Option to bring records into the customer database
Quotes / Orders only
Import records from an ASCII file to the customer database. The ASCII file must have comma separated fields and the fields must in the order shown below for each record. This is a simple way of importing data from another database because most databases can export data to an ASCII file - check the details of the export in your external database manual. To import data, at the Main screen:
● Select: Libraries - Customer database
At the library screen:-
● Select: File - Import
Use the standard Windows file dialog to browse to the file to import. The program prompts:-
Replace existing data
Yes - to replace any existing data if the imported customer code matches an existing code
No - ignore data where the imported customer code matches an existing code
Any problems that occur during the import are reported at the end of the import process in a pop up window. Print a list of the errors and check the database to correct them.
The fields for importing are:-
customer code
customer name
invoice line 1
invoice line 2
invoice line 3
invoice line 4
invoice line 5
invoice postcode
telephone number
fax number
contact name
note 1
note 2
note 3
note 4
note 5
analysis code 1
analysis code 2
analysis code 3
discount code
payment terms
first delivery address line1
first delivery address line2
first delivery address line3
first delivery address line4
first delivery address line5
first delivery address postcode
second delivery address line1
.....
An example file format is:-
cs1001,Kitchen Co,20 Bristol Road,Bath,,,,BA13ZZ,01225 92345
cs1002,DX Furniture,25 Pencombe Road,Bristol,,,,BS1 2XX,0117 8965
cs1008,A Jones & Son,32 Green Road,Southampton,SO3 3SW,01345 2345
Notes
- The symbol ..... indicates that there is more data on this line but it is not shown in the example, it is not part of the file format.
- Each field is separated by a comma so the data, such as an address line, must not include a comma.
- If there is no data in the field this is indicated by a double comma. All the fields must be included because the import program counts the number of fields to match the data with the fields in the database.
- Trailing fields that are not used (for example other delivery addresses) do not need to be included.
- If the import overwrites an existing record data marked by a double comma does not overwrite the existing data.
- Delivery addresses are added at the end starting with the first delivery address. There is a maximum of 10 delivery addresses per record.
- If any fields are too long for the database the field is truncated and added to the database; a warning about the truncation appears at the end of the import
- The data items can optionally be included in double quotation marks (e.g. “cs1001”,”Kitchen Co.” …)
