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Importing Contacts

Last updated 04/10/2017

Contacts can be imported into Cin7 using a spreadsheet. This article outlines each step of this process.

Before You Start


We've made the import process as simple as possible. Once you've created your import spreadsheet, you will follow a guided wizard which will take you through each stage of the import process.

It may go without saying, but having a clean and organized spreadsheet will make life a lot easier, and we are always happy to review your spreadsheets before you import. If you have any questions about the process please contact your assigned Onboarding Specialist.

We recommend that you create Alternative GL Accounts, Tax Rates and Payment Terms before importing contacts. This will make it a lot easier when it comes to matching your data with fields in the system.

Some of the steps below may not be applicable to you, especially if you have not filled out certain columns in your spreadsheet, but it's completely fine to continue through the process.

If you import your template incorrectly, don't panic! The import can be easily reversed, as explained at the bottom of this article.

Import Template


Download our CRM Import Template if you would like to map all fields automatically.

1 - Upload your data


  1. Go into the CRM module and hover over Actions.
  2. Select Import Contacts.
  3. You can either upload a .csv file or copy and paste your data from a spreadsheet.

2 - Matching Spreadsheet Columns to Cin7 Fields


On the left-hand side of this screen, you will see the headers from your spreadsheet. On the right are the corresponding fields in Cin7.

The Sample Data column shows the content of the first row from your Excel data, for your reference.

If you used our template it will map all fields automatically, however the Cin7 field column will be highlighted red if a match hasn't been found.

3 - Option match


In the next screen, match your data to existing settings in Cin7.

    • Price Options - Here you map the names given to price options in your spreadsheet, to the ones created in Cin7.  If you need to create additional price options, this needs to be done in the Launch Pad before importing customers.
    • Customer Groups - If you have specified a customer group that does not match an existing customer group, you have the option to either create it or to select an existing customer group from the drop-down list provided.
    • Alternative GL Accounts - If you have specified an alternative GL account that does not match an existing GL account, you have the option to either create it or to select an existing alternative GL account from the drop-down list provided.  
      If you choose to create a new Alternative GL Account, Cin7 will use the name to create an empty account that will be turned off until the remaining information has been entered.
    • If you choose to create a new Alternative GL Account, the system will create an account with only the name filled in and will be switched off by default. Make sure to return to the GL Accounts settings after and fill out the remaining details.
    • Tax Rates - If you have specified a tax rate that does not match an existing tax rate, you must manually create it in Cin7 first or to select an existing tax rate from the drop-down list provided.
    • Payment Terms - If you have specified a payment term that does not match an existing payment term, you have the option to either create it or to select an existing payment term from the drop-down list provided.
      If you choose to create a new Payment Term, Cin7 will use the name to create an empty account that will be turned off until the remaining information has been entered.

4 - Summary


The next screen will give you a final summary to review. To complete the import, click Import New Contacts.

5 - Import Complete


You will be taken to an import confirmation screen where you have the ability to delete the contacts imported if required. If you have allocated secondary contacts or billing contacts, click Next Step

6 - Assigning contacts as secondary contacts


If you have entered a primary company for a contact, they will be listed below.

The primary company needs to exist in Cin7. If the primary company has not mapped correctly you can type into the box to search for the contact in Cin7.

Please see Secondary Contacts and Central Billing for more information on how secondary contacts work in Cin7.

7 - Assigning contacts to a central billing contact


If you have entered a billing company for a contact, they will be listed below.

The billing company needs to exist in Cin7. If the billing company name has not found a matching contact in Cin7 you can type into the box under the Billing Company column to search for a contact in Cin7.

Please see Secondary Contacts and Central Billing for more information on how central billing works in Cin7.

This completes the Contact Import.

FAQs

Can you import contacts from software like MYOB?

We don't have any way to convert the file in the system itself - but if you have a file you'd like us to convert for you please contact your assigned Onboarding Specialist, we may be able to help.