NOTE For general information on using imports, see Imports FAQ.
The following table lists the format for importing a record in Contact Import.
Column |
Position |
Field |
Maximum Length |
Format |
Required |
Description |
A |
1 |
Customer/Supplier/Prospect Code |
15 |
Character |
Yes |
Enter a valid customer, supplier, or prospect code for the contact. |
B |
2 |
Sequence/Ship-to Number |
8 |
Integer |
No |
Enter the sequence number for contacts. This keeps track of multiple contacts. If you are importing a contact for a customer ship-to or bill-to address, the sequence number should be a valid number in Customer Maintenance. If this field is left blank, it defaults to 0. |
C |
3 |
Contact Type |
20 |
Character |
No |
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. |
D |
4 |
Contact Name |
30 |
Character |
Yes |
Enter the name of the contact person. |
E |
5 |
Salutation |
20 |
Character |
No |
Enter how the contact should be greeted. |
F |
6 |
Title |
20 |
Character |
No |
Enter the title of the contact person. |
G |
7 |
Phone Number 1 |
16 |
Character |
No |
Enter the phone number of the contact. The format of the telephone number is set up in Country Maintenance. |
H |
8 |
Cell Phone Number |
16 |
Character |
No |
Enter the cell phone number of the contact. The format of the telephone number is set up in Country Maintenance. |
I |
9 |
Fax Number |
16 |
Character |
Yes, only if the Fax field is required for the contact type of the contact, or the contact will receive a document by fax |
Enter the fax number of the contact. The format of the fax number is set up in Country Maintenance. |
J |
10 |
Home Phone Number |
16 |
Character |
No |
Enter the home phone number of the contact. The format of the telephone number is set up in Country Maintenance. |
K |
11 |
Address 1 |
30 |
Character |
Yes, only if the Address 1 field is required for the contact type of the contact |
Enter the first line of the contact's street address. |
L |
12 |
Address 2 |
30 |
Character |
No |
Enter the second line of the contact's street address. |
M |
13 |
Address 3 |
30 |
Character |
No |
Enter the third line of the contact's street address. |
N |
14 |
City |
40 |
Character |
Yes, only if the City field is required for the contact type of the contact |
Enter the city of the contact's address. |
O |
15 |
State/Province |
3 |
Character |
Yes, only if a state/province is required for the country of the contact's address |
Enter an existing state or province code for the contact address. State and province codes are defined in State and Province Maintenance. |
P |
16 |
Postal Code |
11 |
Character |
Yes, only if the Postal Code field is required for the contact type of the contact |
Enter the postal code of the 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. |
Q |
17 |
Country |
10 |
Character |
Yes |
Enter a valid country code for the contact's address. Countries are defined in Country Maintenance. |
R |
18 |
Notes |
350 |
Character |
No |
Enter notes about the contact. |
S |
19 |
Other Data |
20 |
Character |
No |
Enter other data about the contact. |
T |
20 |
Email Address |
254 |
Character |
Yes, only if the Email Address field is required for the contact type of the contact, or the contact will receive a document by email |
Enter the primary email address for the contact. |
U |
21 |
Primary Contact |
3 |
Yes/No |
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. If this field is blank, and no primary contact exists for the customer, prospect, or supplier, it defaults to Yes. If this field is blank, and a primary contact exists for the customer, prospect, or supplier, it defaults to No. |
V |
22 |
Contact Group |
12 |
Character |
Yes |
Enter a valid contact group for the contact. For more information on contact groups, see Contact Group Maintenance. |
W |
23 |
User Defined 1 |
400 |
Character, Date, Decimal, Integer, or Logical |
No |
Enter data for this user-defined field if necessary. For information on user-defined fields, see User Defined Fields Maintenance. |
X |
24 |
User Defined 2 |
400 |
Character, Date, Decimal, Integer, or Logical |
No |
Enter data for this user-defined field if necessary. For information on user-defined fields, see User Defined Fields Maintenance. |
Y |
25 |
User Defined 3 |
400 |
Character, Date, Decimal, Integer, or Logical |
No |
Enter data for this user-defined field if necessary. For information on user-defined fields, see User Defined Fields Maintenance. |
Z |
26 |
User Defined 4 |
