Import customers from Excel
If you have many customers, for example when you move from another system, import them from an Excel file instead of adding each customer by hand. The page can also load a pharmacy's customers as sample data.
Go to Sales section › Import Customers. You need permission to add customers.
Steps
- Click Download Template. The file has two sheets:
- Customers: empty, with the column names in the first row. Fill this one. The Country, City, Category, DrCr and Currency columns offer your names in drop-downs.
- Sample: the customers of a small pharmacy (hospitals and clinics it supplies on credit, patients with a monthly account, businesses), to see how the rows are filled and to copy from.
- Fill one row per customer on the Customers sheet. Don't rename the column names in the first row.
- Choose the Project. Every imported customer, and its opening balance entry, gets this project.
- Upload the file (
.xlsx, up to 5 MB and 5000 rows). Every row is checked straight away and shows Ready or the problems found, for exampleCity: City not found. (Erbill). Nothing is saved yet. - When every row is ready, click Import. All customers are saved together and get their codes automatically, in the same format as a customer added by hand. If anything fails, nothing is saved.
If a row needs a category or currency that doesn't exist yet, add it in the app, then click Check again. You don't need to upload the file again. To fix anything else, correct the file and upload it again.
Columns
| Column | Required | Notes |
|---|---|---|
| Name | Yes | Must not be used by another customer, or repeated in the file |
| CompanyName | No | |
| Mobile | Yes | 11 digits starting with 0, for example 07501234567. A number Excel saved without its first 0 (7501234567) is accepted |
| WorkPhone | No | Same format as Mobile |
| Email, Website, Address | No | Up to 450 characters each |
| Country, City | No | Empty = the default country and city |
| Category | No | A customer category from Sales section › Customers Category. Empty = your first customer category |
| Currency | No | Only when multi-currency is on. Empty = your base currency |
| ExchangeRate | No | Only for a foreign currency. Empty = the latest rate entered for that currency |
| OpeningBalance | No | What the customer owed when you started. Empty = 0 |
| DrCr | No | Dr = the customer owes you (the default), Cr = you owe the customer (an advance) |
| CreditLimit | No | The most the customer may owe you. Empty or 0 = no limit |
Type amounts with a dot for decimals (1500.50).
Opening balances
An opening balance is posted the same way as on the customer page: the customer's account (Accounts Receivable) against Opening Balance Equity, dated today, in the current financial year. So when any row has an opening balance, today's month must be open, and the Accounts Receivable and Opening Balance Equity accounts must be set in Ledger configuration. See Opening balances.
Checks
- Plan: the import is blocked when your customers plus the rows in the file would be more than your plan allows.
- Project: a project must be chosen.
Sample data
Load sample data shows the sample customers in the preview: 30 customers of a pharmacy, for example a private hospital, a children's clinic, a dental center, a laboratory, a nursing home, a health insurance company, and patients with a monthly account for their diabetes or blood pressure medicines. Most have an opening balance and a credit limit in Iraqi dinars; one hotel and one patient paid in advance (Cr). They use your default category. Click Import to add them.
Load sample data is on free plans (Demo and Training) only. On a paid plan the button is hidden; the template's Sample sheet is still there to copy rows from.
If your base currency is not IQD, the sample amounts are in IQD when multi-currency is on and IQD is one of your currencies. Otherwise they are in your base currency, divided by 1000.
The sample customers are real customers in your books. Import them only in a company you use for practice.