maximum 25 characters.

 

Import the contacts file