400 |
Character, Date, Decimal, Integer, or Logical |
No |
Enter data for this user-defined field if necessary. For information on user-defined fields, see User Defined Fields Maintenance. |
AA |
27 |
User Defined 5 |
400 |
Character, Date, Decimal, Integer, or Logical |
No |
Enter data for this user-defined field if necessary. For information on user-defined fields, see User Defined Fields Maintenance. |
AB |
28 |
User Defined 6 |
400 |
Character, Date, Decimal, Integer, or Logical |
No |
Enter data for this user-defined field if necessary. For information on user-defined fields, see User Defined Fields Maintenance. |
AC |
29 |
User Defined 7 |
400 |
Character, Date, Decimal, Integer, or Logical |
No |
Enter data for this user-defined field if necessary. For information on user-defined fields, see User Defined Fields Maintenance. |
AD |
30 |
User Defined 8 |
400 |
Character, Date, Decimal, Integer, or Logical |
No |
Enter data for this user-defined field if necessary. For information on user-defined fields, see User Defined Fields Maintenance. |
AE |
31 |
User Defined 9 |
400 |
Character, Date, Decimal, Integer, or Logical |
No |
Enter data for this user-defined field if necessary. For information on user-defined fields, see User Defined Fields Maintenance. |
AF |
32 |
User Defined 10 |
400 |
Character, Date, Decimal, Integer, or Logical |
No |
Enter data for this user-defined field if necessary. For information on user-defined fields, see User Defined Fields Maintenance. |
AG |
33 |
Phone Extension |
6 |
Character |
No |
Enter the phone number extension for the contact (e.g., extension 6578). |
AH |
34 |
Collection Statement |
7 |
Character |
No |
Enter Fax, Email, or Printer if you want the contact to receive collection statements by fax, email, or printed copy. If you select Email or Fax, you must enter the contact's email address or fax number in the appropriate field. |
AI |
35 |
Invoice |
7 |
Character |
No |
Enter Fax, Email, or Printer if you want the contact to receive invoices by fax, email, or printed copy. If you select Email or Fax, you must enter the contact's email address or fax number in the appropriate field. |
AJ |
36 |
Order Acknowledgment |
7 |
Character |
No |
Enter Fax, Email, or Printer if you want the contact to receive order acknowledgments by fax, email, or printed copy. If you select Email or Fax, you must enter the contact's email address or fax number in the appropriate field. |
AK |
37 |
County |
20 |
Character |
No |
Enter the county of the contact's address. |
AL |
38 |
Purchase Order |
7 |
Character |
No |
Enter Fax, Email, or Printer if you want the contact to receive purchase orders by fax, email, or printed copy. If you select Email or Fax, you must enter the contact's email address or fax number in the appropriate field. |
AM |
39 |
Promise Date Change |
7 |
Character |
No |
Enter Fax, Email, Printer, or Phone if you want the contact to receive promise date changes by fax, email, printed copy, or phone. If you select Email, Fax, or Phone, you must enter the contact's email address, fax number, or phone number in the appropriate field. |
AN |
40 |
Collection Statement Subject |
255 |
Character |
No |
Enter a subject for the email to which the collection statement is attached if you are delivering it via email to the contact. If you leave this field blank, the subject is the report title. If you enter a subject, you must enter Email or Fax for the Collection Statement field (position 34). 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. |
AO |
41 |
Collection Statement Body |
1000 |
Character |
No |
Enter a body for the email to which the collection statement is attached if you are delivering it via email. If you enter a body, you must enter Email or Fax for the Collection Statement field (position 34). 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. |
AP |
42 |
Collection Statement Report File Prefix |
255 |
Character |
No |
Enter a prefix for the attached collection statement file name if you are delivering it via email. If you enter a file prefix, you must enter Email for the Collection Statement field (position 34). |
AQ |
43 |
Invoice Subject |
255 |
Character |
No |
Enter a subject for the email to which the invoice is attached if you are delivering it via email to the contact. If you leave this field blank, the subject is the report title. If you enter a subject, you must enter Email or Fax for the Invoice field (position 35). 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. |
