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Import FAQ's

Client Import

  1. What are the mandatory fields required in a client import?

When you download the client import template, you will see all the mandatory fields highlighted in yellow with on an asterisk adjacent to the field name. 

The following fields are mandatory for a client import.

  •  Client Name
  • Street 1
  • State
  • Country
  • Account Type
  • Status
  • Main contact

  

  1. Field Format chart and description for each field on the client import.

Field Name

Max Character Limit

Format

Company Code

20 Characters

·         Client code needs to be a numeric field. Eg: 25478

·         This is not a mandatory field so you are able to leave this blank. If you do leave this blank the system will automatically assign a client code.

Company Name

200 Characters

·         This is a mandatory field.

·         This is the billing name of the client that will appear on the invoice unless customised differently.

·         This is a free text Field and it needs to be all letters or numbers.

Customer Type

 

·         This is an optional field and you can select multiple values.

·         By default it comes with three options; Maintenance Customer, Prospective Customer and Important Customer

·         Customer type can be customised according to your business needs, you can add or remove options as you like.

·         If you need to select multiple options for a client you need to make sure that the options are separated with comma in your spreadsheet.

·         Values in this field needs to be exact values in the system.

Street 1

100 Characters

·         This is a mandatory field.

·         This is usually the billing address for the client.

Street 2

100 Characters

·         This is an additional street address field.

Suburb

100 Characters

·         This is the city or the suburb of the client location

Post Code

50 Characters

·         Postcode is also known as zip code in some countries to identify the clients region

Phone

50 Characters

·         Client land phone number or Fax number for your records.

·         This field needs to be a numeric field.

Fax

50 Characters

Mobile

50 Characters

·         Mobile number needs to be in the format shown below for you to send text messages to the clients using the system

·         Country code and then the phone number without the 0 in the beginning.

Examples

61 (Australian Country Code) 432145123 (contact number without the 0 in the beginning) >>>> 61432145123

44(UK Country code) 7132321445(contact number without the 0 in the beginning) >>>> 447132321445

1 (US Country code) 2481234567(contact number without the 0 in the beginning) >>>> 12481234567

Email

200 Characters

·         Email address needs to be in any of the formats as below.

xxx@xxx.com, xxx@xxx.net, xxx@xxx.co.uk

·         If you have 2 email addresses that does not exceed the character limit of 200 characters you are able to separate these email addresses with a semi colon “;

State

 

·         This is a mandatory field.

·         This is a drop down field therefore must be a valid state for the selected Country as it is in the system.

Country

 

·         This is a mandatory field.

·         This is a drop down field therefore must be a valid country that’s already listed on the system.

Communication Type

 

·         This is an optional field

·         Communication Type should be one of the following options as it is.

o   EMAIL

o   FAX

o   PHONE

o   POST

o   SMS

Industry

 

·         This is an optional field

·         By default it comes with different industries available.

·         This can be customised according to your business needs, you can add or remove options as you like.

·         Values in this field needs to be one of your existing options in the system.

How did they hear about us

 

·         This is an optional field

·         By default it comes with few options

·         This can be customised according to your business needs, you can add or remove options as you like.

·         Values in this field needs to be one of your existing options in the system.

Other Source

200 Characters

·         Optional Free text field

ABN

50 Characters

·         This is where you include the business registration or business ID for commercial clients.

Notes

 

·         Optional free text field to capture additional details.

Account Type

 

·         This is a mandatory Field.

·         This defines the payment terms for the client.

·         Eg: COD, 7 Days or 30 Days

·         Values in this field needs to one of your existing options in the system.

Status

 

·         This field needs to be either true or false.

Contact First Name

100 Characters

·         Company contact person’s first name

·         If this field is empty all other contact fields are ignored

Contact Last Name

 

·         Company contact person’s last name

Contact Email

200 Characters

·         Email address needs to be in any of the formats as below.

xxx@xxx.com, xxx@xxx.net, xxx@xxx.co.uk

·         if you have 2 email addresses that does not exceed the character limit of 200 characters you are able to separate these email addresses with a semi colon “;

Contact Phone

50 Characters

·         Company contact person’s direct land contact number

Contact Mobile

50 Characters

·         Company contact person’s direct mobile contact number

Contact Password

20 Characters

·         Password for the customer portal access

Main Contact

 

·         This is a mandatory field.

·         This field needs to be either true or false.

 

Client Site Import

  1. What are the required/mandatory fields in client site import?

When you download the client sites template, you will see all the mandatory fields highlighted in yellow with on an asterisk the top. 

Following fields are mandatory for a client site import.

  • Client Code or Client Name
  • Site Name
  • Street 1
  • State

 

  1. Do I need to fill in client code as well as the client Name at the same time?

No, you are only required to enter one or the other. It’s important to remember that the Client name needs to match up with the client name on the system.

Eg: If the client name on the system is “ABC Electrical Pty Ltd” you need to make sure you put the exact same name on the site upload. You cannot put “ABC Electrical” just by itself.

  1. Where can I find the client code for a client if I haven’t assigned one?

If you go in to the clients section and open up the client record you should be able to find the client code right underneath the Client Name as shown below.

  4. What is the site name?

Site name uniquely identifies that site so when you are adding a job you can easily pick the site name from the drop down menu.

*Hint: most clients prefer using the street 1 address as the site name


 Inventory Import

 

  1. Do I need to include tax on to the price when I am filling the price field on the inventory template?

No, the price on the template is the price you are selling excluding tax.

 

  1. What is set inventory field?

By setting an item as an inventory item would allow you to monitor the amount of stock moving around the business, This can help you to order stock if the stock levels are low.

 

  1. What are tags?

Tags are used to group items into different categories. Tags let you filter through products easily.

 

  1. Can I batch update my prices when my supplier increases their prices?

Yes, you can use this template to update your prices. All you need to do is to change the prices on the same list and re-import.

 

Field Name

Max Character Limit

Format

Part No

500 Characters

·      This is an optional field to identify parts.

Item Name *

500 Characters

·      This is a mandatory field.

·      This is the product or service name.

·      This should not be the same as the part number.

Sales Account Code

20 Characters

·      This is the sales account code that’s on your current accounting package.

·      This needs to be filled if you have assigned different sales account codes for items in your accounting package, otherwise it will default to what you will setup on your accounting connector.

Asset Code

20 Characters

·      This is another optional field to identify the item

Description

 

·      This is the general description of the product or service

Adjust Stock Level

 

·      This can be used to update stock levels on items

Warehouse Name

 

·      Fill Warehouse Name if Using Warehouse Feature.

Supplier Cost

 

·      This will be the buying cost of the item

·      This field needs to be filled if you need to generate cost profit reports.

Margin %

 

·      This is a percentage value field.

Price *

 

·      This is a mandatory field.

·      This is the price excluding tax.

·      Tax will be assigned after it’s been uploaded on to the system.

·      Eg: Supplier cost of the product is $100, Margin % is 50% the price of this item will be $150

Tax Name

 

·      This field needs to be the tax name given under settings> company details> tax details.

Set Inventory *

 

·      This is a mandatory field

·      It needs to be either true or false

Set Discount *

 

·      This is a mandatory field

·      It needs to be either true or false

Tags

 

·      Separate multiple values with comma

·      Values in this field needs to be one of your existing tags in the system.

Supplier Name

 

·      Values in this field needs to be one of your existing supplier in the system.

 

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