Import
Clients into invoiceit!4
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Import products
vendors debtors
invoice it!4
allows import of clients, products, vendors and debtors. This is accessed
from Setup - Import/Export button at the bottom.
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How to
import clients
this guide is as detailed as possible to enable novice users to follow the
steps.
Prepare the data:
1) from the 'Select Data Type' dropdown, select Spreadsheet
2) from the green dropdown, select 'Clients'
3) double-click the large panel at the bottom to open the client import
template (it is located in your program folder ...\invoiceit\import).
Delete the sample entries (Line2 and below)
4) from File Menu, select 'Save as' and save a copy of this template in
another folder (as backup).
5) Right-click on the 'Client_List' tab at the bottom and select Insert.
Click on Worksheet, then click OK. A new worksheet is created named
'Sheet1'.
6) Right-click on the new worksheet tab and select 'Move or Copy'. Select
(move to end) and click OK.
7) From File Menu, select Open and locate your old data spreadsheet and
double-click it.
8) Press Ctrl+A (to select all), then Ctrl+C (to copy all)
9) switch to the new worksheet 'Sheet1' on the import template, click on
cell A1 and press Ctrl+V (to paste all).
You now have both the import template and your old data in the same
spreadsheet.
Map the fields:
1) click on the 'Client_List' worksheet and select cell A2 (the first
empty cell at top left).
let's assume your old client ID is in column C of the worksheet 'Sheet1'
and the first row contains your field headers.
2) in cell A2 on the 'Client_List' worksheet, type =Sheet1!C2
and press Enter. You will see the old client ID displayed in cell A2 of
the template.
Repeat the same with other columns - Example: if your OLD client name is
on Sheet1, column A, type =Sheet1!A2 and
press Enter. Always use the row number of your old data worksheet which
contains the FIRST entry.
To combine two fields from the old data into the template (like First/Last Name), use the following formula for Cell D2 of the template:
=Sheet1!A2 & " " & Sheet1!B2
This assumes your client first name (Bill) is in column A, last name in
Column B (Smith). The result reads Bill Smith
3) continue with other columns until all columns from worksheet 'Sheet1'
have found a corresponding column in worksheet 'Client_List' (see complete
column list and their expected content below).
4) when you have completed this, select Row 2, click on the black dot in the bottom right corner of
cell AE2 and drag
this down as far as required. Example: if you have 250 clients, drag as
far as Row 251.
All entries from the old data worksheet are now 'copied' to the template
worksheet.
5) from the File Menu, select 'Save' (or press Ctrl+S).
Close the spreadsheet and switch back to invoice
it! Click on the Import
button and it's done.
Client columns in detail - those in red are required entry
fields:
The lookup lists mentioned below can be found on Setup - List selector at
left.
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A
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B
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C
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D
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E
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F
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G
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H
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I
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J
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K
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ClientID
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Company
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Date
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ClientName
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Sort
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Address1
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Address2
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City
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State
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Zip
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Country
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must be a unique number below 50,000
Required entry
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enter -1 (minus 1) if this is a corporate client, 0 if
individual
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the date client was first entered
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single field for First/Last Name or company name Max: 50
Required Entry
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for sorting client names
Max: 5
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First postal address line Max:
50
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Second postal address line Max:
50
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postal address city/town Max:
50
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State (US) Prov (CA) or County (UK)
use only abbreviations as per list #17
Max: 3
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or postal code Max:
10
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use only abbreviations as per list #16
Length: 2
Leave blank if in your own country
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L
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M
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N
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O
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P
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Q
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R
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S
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T
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U
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V
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Phone
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Fax
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Mobile
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Email
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ContactName
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ShipAdd1
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ShipAdd2
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ShipCity
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ShipState
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ShipZip
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ShipCountry
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Max. 50 characters
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Max. 50 characters
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Max. 50 characters
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Max. 50 characters
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Max. 50 characters
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as above, but for shipping address (leave blank if you
don't use shipping addresses
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Phone
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Fax
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Mobile
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Email
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ContactName
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ShipAdd1
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ShipAdd2
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ShipCity
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ShipState
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ShipZip
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ShipCountry
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Max. 50 characters
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Max. 50 characters
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Max. 50 characters
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Max. 50 characters
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Max. 50 characters
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as above, but for shipping address (leave blank if you
don't use shipping addresses
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W
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X
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Y
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Z
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AA
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AB
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AC
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AD
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AE
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GroupID
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StaffID
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Notes
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Taxable1
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Taxable2
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Taxable3
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Taxable4
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PriceLevel
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Salutation
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Client Group: use ID as per list #8
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Sales Person: use ID as per list #6
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unlimited space
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Not used in USA/Canada
Enter -1 (minus 1) if client is taxable, 0 if not
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USA/Canada only
first tax from Setup p.1
Enter -1 (minus 1) if client is taxable, 0 if not
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USA/Canada only
second tax from Setup p. 1
Enter -1 (minus 1) if client is taxable, 0 if not
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USA/Canada only
third tax from Setup p. 1
Enter -1 (minus 1) if client is taxable, 0 if not
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Price Level that applies to this client. Enter 1 if you use
only List Prices
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Salutation if client is an individual. Leave blank if you don't write to clients using invoiceit
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