AR |
44 |
Invoice Body |
1000 |
Character |
No |
Enter a body for the email to which the invoice is attached if you are delivering it via email. If you enter a body, you must enter Email or Fax for the Invoice field (position 35). 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. |
AS |
45 |
Invoice Report File Prefix |
255 |
Character |
No |
Enter a prefix for the attached invoice file name if you are delivering it via email. If you enter a file prefix, you must enter Email for the Invoice field (position 35). |
AT |
46 |
Send All Invoices |
3 |
Yes/No |
No |
Enter Yes if the contact will receive all invoices (not just the invoices associated with the contact). |
AU |
47 |
Order Acknowledgment Subject |
255 |
Character |
No |
Enter a subject for the email to which the order acknowledgment is attached if you are delivering it via email to the contact. If you leave this field blank, the subject is the report title. If you enter a subject, you must enter Email or Fax for the Order Acknowledgment field (position 36). 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. |
AV |
48 |
Order Acknowledgment Body |
1000 |
Character |
No |
Enter a body for the email to which the order acknowledgment is attached if you are delivering it via email. If you enter a body, you must enter Email or Fax for the Order Acknowledgment field (position 36). 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. |
AW |
49 |
Order Acknowledgment Report File Prefix |
255 |
Character |
No |
Enter a prefix for the attached order acknowledgment file name if you are delivering it via email. If you enter a file prefix, you must enter Email for the Order Acknowledgment field (position 36). |
AX |
50 |
Send All Order Acknowledgments |
3 |
Yes/No |
No |
Enter Yes if the contact will receive all order acknowledgments (not just the order acknowledgments associated with the contact). |
AY |
51 |
Purchase Order Subject |
255 |
Character |
No |
Enter a subject for the email to which the purchase order is attached if you are delivering it via email to the contact. If you leave this field blank, the subject is the report title. If you enter a subject, you must enter Email or Fax for the Purchase Order field (position 38). 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. |
AZ |
52 |
Purchase Order Body |
1000 |
Character |
No |
Enter a body for the email to which the purchase order is attached if you are delivering it via email. If you enter a body, you must enter Email or Fax for the Purchase Order field (position 38). 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. |
BA |
53 |
Purchase Order Report File Prefix |
255 |
Character |
No |
Enter a prefix for the attached purchase order file name if you are delivering it via email. If you enter a file prefix, you must enter Email for the Purchase Order field (position 38). |
BB |
54 |
Send All Purchase Orders |
3 |
Yes/No |
No |
Enter Yes if the contact will receive all purchase orders (not just the purchase orders associated with the contact). |
BC |
55 |
Promise Date Change Subject |
255 |
Character |
No |
Enter a subject for the email to which the promise date change 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. If you enter a subject, you must enter Email or Fax for the Promise Date Change field (position 39). 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. |
BD |
56 |
Promise Date Change Body |
1000 |
Character |
No |
Enter a body for the email to which the promise date change document is attached if you are delivering it via email. If you enter a body, you must enter Email or Fax for the Promise Date Change field (position 39). 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. |
BE |
57 |
Promise Date Change Report File Prefix |
255 |
Character |
No |
Enter a prefix for the attached promise date change document file name if you are delivering it via email. If you enter a file prefix, you must enter Email for the Promise Date Change field (position 39). |
BF |
58 |
CRM Notes |
1000 |
Character |
No |
Enter information about the customer and contact. This information is displayed for CRM tasks. |
BG |
59 |
Allowed to Call |
3 |
Yes/No |
No |
Enter No if the contact does not allow your company to communicate with them by phone. If this is blank, it defaults to Yes. |
BH |
60 |
Allowed to Fax |
3 |
Yes/No |
No |
Enter No if the contact does not allow your company to communicate with them by fax. If this is blank, it defaults to Yes. |
