Contact Change Import Format

NOTE For general information on using imports, see Imports FAQ.

The following table lists the format for changing a record in Contact Change Import.

Contact Type - This must be one of the following:

  • Customer

  • custbill

  • custship

  • Supplier

  • Prospect

Customer/Supplier/Prospect Code

Sequence Number (only for customer bill-to or ship-to address contact changes)

Contact Name

Document Name (only for changing contact document settings) - This must be one of the following:

  • Coll. Statement

  • Invoice

  • Order Acknowl.

  • Promise Date Change

  • PO

  • Remittance Advice

  • Supplier Depletion Report

Field to Change (specify either the name or the number)

New Data

Example

Contact Type

Customer/Supplier/Prospect Code

Sequence Number

Contact Name

Document Name

Field to change

New Data

 

 

 

 

 

 

 

Customer

10000

 

Tom Johnson

 

Primary-contact

Yes

Customer

10000

 

Tom Johnson

PO

13800

Email

Images\warning.gif If the import file includes a sequence number for a non ship-to or bill-to field, the import process will error out.

The following table lists fields that can be updated. You can indicate a field by either its field name or its number.

Number

Field

Maximum Length

Format

Description

Apprise Field

10100

Contact-title

20

Character

Enter the title of the contact person.

Title field in Contact Maintenance

10200

Primary-contact

3

Yes/No

Enter Yes if the contact is the primary contact for the customer, prospect, or supplier.

Enter No if the contact is not the primary contact.

There can only be one primary contact for each customer, prospect, and supplier.

Primary Contact check box in Contact Maintenance

10300

Contact-group

12

Character

Enter a valid contact group for the contact. For more information on contact groups, see Contact Group Maintenance.

Contact Group field in Contact Maintenance

10400

Contact-type

20

Character

Enter a valid contact type for the contact. For information on setting up contact types, see Contact Type Maintenance.

Note If you leave this field blank, the contact is assigned the DEFAULT contact type.

Contact Type field in Contact Maintenance

10500

Contact-salutation

20

Character

Enter how the contact should be greeted.

Salutation field in Contact Maintenance

10600

Contact-address-1

30

Character

Enter the first line of the contact's street address.

Address 1 field in Contact Maintenance

10700

Contact-address-2

30

Character

Enter the second line of the contact's street address.

Address 2 field in Contact Maintenance

10800

Contact-address-3

30

Character

Enter the third line of the contact's street address.

Address 3 field in Contact Maintenance

10900

Contact-city

40

Character

Enter the city of the contact's address.

City field in Contact Maintenance

11000

Contact-state

3

Character

Enter an existing state or province code for the contact address. State and province codes are defined in State and Province Maintenance.

State or Province field in Contact Maintenance

11100

Contact-postal-code

11

Character

Enter the postal code of the contact's address. The format of the postal code is set up for the country in Country Maintenance, and can optionally be set up to be validated. For more information on postal codes, see Postal Code Maintenance.

Postal Code field in Contact Maintenance

11200

Contact-country

10

Character

Enter a valid country code for the contact's address. Countries are defined in Country Maintenance.

Country field in Contact Maintenance

11300

Contact-county

20

Character

Enter the county of the contact's address.

County field in Contact Maintenance

11400

Contact-phone

16

Character

Enter the unformatted phone number of the contact. The format of the telephone number is set up in Country Maintenance.

Phone #1 field in Contact Maintenance

11500

Contact-phone-ext

6

Character

Enter the phone number extension for the contact (e.g., extension 6578).

Ext field in Contact Maintenance

11600

Contact-fax

16

Character

Enter the unformatted fax number of the contact. The format of the fax number is set up in Country Maintenance.

Fax # field in Contact Maintenance

11700

Contact-cell-phone

16

Character

Enter the unformatted cell phone number of the contact. The format of the telephone number is set up in Country Maintenance.

Cell Phone # field in Contact Maintenance

11800

Contact-home-phone

16

Character

Enter the unformatted home phone number of the contact. The format of the telephone number is set up in Country Maintenance.

Home Phone # field in Contact Maintenance

11900

Contact-other-data

20

Character

Enter other data about the contact.

Other Data field in Contact Maintenance

12000

Contact-email

254

Character

Enter the primary email address for the contact.

Email Address field in Contact Maintenance

12100

Contact-short-desc

350

Character

Enter a short description for the contact.

Short Descr field in Contact Maintenance

12200

Contact-user-def-1

400

Character, Date, Decimal, Integer, or Logical

Enter data for this user-defined field if necessary. For information on user-defined fields, see User Defined Fields Maintenance.

First user-defined field in Contact Maintenance

12300

Contact-user-def-2

400

Character, Date, Decimal, Integer, or Logical

Enter data for this user-defined field if necessary. For information on user-defined fields, see User Defined Fields Maintenance.

Second user-defined field in Contact Maintenance

12400

Contact-user-def-3

400

Character, Date, Decimal, Integer, or Logical

Enter data for this user-defined field if necessary. For information on user-defined fields, see User Defined Fields Maintenance.

Third user-defined field in Contact Maintenance

12500

Contact-user-def-4

400

Character, Date, Decimal, Integer, or Logical

Enter data for this user-defined field if necessary. For information on user-defined fields, see User Defined Fields Maintenance.

Fourth user-defined field in Contact Maintenance

12600

Contact-user-def-5

400

Character, Date, Decimal, Integer, or Logical

Enter data for this user-defined field if necessary. For information on user-defined fields, see User Defined Fields Maintenance.

