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invoiceit!5 Contacts Import Guide in detail

How to import clients
this guide is as detailed as possible to enable novice users to follow the steps.

Prepare the data:
Data Import/Export screen in invoiceit:
1) from the 'Select Data Type' dropdown, select Spreadsheet
2) from the green dropdown, select 'Contacts'
3) double-click the large panel at the bottom to open the client import template (it is located in your program folder ...\invoiceit!5\import). 

Import template ImportContacts.xls:
(to use CSV file refer the entry bottom of page)
4) Delete the sample entries (Line2 and below)
5) from File Menu, select 'Save as' and save a copy of this template in another folder (as backup).
6) From File Menu, select Open and locate your old data spreadsheet and double-click it.
7) Press Ctrl+A (to select all), then Ctrl+C (to copy all)
8) switch to the worksheet 'OldData' on the import template (the tab at the bottom), 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 'Import' 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 'OldData' and the first row contains your field headers.
2) in cell A2 on the 'Import' worksheet, type =OldData!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 OldData, column A, type =OldData!A2 and press Enter. Always use the row number of your OldData worksheet which contains the FIRST entry.
To combine two fields from the original data into the template (like First/Last Name), use the following formula for Cell D2 of the template:
=OldData!A2 & " " & OldData!B2  This assumes your client first name (Bill) is in column A, row 2, last name (Smith) in Column B, row 2. The result reads Bill Smith
3) continue with other columns until all columns from worksheet 'OldData' have found a corresponding column in worksheet 'Import' (see complete column list and their expected content below).
4) when you have completed this, select Row 2 of the 'Import' worksheet, click on the black dot in the bottom right corner of cell AM2 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 (Click and switch back to invoice it! Click on the Import button and it's done.

Destination columns in detail - those in red are required entry fields:

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

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.

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