Import customer and supplier contacts

Summary

How to import customers and suppliers from a CSV file in Sage Accounting.

Resolution

What you need to know

You must use separate CSV files for customers and suppliers. To import both customers and suppliers, you need 2 separate files.
Each CSV file must use the correct headings and cell formats. We recommend that you download a copy of our template file and then paste the details of your customers or suppliers
You must complete all the compulsory columns
Every contact you import must a have Reference
The maximum file size you can import is 0.5MB. If your file is larger, split it into another file
When importing analysis types, make the analysis type already exists and is Active for the type of record you are importing. For example, an analysis type must be Active for customers before you can import customer records

Download the CSV template file

From Contacts, select New Customer, then Import Customers. For suppliers, select New Supplier, then Import Suppliers.
Select the hyperlink to download the template CSV file.
Go to the downloads folder on your computer to find the file.

Prepare the CSV file

Choose one of the following ways to create your CSV file:

Enter the information directly into the template file. Replace the sample data with your customer or supplier details.
Update a CSV file you have already saved to match our template.

Change the column headings in your file to match our template
Make sure each cell contains information in the correct format. For example, some cells must only contain numbers, others only text and some have a maximum character limit
Make sure all the compulsory columns contain information

Check the template headings and formats

Use the table below to check the format in your file is correct.

Remember that the header row in your CSV file must use the same headings as shown in the Column heading in the table.

	Column Heading	Type	Compulsory	Notes
A	Reference	Text	Yes	Maximum 10 characters and must be unique to this record.
B	Company Name	Text	Yes
C	Currency	Text	No	Only required for contacts where the currency is different from your usual currency. If your business is based in the UK, only enter a code for customers or suppliers outside the UK. You must first make sure you go to the Settings and choose to enable foreign currency transactions in UK or Ireland. Enter the 3 letter code for the currency. For example For Euros use EUR. For pound sterling, use GBP
D	Credit Limit	Number	No
E	Main Address Type	Text	No	To use the default of Delivery, leave this blank. Alternatively, enter one of the following: * Delivery * Accounts * Sales * Purchasing
F	Main Address Line 1	Text	No
G	Main Address Line 2	Text	No
H	Main Address Town	Text	No
I	Main Address County	Text	No
J	Main Address Post Code	Text	No	Maximum 10 characters.
K	Main Address Country	Text	No	Maximum 2 characters. Use the 2 letter for your country. For example, GB for UK or IE for Ireland.
L	Main Contact Name	Text	Yes	Enter the name of the contact at this company, alternatively to use the default of Main Contact, leave this blank.
M	Main Contact Phone	Number	No	Maximum 50 characters.
N	Main Contact Type	Text	No	To use the default of Accounts, leave this blank. Alternatively, enter one of the following: * Delivery * Accounts * Sales * Purchasing
O	Main Contact Mobile	Number	No	Maximum 50 characters.
P	Main Contact Email	Text	No	This must be a valid email address, for example, [email protected].
Q	Main Contact Fax	Number	No	Maximum 50 characters.
R	Address 2 Type	Text	No	To use the default of Delivery, leave this blank. Alternatively, enter one of the following: * Delivery * Accounts * Sales * Purchasing
S	Address 2 Line 1	Text	No
T	Address 2 Line 2	Text	No
U	Address 2 Town	Text	No
V	Address 2 County	Text	No
W	Address 2 Post Code	Text	No	Maximum 10 characters.
X	Address 2 Country	Text	No	Maximum 2 characters. Use the 2 letter for your country. For example, GB for UK or IE for Ireland. For
Y	VAT Number	Text	No	This must be a valid VAT number for the country of the contact. For example, for the UK, this is 9 numbers. To check the VAT numbers for other countries, use our article about VAT numbers.
Z	Ledger Account	Number	No	This is the same as a Category in Start. To use the default category, leave this blank. For customers, the default sales category is 4900 For suppliers, the default purchase category is 5000
AA	Payment terms	Number	No	The number of credit days this contact has. To use the default payment terms, leave this blank.
AB	Notes	Text	No	Maximum 500 characters.
AC	Bank Account Name	Text	No
AD	Bank Account Sort Code	Number	No	This must be a valid sort code, for example, 11-22-33.
AE	Bank Account Number	Number	No	Maximum 25 characters.
AF	Bank Account IBAN	Number	No
AG	Bank Account BIC	Number	No	Maximum 11 characters.
AH	Statement Run	Text	No	Customers only Leave blank to use the default method selected in the Statement settings. To send by post, enter Post. To send by email, enter Email.
AI	Active	Text	No	To mark the customer as Active, leave this blank. To mark the customer as Inactive, enter No.

Import the contacts file

Go to Contacts, and then select New Customer, Import Customers or New Supplier, Import Suppliers.
Select Choose File. Browse to your contacts CSV file and then click Open.
In the CSV Format field, select Sage Instant Accounts if you’re importing from that application. If not, select Accounting.
Click Upload. If any file issues are found during the process, you can read about how to fix them in the UK or Ireland and then try again.
Click OK.

Import customer and supplier contacts

Summary

Resolution

What you need to know

Download the CSV template file

Prepare the CSV file

Import the contacts file

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