Import and export customer information

Using the import and export features on the Sage Intacct Customers list, you can easily:

• Export your Customers list in a standard file format (CSV, Excel, Word, PDF) so that you can print or use the information in another application.
• Quickly update your Customers list by exporting selected data, making changes, and then importing your changes.

To display the Customers list, go to the Accounts Receivable, Projects, or Order Entry and select Customers.

Use CSV import to update customer information

Update information for multiple customers at once by exporting customer data in CSV for import format, editing the resulting spreadsheet, and then importing your changes.

A CSV import works well for:

• Updating information for multiple customers at once: Using a CSV import, you can update selected data for multiple customers. For example, you can export the Customers list with the email address field included. Then, edit the email addresses in a spreadsheet and import your changes.
• Adding new customers to your existing Customers list: Using a CSV import, you quickly add new customers without having to create the customers one at a time. Any spreadsheet row that contains a unique customer ID will be added as a new customer record, provided that you've included all required information.

Export the Customers list

Choose what to export from the Customers list, including the fields of data, display and sort order, and the list of customers.

To control what gets exported, you can use Manage view to create a custom view of the Customers list. To control what gets exported, you can use Manage views to create a custom view of the Customers list. The view allows you to change the list to view just the data you want to see.

1. Find the Manage view option at the top of the Customer list, and select New.
2. Enter a View name.

3. Select and structure the data you want to include, as follows:

   • Select and arrange the columns you want to appear.

   • Filter columns for the data that you want to include.

     For example, you can for customers who are located in a specific state or territory or customers whose preferred payment method is ACH.

   • To include entity-level customers, select Include entity records.
   • Select the Sort by order.
4. If you want the view to be available to other users, select Public.
5. Select Save.

6. Select Export and select the format you want for the exported file.

   Table with descriptions for each export format.

   Export format	Description
   CSV	Comma-separated-values (.csv) file that can be opened by most spreadsheet applications.
   Excel	Microsoft Excel (.xls) file.
   Word	Microsoft Word (.doc) file.
   PDF	Adobe PDF file (.pdf).
   CSV for import	Comma-separated values (.csv) file that includes customers and fields in a format that you can use to update your Customers list. If the current view of the Customers list contains fields that cannot be updated through an import process, those fields are not included in the export file.

1. Find the Manage views option at the top of the Customer list, and select Create new view.

2. In Step 1 of the Create New View wizard, select the columns of data you want to include.

   You can choose from customer name, ID, or type, and use location-based information about a customer.

3. Make other changes as needed. With the wizard you can do the following:

   • Choose the order in which the columns appear.
   • Filter the list of customers. For example, filtering for customers who are located in a specific state or territory or customers whose preferred payment method is ACH.
   • Choose the sort order for columns; for example, sorting customers by last name.

4. Select Export and select the format you want for the exported file.

   Table with descriptions for each export format.

   Export format	Description
   CSV	Comma-separated-values (.csv) file that can be opened by most spreadsheet applications.
   Excel	Microsoft Excel (.xls) file.
   Word	Microsoft Word (.doc) file.
   PDF	Adobe PDF file (.pdf).
   CSV for import	Comma-separated values (.csv) file that includes customers and fields in a format that you can use to update your Customers list. If the current view of the Customers list contains fields that cannot be updated through an import process, those fields are not included in the export file.

Update the CSV file

1. Open the CSV file in a spreadsheet application.

2. Update the spreadsheet.

   • You can update information for existing customers. For example, you might correct customer addresses or add email addresses for selected customers.
   • You can also add new customers. If the customer ID that you specify doesn't already exist in Intacct, a new customer record will be created.

3. When you're finished, save the spreadsheet in .CSV format.

Import your changes

For more information about importing customer information, see CSV import: New customer information.

1. Select the Import button at the top right of the Customers list.

2. Find the CSV file that you want to import.

3. Be sure to specify the email address where results are sent.

   If any records fail to import, you'll be notified by email.

4. Select other options as needed.

Guidelines for updating customers

The important thing to remember when updating customer records through CSV import is that the changes you make in the spreadsheet will affect your customer records.

• If you update spreadsheet data for a customer, the information you specify will overwrite the data in the existing customer record.
• If you remove data from the spreadsheet, the corresponding information will be removed from the customer record.

Recommended precautions:

• Make a backup of your customer information before you make changes. Save a copy of the CSV for Import spreadsheet so that you have a record of the Customers list before the update process.
• Before making large-scale changes, test the update process. Try creating a few test customers and then update just those customer records.

Additional tips:

• When you export the CSV for import file, be sure to include the customer ID column. This column identifies the customer record that you are updating.
• Column order is not important; for example, the customer ID doesn't need to be first. The header row identifies the contents of each column.

• When you're updating the "CSV for Import" file, keep in mind that different types of fields require different information.

  • For checkbox options, enter TRUE to select the option and enter FALSE to deselect the option.

Tips for adding new customers

Required fields for new customers

When you're adding new customers, you must include at least the following columns:

• Customer ID: Be sure to enter a unique customer ID that hasn't already been used in Intacct.
• Customer name: Enter the customer's name.
• Print as: Enter the customer's name as it appears on payments and reports.
• Required custom fields: If you've created any custom fields that are required, you must also include these columns.

Recommended fields for new customers

It's also recommended that you include the following columns:

• Customer account number

• Contact information

  • First name
  • Last name
  • Phone
  • Email
  • URL
  • Address
  • City
  • State or territory
  • ZIP or postal code
  • Country