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New Customer/Supplier Import Tool
Purpose
The purpose of this document is to provide you with the Customer & Supplier mappings and aide in preparing your data for import into Khaos Control. The headers within the example files are written in a way that Khaos Control recognises; this document will provide you with an explanation of what each header means and what information you should include within your file, as well as where to put that information. If you are unsure of what a field means, or where to put specific information that is pertinent to your stock records, please ask your Project Control Officer (PCO) or email us.
Preparation
Firstly, you need to determine where you will be acquiring your Customer & Supplier data from. In most cases, the data is being extracted from another database, which may have similar mappings. It’s important that you take time to validate your data before importing this into Khaos Control.
If there are certain values within the mapping file, which are not relevant to your customers/suppliers, they can be deleted from the import file providing they are not a required field.
Excel will strip leading zeros from numeric numbers (telephone numbers), so please ensure that you take appropriate formatting steps, if you have any leading zeros in these fields.
When completed, you will need to either save the file as a TSV/TXT file, ready for importing.
Usage
Once a Customer or Supplier file has been created, it can now be imported into Khaos Control. Use the following steps to do so.
Import a file with customer data
- Open the Customer > List screen or the Supplier > List screen.
- From the action’s menu Select Import / Export > Import > Tab Separated Format.
- Select the Customer import file curated and press ok.
- A Dialog will be shown with the matching options available (Figure 1), select the matching options as appropriate.
Preview a file import
- To test an import file without making the changes to the database an option, “Preview Mode”, has been provided in the Matching options dialog.
- When ticked the file will be checked via the import routine to check for any errors in the supplied file.
Note:
- When creating the import file within Excel, a blank line is added at the bottom. You can open the file with Notepad and amend or import as it is, where this line will be skipped, and the rest will be imported.
Mapping Table
| |
|
|
|
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|---|---|---|---|---|
| COMPANY_CODE |  |
Use this option to define the unique reference number for the company record. | ||
| COMPANY_NAME |  |
The name of the company record being setup. For a retail customer this can be left blank and system will create it as: TITLE + FORENAME + SURNAME. | ||
| COMPCLASS_ID | |
The company classification to be used. If this is blank then all customers will be Retail, and all suppliers will be Supplier. | ||
| ADDRESS:ADDRESS1 | |
The first line of the address information. Leaving this blank will cause the import to fail, therefore please use a full stop for blank address line 1. | ||
| ADDRESS:ADDRESS2 | |
The second line of the address information. | ||
| ADDRESS:LOCALITY | |
The third line of the address information, or the locality of the address. | ||
| ADDRESS:TOWN | |
The town of the address. Leaving this blank will cause the import to fail, therefore please use a full stop for blank towns. | ||
| ADDRESS:COUNTY | |
The address county. | ||
| ADDRESS:POSTCODE | |
The address postcode. Leaving this blank will cause the import to fail, therefore please use a full stop for blank postcodes. | ||
| ADDRESS:COUNTRY2_CODE | |
The 2-character country code for the address. GB for the United Kingdom. | ||
| ADDRESS:FAX | |
A generic address level fax number. | ||
| ADDRESS:PREF_DELADDRESS | |
Whether the address is the preferred delivery address. | ||
| ADDRESS:TELEPHONE | |
A generic address level telephone number. | ||
| ADDRESS:EMAIL | |
A generic address level email address. | ||
| CONTACT:TITLE | |
The title of the contact. | ||
| CONTACT:FORENAME | |
The forename of the contact. | ||
| CONTACT:SURNAME | |
The surname of the contact. | ||
| CONTACT:TEL1 | |
The contact’s telephone number. | ||
| CONTACT:FAX1 | |
The contact’s fax number. | ||
| CONTACT:EMAIL | |
The contact’s email address. | ||
| CONTACT:EMAIL_SUBSCRIBER | |
Is this contact an email list subscriber. | ||
| CONTACT:JOB_TITLE | |
The contact’s job title. | ||
| CONTACT:PREF_DELCONTACT | |
Whether the contact is the preferred delivery contact. | ||
| CONTACT:PREF_INVCONTACT | |
Whether the contact is the preferred invoice contact. | ||
| CONTACT:CONTACT_NOTE | |
A note associated with this contact. | ||
| CONTACT:CONTACT_NOTE | |
1 = Our use and any 3rd parties. 2 = Our use and selected 3rd parties. |
||
| CONTACT:GENDER | |
The gender of the contact. | ||
| OTHER_REF | |
Another reference that can be populated for the company record being setup. | ||
| WEB_SITE | |
The company’s website. | ||
| COMPANY_NOTE | |
A note for this specific company record. | ||
| COMPANY_STATEMENT_NOTE | |
A note which will associate with the company statements. | ||
| COMPANY_INVOICE_NOTE | |
A note which will associate with invoices raised for this company. | ||
| COMPANY_PICKINGLIST_NOTE | |
A note which will associated with the picking and delivery note reports for this company. | ||
| BANKACCOUNT_NAME | |
The name of the company’s bank. | ||
| BANKACCOUNT_NUMBER | |
The bank account number for the company. | ||
| BANKACCOUNT_CODE | |
The sort code for the company. | ||
| CREDIT_AMOUNT | |
The amount of credit on sales to be extended to the company. If a supplier import, this will be your credit limit with this specific supplier. | ||
| CURRENCY_ID | |
The name of the currency to use. £ = Pounds Sterling |
||
| DATAPROT_ID | |
1 = Our use and any 3rd parties. 2 = Our use and selected 3rd parties. |
||
| EC_COMPANY | |
Companies that are marked as true will have their tax values posted into the EC portion of the tax register and appear in the relevant EC sections on the VAT return. | ||
| PROFORMA | |
Indicates if the customer is a proforma customer. This is a customer only value, it is not available for suppliers. | ||
| TAX_REFERENCE | |
The VAT Number for the company. | ||
| TERMS_ID | |
1 = Invoice Date 2 = Month End |
||
| TERMS_PERIOD | |
Related to the terms ID. Usually the number of days/months, depending on your ID selection above. | ||
| VEN_REFERENCE | |
The company’s vendor reference. | ||
| AGENT_ID | |
The agents name. This has to be setup within System Data/Agents before importing. | ||
| SUPPLIER | |
Controls whether Khaos Control should treat this company record as a supplier or not. | ||
| UDA:<NAME> | |
Used to define the UDA names and values of a stock item. The <NAME> should be replaced with the name of the UDA, with the values within the stock item rows. Speak to KCSL if you’re unsure about this. |