Importing Clients Data
The system allows you to import your client data in bulk from an external Excel file instead of entering them one by one manually, saving time and reducing errors. You can also set an opening balance for each client during the import, which will later appear in the client payments list.
Before You Begin
Make sure you have the “Add New Client” permission within the CRM permissions in your role. Prepare your data file in CSV or Excel format, ensuring that the column names match the required fields in the system. If you plan to include an opening balance for some customers, make sure to add the opening balance column in the file and enter the required values. Review the current customer list in the system to verify that no existing customer is duplicated.
How to Import Clients
- Click on “Clients” from the main menu.
- Click on “Manage Clients”.
- Click on the “Import” button at the top of the page.
- Select the prepared client file in one of the formats supported by the system for importing files.
- Select the format of the uploaded file:
- Comma Separated
- Semicolon Separated
- Tab Delimited
- Click on the “Next Step” button.
- Map each field inside the file with the corresponding field inside the system.
- You can click the checkbox “Update an existing Client with new data” to update the existing client list in the system.
- Click on the “Import” button.
- The software will provide you with a clear report of the records that have been successfully imported.
- Note: Please contact our technical support team for more information about supported file formats and how to prepare them for uploading to the system.
How the System Works During Import
- New client records are created immediately in the clients list.
- Clients who share the same email address or phone number as an existing client are treated as an update to the existing record rather than a new record being created.
- For each client whose file contains an opening balance, the system automatically creates an accounting entry to record this balance. The opening balance transaction appears in the customer payments list (Sales → Customer Payments) categorized under the payment method “Opening Balance.”
- If some records contain errors, the system completes the import of the valid records and displays a report of the records that failed to import along with the reason for each failure.
- The import operation is recorded in the general activity log.
Validation Rules
- The client name is mandatory and cannot be left empty. If left blank the record is skipped with the message: “Client name is required.”
- At least an email address or phone number must be provided for each client. If both are missing the record is skipped with the message: “Email address or phone number is required.“
- The email address must be in a valid format. If not, the message “Invalid email format.” appears.
- The opening balance value must be a positive number if entered. If a non-numeric or negative value is entered, the message “Invalid opening balance value.” appears.
- The opening balance date must be in a valid date format and cannot fall within a closed financial period. If not, the message “Invalid opening balance date.” appears.
- If the email address or phone number duplicates an existing client, the existing record is updated and no duplicate is created.
Notes
- Imported opening balances can be deleted later from the client payments list by selecting them and deleting them in bulk, which deletes the associated accounting entry and resets the client’s balance to zero.
- Opening balances entered via import behave the same as balances entered manually from the client’s file.
- The opening balance transaction for any client can be viewed through Sales → Client Payments and filtered by “Opening Balance” from the payment method filter.