Fifth user-defined field in Contact Maintenance

12700

Contact-user-def-6

400

Character, Date, Decimal, Integer, or Logical

Enter data for this user-defined field if necessary. For information on user-defined fields, see User Defined Fields Maintenance.

Sixth user-defined field in Contact Maintenance

12800

Contact-user-def-7

400

Character, Date, Decimal, Integer, or Logical

Enter data for this user-defined field if necessary. For information on user-defined fields, see User Defined Fields Maintenance.

Seventh user-defined field in Contact Maintenance

12900

Contact-user-def-8

400

Character, Date, Decimal, Integer, or Logical

Enter data for this user-defined field if necessary. For information on user-defined fields, see User Defined Fields Maintenance.

Eighth user-defined field in Contact Maintenance

13000

Contact-user-def-9

400

Character, Date, Decimal, Integer, or Logical

Enter data for this user-defined field if necessary. For information on user-defined fields, see User Defined Fields Maintenance.

Ninth user-defined field in Contact Maintenance

13100

Contact-user-def-10

400

Character, Date, Decimal, Integer, or Logical

Enter data for this user-defined field if necessary. For information on user-defined fields, see User Defined Fields Maintenance.

Tenth user-defined field in Contact Maintenance

13200

CRM-allowed-to-call

3

Yes/No

Enter Yes if the contact allows your company to communicate with them by phone.

Enter No if the contact does not allow your company to communicate with them by phone.

Allowed to Call check box on the CRM Options tab in Contact Maintenance

13300

CRM-allowed-to-fax

3

Yes/No

Enter Yes if the contact allows your company to communicate with them by fax.

Enter No if the contact does not allow your company to communicate with them by fax.

Allowed to Fax check box on the CRM Options tab in Contact Maintenance

13400

CRM-allowed-to-mail

3

Yes/No

Enter Yes if the contact allows your company to communicate with them by mail.

Enter No if the contact does not allow your company to communicate with them by mail.

Allowed to Mail check box on the CRM Options tab in Contact Maintenance

13500

CRM-allowed-to-email

3

Yes/No

Enter Yes if the contact allows your company to communicate with them by email.

Enter No if the contact does not allow your company to communicate with them by email.

Allowed to Email check box on the CRM Options tab in Contact Maintenance

13600

CRM-allowed-to-visit

3

Yes/No

Enter Yes if the contact allows your company to visit them.

Enter No if the contact does not allow your company to visit them.

Allowed to Visit check box on the CRM Options tab in Contact Maintenance

13700

CRM-notes

1000

Character

Enter information about the customer and contact. This information is displayed for CRM tasks.

CRM Notes field on the CRM Options tab in Contact Maintenance

13800

Delivery-option

7

Character

Enter Fax, Email, or Printer if you want the contact to receive the specified document by fax, email, or printed copy. If you enter Email or Fax, the contact's email address or fax number must be set up.

NOTE If you use this field, you must specify the document in the Document Name field.

Delivery Option radio set in Contact Document Selection

13900

All-documents

3

Yes/No

Enter Yes if the contact will receive all of the specified document (not just if it is associated with the contact).

NOTE If you use this field, you must specify the document in the Document Name field.

All Documents radio button in Contact Document Selection

14000

Email-subject

255

Character

Enter a subject for the email to which the specified document is attached if you are delivering it via email to the contact. If you leave this field blank, the subject is the report title.

NOTE If you use this field, you must specify the document in the Document Name field.

Subject field in Contact Document Selection

14100

Email-body

1000

Character

Enter a body for the email to which the specified document is attached if you are delivering it via email.

NOTE If you use this field, you must specify the document in the Document Name field.

Body field in Contact Document Selection

14200

Report-prefix

255

Character

Enter a prefix for the attached file name of the specified document if you are delivering it via email.

NOTE If you use this field, you must specify the document in the Document Name field.

Report File Prefix field in Contact Document Selection

14300

Fax-subject

255

Character

Enter a subject for the email to which the specified document is attached if you are delivering it via fax to the contact via a third-party email fax service. If you leave this field blank, the subject is the report title.

NOTE If you use this field, you must specify the document in the Document Name field.

Note You can only enter a subject for faxes if the Use External Fax through Email Service check box is selected for your system ID in System ID Maintenance.

Subject field in Contact Document Selection

14400

Fax-body

1000

Character

Enter a body for the email to which the specified document is attached if you are delivering it via fax to the contact via a third-party email fax service.

NOTE If you use this field, you must specify the document in the Document Name field.

Note You can only enter a body for faxes if the Use External Fax through Email Service check box is selected for your system ID in System ID Maintenance.

Body field in Contact Document Selection

14500

Consent-provided

3

Yes/No

Enter Yes if the data subjects have provided consents to use their personal data.

Consent Provided check box on the GDPR Maintenance window, which opens when the GDPR button is clicked on the Main tab in Contact Maintenance.

14600

Consent-attached

3

Yes/No

Enter Yes if the data subjects' consents to use their personal data are attached using the standard attachment function in Contact Maintenance.

Consent Attached check box on the GDPR Maintenance window, which opens when the GDPR button is clicked on the Main tab in Contact Maintenance.

14700

Consent-date

10

99/99/9999

Enter the date on which the data subjects provided the consents to use their personal data.

Consent Date field on the GDPR Maintenance window, which opens when the GDPR button is clicked on the Main tab in Contact Maintenance.

Prerequisites

Before using this import, the following must be set up: