Importing Contacts – Customers and Vendors
Written By: Dave Premo, PhreeSoft
Last Update: September 4, 2018
NOTE: AS OF THIS WRITING ONLY MAIN AND SHIPPING ADDRESSES CAN BE IMPORTED!
One of the quickest ways to get up and running is to import your existing customer and vendor database records. Bizuno provides a tool to aid in that effort.
HINT: If you are starting with a new business importing data from your old accounting software, it may be wise to start with a small, two to three row, sample until you get a feel of how the process works and what the results look like.
How Bizuno Stores Your Contacts
Bizuno uses a master/slave table structure to store all your contacts whether they be Customers, Vendors, Stores, Employees or CRM Contacts. The main or master table is named contacts and contains all the high level information about the contact. The slave table is linked to the master table and contains the address information for the contact. One or more addresses may be linked to a single contact. However, there can be ONLY ONE main address (type = m) linked to a contact record. The remaining records must be either billing (type = b) or shipping (type = s). If no billing or shipping addresses are present, Bizuno defaults to the main address as the billing and shipping address.
The following is a list of required fields as of this writing. Import files that do not contain the required fields will be rejected and the import will not continue.
- ContactType – The type of contact to be imported, all types can be imported in a single operation, i.e. customers, vendors, employees, etc.
- ContactContactID – The textual id you will search for when pulling up the contact database information. Commonly referred to as the ‘Short Name’
MainAddressPrimaryName – Name of the business or individual being imported.
ShipAddressPrimaryName – [Required ONLY if a shipping address is imported] Name of the business or Individual
- Navigate to the import tool: Tools -> Import/Export -> Contacts tab
- Press the Download Template from Step 1.
- Edit the downloaded .csv file with your list of contacts to import. The file contains the properly formatted headings of the fields available to import. There is also a list of the available tags and fields with descriptions below the heading row to help explain the contents of a given column. NOTE: These rows need to be removed from your import file as it will result in a failed import.
- Once the file is complete, Complete Step 2 on the screen to import your file. The import results will be displayed in a message box on the screen.
The following is a sample of a contact import file. Note that ‘proper’ .csv formatting is imperative, Also keep in mind that only one header row should be present and blank rows should be avoided in your import file.
c,"Customer 1, Inc.",Tom Franks,4343 Main St.,Fort Worth, TX,76090,USA,817-555-1234
c,jSmith,John Smith,543 21st St.,Dallas,TX,76020,USA,214-555-5492
v,Bix Box,"Big Box, LLC", 3043 Maple Ave,Dallas,TX,76031,USA,214-555-7473
Bizuno uses the ContactContactID as a unique identifier for each contact type. The same identifier can be used for a vendor and customer as these are treated differently in Bizuno. If the same file is imported multiple times, Bizuno will first see if the Contact ID exists in the database and if so, overwrites the information. This can be a helpful feature as small chunks and bulk updates are possible without duplicating contacts.