Quick and easy imports guide - Adding New Accounts

Step 1 - Before you import the new data into the system there are a couple of things you need to check with your import file:

Are you importing multiple contacts into one account?

If you are, make sure the account names and contact names are in consecutive order within the file (like the below example).

The system will check on the account name, address1 and postcode fields to see if they are the same before adding the next contact. If the file is not set up like this, each contact will be an individual account.

Is the import file saved in the correct format?

Is the import file saved as a .csv file?

This can be done within the file by going to File > Save as > Select 'Text CSV (.csv) or (*.csv)'

If you are using an Apple Mac, the file will need to be saved as a Windows CSV file.

Step 2 - Are you in the correct database area?

You must be in the database area that you wish to import the data into as the data will only import into the area that you are currently in. It is always best to double-check.

Step 3 - To get to the import screen you need to go to the Menu and then File > Import.

From here you need to add your import file, which you can choose by clicking on the Choose File button.

If you are wanting to have multiple contacts within an account you will need to make sure the 'Consecutive Record Check' box is ticked. This is ticked by default but it is good practice to check.

Once you have added your file, click on the Continue button which will take you to the mapping screen.

Step 4 - Mapping your import File fields to System fields

This is the mapping screen:

In the left column are the fields within the system, in the middle column are the fields from your import file and the right column is to show your field mapping. To map the system field to the import file field you need to click on the system field, click on the import file field and then you will see it appear in the right column:

The fields in the middle column for the import file will go black to show that it has been mapped. If you have made a mistake and want to remove the field you have just mapped, you can remove it by clicking on the fields in the right column. This will remove it from the list and the import file field will turn red again.

When you have finished your mapping, click the Continue button.

Notes on mapping:

Be careful on account fields and contact fields - if you have a contact panel with contact address fields, for example, you will need to map your import file field to 'Contact: Contact Address1' rather than 'Account: Address1'.

You will be able to find all of the fields that are in the system in the left column, including any additional fields you have created.

You do not need to map all of the fields in your file, only add the ones you want to import the data from.

If your import file does not have account numbers you do not need to worry, the system will create them for you.

Step 5 - The Final Import Screen

This screen will give you a summary of the file you are importing, which database area you are importing into and your mapping.

From here you can also add defaults to your new accounts on the Import to save you time with assigning at a later date. This includes Owner, Customer Status, Project and Salesman, although you do not need to select these if you do not want to. If you are using Multiple Projects you can choose the project here also.

If you would like to add a prefix to the account numbers, this is also possible on import, as is determining the starting number of the new accounts:

Please note that if you have the Account number mapped you will not have this option so if you would like a prefix you will need to add it to the Account number in the file.

For the 'Options' section of the screen, the 'skip first row' is ticked by default as this is looking at the header row of the import file. There are four types of import - the one to add new accounts into the system is 'Insert Accounts'.

If you are adding data into an area that already has accounts, it is a good idea to use the 'Auto Dedupe' function on import to make sure that the accounts you are importing are not duplicated. If you tick this option, a series of drop-downs will appear for you to match your new data against:

Within these drop downs you can select whether the system does not check against this field or checks against the various criteria pre-determined by the system:

Once you are happy with the import setup, click the 'Start Import' button and begin the import.

Another screen will pop up showing the progress of the import and when it is complete you can go straight to the account list by clicking the following:

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