Importing customer/manufacturer/supplier data and contact data

Stitchex provides the ability to import mass updates of customer, manufacturer, supplier and agent data rather that making updates to each of them one-by-one. Example business cases where you may want to take advantage of this feature are listed below:

  1. Transferring information from another database or spreadsheet.
  2. Updating contact data such as email addresses, phone numbers, mailing addresses.
  3. Reassigning Agents from one organization to another organization.

Uploading

Click the plus sign next to Contacts located on your left, main vertical menu as shown in Figure 1 below.

  1. Select Customers, Suppliers or Manufacturers from the sub-menu as shown in Figure 1 below.
  2. Click the Upload icon in the top right corner as shown in Figure 2.
  3. Either "Choose File" to browse for your existing file if you know it is in the correct format.  Or, click the "company" link to download a new template file that you can populate with your data.  (Figure 3).

Figure 1:

Figure 2:

Figure 3:

You'll notice a link to download example spreadsheets that describe the exact structure required for your spreadsheet before uploading. You should download these and transform your existing spreadsheet into the same format with the same column headers before attempting to upload.

We recommend upload a UTF8 encoded CSV file. If you are using an older version of Excel that cannot produce a valid CSV file, you can upload a .xls file.

Reassigning Agents

  1. Export your Customers
  2. Change the name of your Agents associated with each company
  3. Re-import your customers.  

All Sales associated with the agent (from Commission reporting perspective) will be from that point in time going forward.

Also note when you make changes and using the import method:

  1. You cannot have more than one Agent associated with a company
  2. The Agent Name must have already be defined within your company's profile.
  3. You cannot associate Agents to companies that did not previously have agents associated with them
  4. Remember to make sure you do not have any blank "Currencies" or your import will fail

Company import spreadsheet format

A company spreadsheet file can be uploaded to update company data for your customers/manufacturers or suppliers. The valid columns are detailed below.

name
 The company name. Required on every row.

company_type
 Select manufacturer, supplier or customer.

reference
Enter a reference for your customer.

country
 Two letter country code as specified by  the Nations Online List.  Used for segmenting in reports and filtering.

city
 The city of the company. Used for segmenting in reports and filtering.

website
 The company website.

notes
 Private notes associated with this customer/manufacturer.

customer_type
 Enter the type of customer:  wholesale or retail

channel_id
 Specify which pricing Channel will be used for this customer.  What you define din Settings>Channel.  

customer_type
 Specify the type of customer (e.g. wholesale, retail).

Tags
 Specify the tags for the customer (e.g. stylist, press).

address_line_1
 address_line_2
 address_line_3
 address_city
 address_state
 address_postcode
 address_country - (as specified by  the Nations Online List.)
 Postal address associated with the company. You can add additional lines to your spreadsheet to include additional addresses. The 'name' column is required on the additional row in order to associate the address with the correct company.

address_default_for_billing
 The address to use as a default for customer invoices.

address_default_for_shipping
 The address to use as a default for shipping products.

default_tax_level
 Default tax/VAT percentage for this customer.

agent
 The name of the agent to associate this customer with (as entered on the Settings -> Agents page).

vat_number
 VAT number for this customer or suppler.

currency
 The three letter capitalized currency code (e.g. "USD") for this supplier.

channel_name
 Enter the name of the channel as entered on the Settings>Currency & Channels setting.

default_payment_terms
Default payment terms for this customer.  

  • Note:  If the payment term exists under Settings>Invoices, it will be applied to the customer's profile.  If it does not exist under Settings>Invoices, it will be created as a new payment term with that name under Invoices>Settings and associated with that customers' profile.  The Number of days associated with that new payment term will be 0.  If you want a different Number of days, you will need to go to Settings>Invoices to modify that Payment Term manually. 

contact_first_name
 The person's first name. (Only required field).

contact_last_name
 The person's last name.

contact_position
 The contact's position/role.

contact_phone_1
 The contact's phone number.

contact_phone_2
 Alternative phone number.

contact_email
 The contact's email address.

contact_notes
 Private notes relating to this contact.

contact_type
 Enter the type of contact:  buyer, shipping or billing.

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