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Import and export customer and vendor contacts

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Summary

How to import and export customer and vendor contacts.

Resolution

This explains how to import new records, export records and update existing records, from spreadsheets (CSV files). Learn how to

Import new customers and vendors

Use the section to learn how to import new product and service records from a spreadsheet (CSV file)

If you want to update existing records, see Update existing records

Before you begin

  • We recommend that you use our template to make sure your CSV has the correct column headings.

  • You must use separate CSV files for customers and vendors.

  • 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.

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

If 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 0.5MB. If your file is larger, split it into another file. 

When preparing your file, use the table below to ensure that your file format is correct. Remember that the header row in your CSV file must use the same headings as shown in the Field name column below.

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 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

 

 

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

  1. Go to Contacts, and then select New Customer, Import Customers or New Vendor, Import Vendors.
  2. Select Choose File. Browse to your contacts CSV file and then click Open.
  3. Click Upload.

Export contacts

There are 2 ways to export customer and vendor details

  • Use the option to Export all records.

  • Export selected records from the customer or vendor list

Export all records

This exports all customer or all supplier records to separate CSV files. The export contains all fields in the customer or supplier records except the Analysis Types.

  1. From Contacts, select Customers or Vendors.

  2. Choose Export all from the New customer or New vendor drop-down.

  3. The export file may take a few minutes to create. Check for a notification on the toolbar to tell you when the file is ready.

    You can only export one file at a time, so wait for the export to complete before requesting to export again.

Export selected records

This only exports the fields visible on the list for the selected records on the list. Use the icon to add or remove fields before exporting.

  1. From Contacts, select Customers or Vendors.

  2. Select the records to export.

  3. Select the CSV icon from the action toolbar.

Update existing records

This section explains how to update existing contact records from a spreadsheet (CSV file).

To make sure we can identify and update existing records, we use a unique ID. To include this ID in your spreadsheet, you must export all your records first, then update the exported spreadsheet and re-import it.

This is to make sure that you avoid creating duplicates. When the Uniqiue ID column is blank, we create a new record.

  1. Export all your customer or vendor records to a spreadsheet following the steps above.
  2. Open the exported file and make any required changes. Save your file.

  3. From the navigation bar select Contacts.

  4. Select Update customers or Update vendors from the New customer or New vendor drop down.

  5. Drag and drop your updated file, or select Choose, then select Upload file.

  6. Choose how to handle empty cells in your CSV file then Continue.

  7. You'll view a summary of the file you're about to import, when you're happy select Start import.