The Help Article covers:
Importing Customers into Katipolt is done by loading up to 3 separate .csv Files, then Importing them. The 3 .csv Files are:
Customer .csv - Used to import the general Customer information
Contact .csv - Used to import the Contacts of a Customer (Can include multiple Contacts)
Location .csv - Used to import the Location where the Customer's work is done (Can consist of multiple work Locations)
💡 TIP: Format the 3 files as 1 spreadsheet, then when formatted split the spreadsheet into 3 separate files for importing.
💡 TIP: If the Customer file is provided as a “CSV (Comma delimited*) (*.csv)” file, Save it as an MS “Excel Workbook (*.xlsx)” spreadsheet to make it easier to save as you format. This way you can color cells and save, tracking your progress.
To Format a Customer/Supplier Import File
1. Ensure the “Customer Name” is in column “A” of the spreadsheet – If not Cut & Insert the "Customer Name" column into column "A"
💡 TIP: If the Member has already been using Katipolt and has entered Customers, you can export the Customers from Katipolt and add to the Customer Names of Column “A”.
2. Add a Filter to the column Headers and filter the spreadsheet by "Customer Name" > “Sort A to Z”
3. Remove the filter
4. Use Conditional Formatting on column “A” to look for duplicates of Customers AND/OR Visually check column “A” for double-ups and similar-looking Customers – Remove any duplicates as needed
5. Swap out current column Headers for Katipolt-named column Headers, removing any redundant columns as needed.
💡 TIP: Import file column Header Templates are available from Katipolt's Customer List's "More" (3 dots) menu > "Import from CSV" option's popup.
6. Split the spreadsheet into 3 Sections: Customers, Contacts, and Locations, organizing the column Headers across each Section into the Import Template's column format sequence, inserting missing Katipolt-named column Headers where needed
💡 TIP: Insert a column between each Section to separate, color the column to make it easier to identify what Section you are working on.
💡 TIP: Some columns can be used in multiple places, once one is formatted Copy & Insert/Paste as needed rather than doubling up on formatting.
7. Move Phone Numbers to the correct columns: Landlines to "Phone" or "Business Phone" and Mobiles to "Mobile" or "Mobile Phone"
8. Split and/or move as needed any Contact Names data to: "First Name" and/or "Last Name"
9. Split and/or move as needed any Street Addresses data to: "Street Address", "Suburb", "City", "Postal Code" and "State"
10. Split and/or move as needed any Postal Addresses data to: "Postal/Billing Address", "Postal/Billing Suburb", "Postal/Billing City", "Postal/Billing Post Code" and "Postal/Billing State"
11. If needed, check character numbers of Columns – Insert a column next to the column to be checked, then use the “=LEN(XX)” formula (XX being the cell number of cell the characters are being counted), drag the formula down the inserted column
Customer Name = 255 Characters
Email = 80 Characters
Street = 255 Characters
Suburb = 80 Characters
City = 40 Characters
Postcode = 20 Characters
State = 80 Characters
First Name = 40 Characters
Last Name = 80 Characters
Location "Name" = 80 Characters
12. Insert a column to the left of the Contact and Location Sections and Copy & Paste column “A” into the inserted column
⚠️ NOTE: The import uses the "Customer Name" to identify where to put the Contact and Location data, do not edit any of the 3 columns that are the “Customer Name”.
13. Copy the spreadsheet 3 times, retaining the original as the backup formatted spreadsheet
14. Work through each of the 3 spreadsheets, deleting unneeded columns to create a Customer, Contact, and Location spreadsheet (deleting any colored separation columns)
15. Save each spreadsheet as a “CSV (Comma delimited*) (*.csv)” file
To import the Customer/Supplier Import File, see the Help Article: "Accounts - Customer/Supplier (Import)"