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Field Mapping–Customers & Prospects – OneSource: Inventory for QuickBooks Online Field Mapping–Customers & Prospects – OneSource: Inventory for QuickBooks Online

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Field Mapping–Customers & Prospects

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To import your Customer list create a spreadsheet with these column names (see the Column Name column on the left).

Column
Name
OneSource
Field Type
Field Lenght
or
Numeric
Range
Sample
Value
Default
Value
Notes
CustomerNumber   Text  15   A12345
123456789
*** 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.
FirstName Text 50  John
LastName Text Text  Doe
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.
ContactTitle Text 50  President
AddressLine1 Text 50  12345
Somewhere Street
Highly Recommended
AddressLine2  Text 50
City Text 50 Anaheim Highly Recommended
State/Province Text 25 Ca Highly Recommended
 Region Text 50 Southwest
 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.
Country Text 20 USA
 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.
Extension Text 10 345
Fax Text 20 8664290690
TypeOfCustomer Text 50 Customer Highly Recommended
SubTypeOfCustomer  Text 50 Piano’s
 Status Text 50 Happy
 AddressType Text 50 Both  *** SPECIFIC VALUES REQUIRED *** Must be one of these exact values: Bill ToShip ToBothQuote (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).
 IsShipToAddressSameAsBillTo  Yes/No Yes/No
True/False
-1/0
 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.
AccountRepresentative Text 50 Jane Smith
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.
ProductsServices Text 255 Pianos, Guitars,
 CompanyEmail Text 100 sales@xyzmusic.com
 Website Text 100 http://www.xy.com/
 SalesTaxCode Text 10 CA-OC   Required
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%
 TaxExempt Yes/No Yes, No
True, False
-1, 0
 Required (if you have any)
Is the Customer Tax Exempt?
TaxExemptNumber Tex 50  E90001
 FederalTaxID Text 50 94-030909
 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: DiscountCode DiscountMarkupMultiplierMatrix by CodeMatrix by QtyMatrix by Choice,  FirstMarkup by Divisor
 DefaultDiscountPercent Number Single .10 0% .10 = 10%
DefaultMarkupPercent Number Single .10 0% .10 = 10%
DefaultMultiplierPercent Number Single .10 0% .10 = 10%
 DefaultPriceCode Text 10 A
 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.
CreditLimit Number Currency $5,000 0 Recommended.
 CreditPastDueDays Number LOng Integer 30 30  Recommended. How many days does this customer have before their Invoices are considered Past Due?
COD Yes/No Yes, No
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?)
ReceivableNotes Memo 65,535
 FinanceCharges Yes/No Yes, No
True, False
-1, 0
Enter Yes for each customer that you want the system to calculate Finance Charges.
 ShippedVia 50 UPS
FreightNotes Memo
SalesNotes  Memo This text is displayed in a special POP UP form when a Sales Order is created (when option turned on).
SourceOfContact Text 50 Referral
 DateAdded Date 12/1/2005
12/1/05
12-1-2005
 We will add this value.
DateEdited Date 12/1/2005
12/1/05
12-1-2005
 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.
Previous Data Preparation and Clean up (after export but before import into OneSource)
Next Field Mapping–Excel Template Files
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