Introduction

The Data Importer lets you populate predefined Excel templates and import them into AccountsIQ. It can clear data or import or add to existing system data. The Import Templates are available in Office 97-2003 and Office 2007 formats. 

  The Data Importer can import: 

• Static information such as Chart of Accounts, VAT (Tax) Codes, and BI Codes.
• Existing Supplier (Vendor) or Customer records for company setup, including codes, names, addresses, contacts, and bank details. 
• Transactional information such as invoices or payroll journals.

The Data importer lets you import customers. You can choose from two different options:

• Import Customer Accounts: This completely replaces the existing customers, deleting all existing data, including associated transactions. This option is only used during onboarding. 
• Add to Customer Accounts: This adds additional customers to the existing records, keeping all data.

Guidelines for successful importing 

Check database setup

Before importing data, ensure that the client database has been created correctly using the company setup wizard and that the correct currencies, financial year, and client locale were selected. Verify this in the main system in advance of importing data.

Use separate templates for each company.

You must download the Import Templates from each company individually. We do not recommend importing data using a template from a different company as this company may have a different setup. 

Use newly downloaded templates each time

Use a newly downloaded template each time as it will contain any changes made in the system, for example, updates to the General Ledger codes, Supplier defaults, or Customer information. Make sure you download the Import Templates from the correct database.

See: 

 26.1 - Getting Started with Data Importers

26.6 - Importing Customers

BI Code Importer‍ 

Bank Accounts Importer‍ 

Chart of Accounts Data Importer‍ 
Supplier Data Importer‍ 

Items Data Importer ‍ 

Trial Balance and Banks Importer‍ 

Opening Financial Position Importer‍ 

Transactions Data Importer‍ 

Preparing Templates

When completing a worksheet, always read the instructions provided.

1. Go to Setup > Data Importer > Start > Customers.
   
    
2. Click Next for either:
   • Import Customer Accounts: This completely replaces the existing customers, deleting all existing data. Either choose a blank template for first imports or a prepopulated template to view and check existing customer data. 
   • Add to Customer Accounts: This adds additional customers to the existing records, keeping all data.

3. Click Download File and save the file as a Microsoft Excel Macro-enabled file (.xlsm format).
   
    

4. Open the file. If Macros are not enabled, click Enable Content.
     
      
5. Fill in the required template, following the Guidelines for Data Entry (see below). Mandatory fields are marked with an asterisk (*) on the column header. 
   
   Both templates contain the same worksheets. For details on each worksheet, see the relevant Customer template section in this article:
   • Customers: This is the only mandatory worksheet. 
   • Contacts: Use this to import contacts to new or existing customers.
   • Additional Fields: All other field headings are listed in the Additional Fields worksheet. Copy and paste any fields that you want to import to the Customers worksheet.
6. Save the file.

Guidelines for Data Entry

Follow these guidelines before you import the data. The data must be prepared appropriately before attempting to import.

General:

• The import tool cannot accept data prepared from any other workbook format. It must be downloaded from the Setup > Data Importer. 
• Download the template from the entity that you want to import data into.
• Complete each field according to any requirements provided in the worksheet.
• Do not change column headings or worksheet names. 
• Do not delete any columns in the existing worksheets.
• Do not leave any mandatory columns or rows blank.
• Where there are dropdowns, always select an option.  

Formatting non-numerical data: 

• Do not use special characters (e.g., apostrophes, ampersands, accents, etc.).
• Save non-numerical data according to the requirements example, for example, save dates using the date format.
• Ensure that dates are valid.

Formatting numerical data: 

• Use the ‘Paste Values’ option when pasting data into the template. This will eliminate any formulas used to calculate those values.
• For negative financial figures, use a minus sign.
• Values must be two decimals. Round the values to two decimals before pasting them into the template (use the =ROUND () Excel formula).
• Ensure that there are no totals added to the bottom of any worksheet.
• Ensure that the financial information is accurate.   

Customers Template 

Fields marked with an asterisk (*) on the column header are mandatory. 

Leave any non-mandatory fields blank to use the customer system default or populate with required data. 

• To complete them, check the codes and the codes maintenance screen or the chart of accounts listing. 
• If you leave them blank, the customer system default will be used. However, we do not recommend this approach in all fields unless all of your customers have the same settings and terms. If you do opt for this approach, first ensure that all defaults have been set up correctly in the entity.

Contacts Template

This worksheet is optional. The contacts added here will appear on customer invoices only. Use this worksheet to store the names of individuals or specific departments, not companies. Like the customer's worksheets, the sample data should be deleted after completion. 

• Account Code, Contact Name: If you do add contacts, the customer codes and contact name are mandatory. The customer code must match the corresponding customer code in the customers worksheet. 
• Other Details: Next complete job title, phone notes and primary contacts as fits your needs, referring to the examples given. We recommend leaving email blank and adding all emails in the customers worksheet. Note that only one contact per customer can be primary.

Additional Fields Template

The additional fields worksheet lets you add further fields to the customer worksheet. It contains a list of heading options that you can copy and paste into the customer worksheet. All of these are optional, but we recommend adding customer email and business address details as they will be shown on the sales invoices. 

For your reference, the worksheet contains sample data of each of the headings in the required format. 

Import Templates

Step One: Import the Data File

1. Go to Setup > Data Importer > Start > Customers.
2. Click Next for the relevant option.
   
    
     
3. Click Browse to find your saved template.
4. Click Import.
     

Step Two: Validation

The import file will be validated.

1. If there are any errors, an error message will appear, along with an error file. Download this file. It includes a new sheet, Import Errors, and a copy of the import file. This shows a summary of all errors found during validation, together with a link to the fields causing the error and the actual error message. 
2. Click on each link to see details of the error, cells causing the error will be highlighted in red with a note showing further details (hover over the highlighted cell to see the detailed message).
3. Correct all errors and re-import the file as described in step two above. You can make corrections directly in the error file.

When all errors are corrected, confirm the following:

Import Customer Accounts Template:

The system will give you a final warning that all data is about to be deleted permanently. This means all data will be permanently deleted, you should only proceed with this option if you are happy to delete all the following:

• Quotes
• Orders
• Invoices and Attachments
• Receipts and Allocations
• Sales Journals

Next you will be asked to enter your login details.

Add Customer Accounts Template:

No data is deleted when using the Add Customer Accounts option. If you include any existing data in the template, the template will not be imported, and duplicated accounts will be highlighted in the error file.

Step Three: Check the Imported Data in the system.

You will receive a confirmation message if the import is successful. 

Check that the imported data is correct by downloading a prepopulated template. If you only need to make a few changes, this can be done manually in the system. If, however, you need to make more changes, make any corrections in the Excel template, and perform another import using the import customer accounts option again. Remember, if any customer has no associated transactions, it can still be deleted at this stage.

FAQs

I can't see the notes in the error file.

You can control the appearance of notes in Excel:

1. Go to File > Options > Advanced.
2. Scroll down to the display settings. We recommend you select the Indicators only, and comments and notes on hover option. This lets you see detailed notes on errors when you hover over highlighted cells.