How to Import Contacts in Invoicing - Billing & Accounting Software

Invoiceit!Pro Contacts Import Guide in detail

Invoiceit!Pro allows import of contacts, products and debtors from other sources. This is accessed from Setup - Import/Export button -->

The method described below makes a backup of the original import template and copies the content of your existing data spreadsheet into a worksheet called 'OldData', located on our import template.
Finally, you match the fields to copy the data from your original to the appropriate column on the import template. Of course you can also paste directly into the appropriate column.
If you are familiar with Excel, the procedures below will appear overly detailed. Bear with us, please. They are written for the novice.

How to import clients and other contacts

How to import clients and other contacts
Setup Menu - Import/Export button - Data Import/Export screen:

From the 'Select Data Type' dropdown, select Spreadsheet
From the green dropdown, select 'Contacts'
Double-click the large panel at the bottom to open the client import template (it is located in your program folder ...invoiceit!Pro52import).
From the File menu, select 'Save As' and select a destination or new name and click Save. A backup has now been made of the template.
From File Menu, select Open and locate your old data spreadsheet and double-click it. Your existing data should be in XLS or CSV format.
Click anywhere in existing data, press Ctrl+A (to select all) - all cells are highlighted
Switch back to the import template

On Import template ImportContacts.xls:
(to use CSV file refer the entry bottom of page)
Click on OldData tab at the bottom
Select Cell A1 and press Ctrl+C (to paste all data into this worksheet) Copy one column at a time from OldData to Import, ensure you match each column by content. Alternatively, arrange the columns of OldData, so they are in the same order as those of the Import tab, then copy all columns to Import tab in one go.

To move a column:
1. Select a column you want to move (click on Letter at top of column)
2. Press Ctrl+X (to cut the column data)
3. Select a column to the right of where you want to move your selection.
4. From the Insert menu, select 'Cut Cells'. (column and data has been moved)
Copy ALL data from OldData to Import tab (must be in same order as Import tab)
1. Click anywhere in OldData, press Ctrl+A (to select all), then Ctrl+C (to copy all)
2. Switch to the worksheet 'Import' (the tab at the bottom), click on cell A2 and press Ctrl+V (to paste all). You now have transferred your data to the import template. If your old data contained column headers, delete them now (select Row 2 and delete)
  
  Complete Import:
3. From the File Menu, select 'Save' (or press Ctrl+S).
4. Close the spreadsheet and switch back to invoiceit!
5. Click on the Import button and it's done.

Destination columns in detail:

Column	Field Name	Type/Size	Comment
A	ClientID	Unique Number	Contact ID,Required entry
B	CType	Number	Contact Type (number only) 1=Client (applied if left blank) 2=Prospect 3=Supplier/Vendor 4=Creditor
C	Company	Text/5	if corporate contact (company) = -1 (or TRUE or YES or Y) individual contact = 0 (or FALSE or NO or N) if blank, assumes -1
D	CDate	Date	the date contact was entered if blank will use today
E	ClientName	Text/50	Contact Name;Required Entry
F	Sort	Text/5	Sort code for sorting contact names if blank Import will determine it
G	Salutation	Text/25	Salutation if customer is an individual. Leave blank if you don't write to customers using invoiceit
H	Address1	Text/50	First postal address line
I	Address2	Text/50	2nd postal address line
J	City	Text/50	City or town in postal address
K	State	Text/5	State/Prov/County; use abbreviations as per Setup > Countries button
L	Zip	Text/10	zip or postal code
M	Country	Text/2	Country; use internet country abbreviations Leave blank if in your own country
N	Phone	Text/50	Phone; only one per contact. Add further numbers manually
O	Fax	Text/50	Fax; only one per contact. Add further numbers manually
P	Mobile	Text/50	Mobile Phone #; only one per contact. Add further numbers manually
Q	Email	Text/50	e-mail address; only one per contact. Add further addresses manually
R	ContactName	Text/40	Contact Names; only one name per contact. Add further names manually
S	VATCode	Text/2	EU Country Code; use official 2-letter code required if customer has EU tax number (column T)
T	VATNo	Text/20	Tax registration number of EU customers
U	NoCredit	Text/50	Customer has no credit = -1 (or TRUE or YES or Y) Customer has credit = 0 (or FALSE or NO or N)
V	CreditLimit	Number	Credit Limit max amount of credit you allow this customer (no fractions)
W	CreditPeriod	Number	Credit Period number of days this customer has until invoices must be paid
X	GroupID	Text/3	Contact Group: use ID as per list #8; (Setup > List selector at far left)
Y	StaffID	Number	Sales Person ID: use ID as per list #6; (Setup > List selector at far left) if left blank will be assigned to #1 person
Z	PriceLevel	Number	Price Level that applies to customer: enter 1 if you use only one price, otherwise as per Setup page 6 blanks will be assigned to level 1
AA	Notes	Text/no limit	Notes; unlimited space
AB	Taxable1	Text/5	NOT USED in USA/Canada. If customer is taxable: -1 (or TRUE or YES or Y) if not taxable: 0 (or FALSE or NO or N)
AC	Taxable2	Text/5	not used in value-added tax countries US: state sales tax Canada: GST/TPS other countries: First tax If customer is taxable: -1 (or TRUE or YES or Y) if not taxable: 0 (or FALSE or NO or N)
AD	Taxable3	Text/5	not used in value-added tax countries US: county sales tax Canada: HST other countries: Second tax If customer is taxable: -1 (or TRUE or YES or Y) if not taxable: 0 (or FALSE or NO or N)
AE	Taxable4	Text/5	not used in value-added tax countries US: city sales tax Canada: PST/TVQ other countries: Third tax If customer is taxable: -1 (or TRUE or YES or Y) if not taxable: 0 (or FALSE or NO or N)
			Shipping Address: Import supports one shipping address per customer. Add further addresses manually; feature will be switched on if addresses are used
AF	ShipName	Text/50	Ship Address Name; name of company, if different from customer name
AG	ShipAdd1	Text/50	First ship address line
AH	ShipAdd2	Text/50	2nd ship address line
AI	ShipCity	Text/50	Ship City or town
AJ	ShipState	Text/5	Ship State/Prov/County use abbreviations as per Setup > Countries button
AK	ShipZip	Text/10	Ship zip or postal code
AL	ShipPhone	Text/30	Ship Phone phone number used to contact customer (printed optionally on ship labels)
AM	ShipCountry	Text/2	Ship Country; use internet country abbreviations Leave blank if in your own country

Using CSV file: a CSV file (comma-separated values) opens with Excel or equivalent spreadsheet program. It does not have tabs at the bottom so you need to paste each data column from your original into the appropriate column of the Import template.