BI |
61 |
Allowed to Mail |
3 |
Yes/No |
No |
Enter No if the contact does not allow your company to communicate with them by mail. If this is blank, it defaults to Yes. |
BJ |
62 |
Allowed to Email |
3 |
Yes/No |
No |
Enter No if the contact does not allow your company to communicate with them by email. If this is blank, it defaults to Yes. |
BK |
63 |
Allowed to Visit |
3 |
Yes/No |
No |
Enter No if the contact does not allow your company to visit them. If this is blank, it defaults to Yes. |
BL |
64 |
Remittance Advice |
7 |
Character |
No |
Enter Fax, Email, or Printer if you want the contact to receive remittance advices by fax, email, or printed copy. If you select Email or Fax, you must enter the contact's email address or fax number in the appropriate field. |
BM |
65 |
Remittance Advice Subject |
255 |
Character |
No |
Enter a subject for the email to which the remittance advice is attached if you are delivering it via email to the contact. If you leave this field blank, the subject is the report title. If you enter a subject, you must enter Email or Fax for the Remittance Advice field (position 64). 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. |
BN |
66 |
Remittance Advice Body |
1000 |
Character |
No |
Enter a body for the email to which the remittance advice is attached if you are delivering it via email. If you enter a body, you must enter Email or Fax for the Remittance Advice field (position 64). 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. |
BO |
67 |
Remittance Advice Report File Prefix |
255 |
Character |
No |
Enter a prefix for the attached remittance advice file name if you are delivering it via email. If you enter a file prefix, you must enter Email for the Remittance Advice field (position 64). |
BP |
68 |
Send All Remittance Advices |
3 |
Yes/No |
No |
Enter Yes if the contact will receive all remittance advices (not just the remittance advices associated with the contact). |
BQ |
69 |
Supplier Depletion Report |
7 |
Character |
No |
Enter Fax, Email, or Printer if you want the contact to receive supplier depletion reports by fax, email, or printed copy. If you select Email or Fax, you must enter the contact's email address or fax number in the appropriate field. |
BR |
70 |
Supplier Depletion Report Subject |
255 |
Character |
No |
Enter a subject for the email to which the supplier depletion report is attached if you are delivering it via email to the contact. If you leave this field blank, the subject is the report title. If you enter a subject, you must enter Email or Fax for the Supplier Depletion Report field (position 69). 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. |
BS |
71 |
Supplier Depletion Report Body |
1000 |
Character |
No |
Enter a body for the email to which the supplier depletion report is attached if you are delivering it via email. If you enter a body, you must enter Email or Fax for the Supplier Depletion Report field (position 69). 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. |
BT |
72 |
Supplier Depletion Report File Prefix |
255 |
Character |
No |
Enter a prefix for the attached supplier depletion report file name if you are delivering it via email. If you enter a file prefix, you must enter Email for the Supplier Depletion Report field (position 69). |
BU |
73 |
Consent Provided |
3 |
Yes/No |
No |
Enter Yes if the data subjects have provided consents to use their personal data. |
BV |
74 |
Consent Attached |
3 |
Yes/No |
No |
Enter Yes if the data subjects' consents to use their personal data is attached using the standard attachment function in Contact Maintenance. |
BW |
75 |
Consent Date |
10 |
99/99/9999 |
No |
Enter the date on which the data subjects provided the consents to use their personal data. |
Before using this import, the following must be set up:
customers, suppliers, or prospects
countries
contact groups
For customers that require order acknowledgments (the Require Order Acknowledgment check box is selected in Customer Maintenance): If the type of order acknowledgment is Printer, then the address information is required for address lines 1, 2, and 3, city, state, postal code, and country. If the type of order acknowledgment is Email, then an email address is required. If the type of order acknowledgment is Fax, then a fax number is required.
There must be a record of blank space(s) at the end of an import file.
Note All contact phone numbers must be imported in the phone format of the contact’s country.