Field Mapping–Customers & Prospects
To import your Customer list create a spreadsheet with these column names (see the Column Name column on the left).
|*** REQUIRED *** No duplicate values allowed. Each customer number must be unique. Cannot have any customer numbers with “or * characters.|
|CompanyName||Text||50||XYZ Music Company||*** Required ***
|Salutation||Text||50||Mr. Ms. Dr.|
|ContactedNameCombined||Text||N/A||John Doe||*** This field does NOT exist in OneSource *** However, if your existing accounting application only provides a way to export contact name information into one field, this column can be used to store this information. In this case, our import technician will run an algorithm to attempt to automatically parse the proper data into the proper fields in OneSource. PLEASE NOTE: This algorithm is not 100% accurate. If possible, manually parsing the data into the appropriate field/column will provide a more accurate final result.|
|Zip/Postal Code||Text||20||92860||Highly Recommended*** Currently 75, but soon to be changed to 20.|
|City/State/ZipCombined||Text||N/A||*** This field does NOT exist in OneSource *** However, if your existing accounting application only provides a way to export city, state, zip code information into one field, this column can be used to store this information. In this case, our import technician will run an algorithm to attempt to automatically parse the proper data into the proper fields in OneSource. PLEASE NOTE: This algorithm is not 100% accurate. If possible, manually parsing the data into the appropriate field/column will provide a more accurate final result.|
|Phone||Text||20||8662044997||It is much easier to search by phone # if the data is entered without any dashes or parenthesis. A number entered 1234567890 will typically be formatted as such in OneSource: (123) 456-7890.|
|AddressType||Text||50||Both|| *** SPECIFIC VALUES REQUIRED *** Must be one of these exact values: Bill To, Ship To, Both, Quote (Actual Field Name: Customer Record Type)
Note If Customer X has more than 1 address, such as a Billing Address and a Ship To Address (or even multiple Ship To Addresses) each additional address needs to be put on the list as a separate record, with the AddressType set to Ship To and the related Bill To Address Customer Number put in the BillToCustomerNumber field below.
|BillToCustomerNumber||Text||15||*** VERY IMPORTANT *** If the record has a SINGLE set of Ship To fields that are different than the Bill To (which would be the address fields above) – then please make use of the various Ship To fields below. If, on the other hand, several of the records you are importing are really Ship To Address and need to be LINKED to a particular BILL TO Address record, please hand enter the actual Bill To Customer Number (which will typically be the Customer Number of the particular record that you want to link the Ship To record to).|
|No||*** VERY IMPORTANT *** If the value is YES here, then the Address Type (above) will be set to “Both” (meaning that the Bill To Address will be Both the Bill To and Ship To Address – and both will be maintained with the same address. All Ship To address fields below will be ignored and not imported. If the value is NO here, then all Ship To fields will be imported into an ADDITIONAL customer record with the Address Type value being set to Ship To and the associated Bill To Customer Number will be set to the same as the Customer Number for the Bill To address fields.|
|Salesperson||Text||50||abc1235||*** Related OneSource Primary Key value required here *** The Salesperson is actually set up on the User Security form. This value MUST be the actual username set up in the User Security form. While the Full Name will be displayed, the actual data that is entered and linked to the User Security form is a unique user name setup in OneSource.|
This is the Code that your existing system uses to identify a particular Sales Tax rate/code.
|SalesTaxCodeRate||Percent||Single||.04|| Required (However, if the prep has been completed on your OneSource Company Data file, and you have set up the various ‘Tax Codes’ and the associated rates, at least one for every Sales Tax Code found in your exported Customer list, then this rate will not need to be in your exported Customer list).
Example value: .04 = 4%
| Required (if you have any)
Is the Customer Tax Exempt?
|CustomPricingTemplateID||Number||Long Integer||1||*** NEW VALUES MAY BE REQUIRED *** If you are planning to make use of Custom Pricing Templates on the GoLive date, and would like the Customer records being imported to link to certain Custom Pricing Templates, you will need to create Custom Pricing Templates in your OneSource Pilot.mdb database file (in advance) and then manually the appropriate BuyingGroupID (which will have been auto created and stored in the tblBuyingGroups table when you make the templates in OneSource).|
|DefaultPricingMethod||Text||30||Discount||Discount||*** SPECIFIC VALUES REQUIRED *** If you plan to make use of the Default Pricing Method feature, one of the following values must be entered here: Discount, Code Discount, Markup, Multiplier, Matrix by Code, Matrix by Qty, Matrix by Choice, First, Markup by Divisor|
|DefaultDiscountPercent||Number||Single||.10||0%||.10 = 10%|
|DefaultMarkupPercent||Number||Single||.10||0%||.10 = 10%|
|DefaultMultiplierPercent||Number||Single||.10||0%||.10 = 10%|
|PaymentTerms||Text||20||2% 10 Net 30||Required. Enter the payment terms that you want for each customer – exactly the way they will read when you set up the payment terms later on in OneSource.|
|CreditPastDueDays||Number||LOng Integer||30||30||Recommended. How many days does this customer have before their Invoices are considered Past Due?|
True, False-1, 0
|No||Is this Customer on COD terms? (Cash on Delivery)|
|CreditHold||Yes/No||No||No||Is this Customer on Credit Hold?|
|AdminCreditHold||Yes/No||No||No||Is this Customer on Admin Credit Hold? (Should all printing of Invoices, Picking Tickets, Packing Slips, etc be halted unless authorized by a manager?)|
|Enter Yes for each customer that you want the system to calculate Finance Charges.|
|SalesNotes||Memo||This text is displayed in a special POP UP form when a Sales Order is created (when option turned on).|
|We will add this value.|
|AdditionalInternalNotes||Memo||This field is a good place to concatenate values from other fields being imported that is valuable to you but where no applicable fields exist in OneSource.|