Importing or Updating Customer Information

Created by Melvin Xuereb, Modified on Wed, 25 Oct 2023 at 03:31 PM by Melvin Xuereb

TABLE OF CONTENTS

Introduction
Customers Import/Update
- Import Data Definition
Performing the Update

Introduction

Use the Customers Import Function to Import and/or Update a list of Customers in Bulk.

Customers Import/Update

Menu Path: Customers → Setup → Module Controls → Import Customers button

Prepare an excel sheet with the required information.

Do the following to import data into Experience:

Highlight the first row and paste the data from Excel.
Click on Paste Errors to see if there was any data omitted when pasting information
Click on Check Data to Verify the Data Sets. Any errors will be reported.
If there are no errors, select Import Data to import and update Customers.

Import Data Definition

Item	Description	Value
Customer Number	Unique Customer Number	Text
Customer Name	Customer Name and Surname or Company Name	Text
Address 1	Address Line 1	Text
Address 2	Address LIne 2	Text
City	City	Text
Post Code	Post Code	Text
Country	Country	Text
Phone	Land Line Phone Number	Text
Mobile	Mobile Number	Text
Email	Customer's Email Address Use a semi-colon ; to enter multiple email addresses	Text
Website	Customer's Website URL	Text
ID/Company Reg	ID Card Number or Company Registration Number	Text
VAT Number	VAT Number	Text
Responsibility	User who is responsible for this customer. Values: NONE or a valid Username	Text
Credit Days	Number of Days	Numeric
Customer Group 1	Code to Group Customers. Normally this is used to group customers by Group of Companies	Text
Customer Group 2	Customer Group Code Group code that is used for reporting purposes, example IT Company, or Sole Trader, or Mini-Market etc ...	Text
Customer Group 3	Customer Group Code Group code that is used for reporting purposes.	Text
Business Code	Business Code Values: Must be created in the system first from Module Controls	Text
Send Statements	Send Statements to Customer when sending statements in Bulk. Values: YES or NO	Text
Branch	Branch Code Branch Codes must be created in the system from Company Controls	Text
Status	System Status Values: A or I. A = Active, I = Inactive	Text

Performing the Update

Pasting your Data from an Excel File

Once you copy your data from excel, switch to Experience and highlight the whole row and paste the data. You can use CTRL+V to paste your data.

Notes:

1. Any fields which are left blank on the excel/import file won't be updated.

2. Highlight the whole row before pasting your data in Experience.

3. Customer Numbers which do not exist in Experience but exist in the excel file will be created as new customers. Thus to update existing data it is advisable to use and download to excel the Customer List. (Customers -> Setup -> Customers -> Customers List button)

Paste Errors

Click on the Paste Errors button to ensure that no data was not pasted from Excel to Experience. There might be data conversion errors, so it best to check this first.

Check Data

Click on Check Data to ensure that all the data is correctly updated.

Any errors will be highlighted in an Orange colour and the reason for failure will be shown at the end of the line.,

Import Data

Click on Import Data once all data is verified.

The system will update the Customers information where data is present. Any fields that are left blank (nulls) will not be updated and will be ignored during the Import/Update Process.

Note that the system will add new customers and update existing customers when running this process.

Attachments (1)

xlsx

Customers-Im....xlsx
9.55 KB