Import Options allow you to decide how customer information should be handled when we bring multiple customers into the system on your behalf using a spreadsheet or other external source. These settings help ensure accuracy and consistency by defining how each field in your data file maps to fields in the system.
When certain details are missing from the provided data, the system uses a Default value. A default is a preset piece of information—such as a specific Location, Tax Group, or sales representative—that will automatically be applied wherever that field is left blank. This ensures that every imported record is complete and ready to use.
Table of Contents
- Setting Import Options
- Setting Defaults for Customer Imports
- Setting Defaults for Order Imports
- Selecting Mapping
Setting Import Options
Navigate to Settings / Data Management / Import Options.
Setting Defaults for Customer Imports
1. Select the Defaults tab.
2. Select the Customer subtab.
3. Select what action you would like to have taken when information is missing from a Company or Contact during Import.
4. For systems with multiple Locations, select one of them to be a default using the dropdown menu.
5. Use the dropdown menu to select a Default Roles. The employees in these Roles will be assigned to customers when a not specified through the import.
6. Fill in your Accounting Defaults.
Note: For more information on accounting, please see Payment Term Settings or Tax Items.
7. Use the dropdown menus to select the defaults for Status, Company Origination, and Industry.
Note: If the Company Origination or Industry you need isn't in the dropdown, you can add it in Settings / Sales / CRM Lists. For more information, please see Updating the CRM List.
Note: Changes will be automatically saved.
Setting Defaults for Order Imports
1. Select the Defaults tab.
2. Select the Order subtab.
3. For systems with multiple Locations, select one of them to be a default using the dropdown menu.
4. Use the dropdown menu to select a Default Roles. The employees in these Roles will be assigned to customers when a not specified through the import.
5. Use the dropdowns to select the Order Origination and Line Item Category that will be applied as defaults.
Note: If the If the Default Order Origination you need isn't in the dropdown, you can add it in Settings / Sales / CRM Lists. For more information, please see Updating the CRM List.
If the Line Item Category you need isn't in the dropdown, you can manage this in Settings / Sales / Line Item Categories.
Note: Changes will be automatically saved.
Selecting Mapping
1. Select the Mappings tab.
2. Navigate between the Subtabs to enter in the appropriate mapping information for Locations, Employees, Industries, and Originations.
Note: These subtabs all function in the same way. This example is using Employees.
3. Click the Green Plus button to add new mapping information.
Note: When adding new information, the green plus button will turn grey once clicked.
4. Enter the Source Information. This would be the Name exactly as it appears in your source/import data.
5. Enter the appropriate information you would like it mapped to after import. These can be the same, when appropriate.
6. Click the Green Checkmark.
Note: The system automatically saves after clicking the Green Checkmark. If you would rather not save, click the grey X instead.
