| Create or import customer or vendor contacts |
Resolution | NOTE: You need to add your clients' customer and vendor contacts before adding their opening balances. Create a customer or vendor contactFrom Contacts, select either Customers or Vendors, then New Customer or New Vendor. - Enter the contact’s details.
Default Category | Choose the default sales or purchase category for transactions. | VAT Number | Enter their VAT registration number, if applicable. | Account Default | Choose the default sales/purchase ledger account for transactions. | Tax Rate | Select the contact’s tax rate. | The supplier is an import agent | If the supplier is an import agent who will deal with import VAT and duty on your behalf, select this check box to correctly record their invoices. |
- If the contact is a customer and their delivery address is different to their invoice address, select the Delivery Address tab and enter their details.
Select the Payments Details tab, then enter the details. Set Credit Limit | Select this check box and enter the credit limit value. TIP: The credit limit is displayed on the aged debtors and aged creditors reports. | Set Credit Terms | Select this check box and enter the number of days credit this contact will have. TIP: If the contact is a customer, you can also enter any custom terms and conditions. These appear on the invoices you send your customer. | Account Name | Enter the contact's bank account name. | Sort Code | Enter the contact's bank sort code. | Account Number | Enter the contact's bank account number. | BIC/Swift | If applicable, enter the Bank Identifier Code (BIC) or Swift Code. | IBAN | If applicable, enter the International Bank Account Number (IBAN). | Select the Defaults tab, then complete the details. Price Default | Choose the product pricing level for the customer. For example, Sales Price, Trade or Wholesale. You can set these up in your Default settings. TIP: This option is only available for customer contacts. | Currency | Choose the required currency. |
- If you want to record notes for this contact, select the Notes tab and enter the relevant details.
- Select Save.
Import a customer or supplier contactTo import a contacts file, it must: contain only customers or suppliers. 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- Go to Contacts, and then select New Customer, Import Customers or New Supplier, Import Suppliers.
- Select the download CSV hyperlink.
- Go to the downloads folder on your computer to find the file.
Step 2: Preparing the contacts fileIf 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 500KB. If your file is larger, split it into another file. When preparing your file, ensure that your file format is correct. Remember the file's column headings must match those in the table. Column | Field name | Type | Compulsory | Notes |
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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, for example, for euros, the code is EUR for pound sterling it’s GBP. To use your default currency, leave this blank. To import a foreign currency, you must first enable foreign currency transactions (opens in a new window or tab). | 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 Town | Text | No |
| I | Main Address County | Text | No |
| J | Main Address Post Code | Text | No | Maximum 10 characters. | K | Main Address Country | Text | No | This is the country code, for example, GB for Great Britain (UK) or IE for Ireland. 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 Town | Text | No |
| V | Address 2 County | Text | No |
| W | Address 2 Post Code | Text | No | Maximum 10 characters. | X | Address 2 Country | Text | No | This is the country code, for example, GB for Great Britain or IE for Ireland. Maximum 2 characters. | Y | VAT Number | Text | No | This must be a valid VAT number. For more information about VAT number formats, please see our VAT numbers article. | Z | Ledger Account | Number | No | This is the same as a category in Start. To use the default category, leave this blank.
For customers, the default sales category is 4900 and for suppliers, the default purchase category is 5000. | 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. |
Step 3: Import the contacts file- Go to Contacts, and then select New Customer, Import Customers or New Supplier, Import Suppliers.
- Select Choose File. Browse to your contacts CSV file and then select Open.
- In the CSV Format field, select Sage Instant Accounts if you’re importing from that application. If not, select Accounting.
- Select Upload.
- Select OK.
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