Difference between revisions of "Contact Import Guide"

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(Created page with " ==General Import Template File Notes== *Template files are typically generated from their respective Import screen using an 'Export Template' button. *Using the 'Export Temp...")
 
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==General Import Template File Notes==
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==General Data Import Notes==
  
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*Template files are typically generated from their respective Import screen using an 'Export Template' button.
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Refer to the [[Data Import General Information]] page for information and guidance on general import timeline, formatting import templates, as well as how to ensure you are using the most current template information for data imports.
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*Using the 'Export Template' button from an updated system will help ensure that you provide the customer with the most up-to-date import file, and will help avoid errors.
 
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*Templates generally (but not in all cases) contain 3 rows of header information.
 
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**The first row is generally labelled with f1 through f## and is used to give a consistent column id to each data column. Do not remove this row unless instructed.
 
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**The second row is labelled with the column data/field name. The values in this row are used for the file mapping screen. Editing these values is generally not needed and may make the mapping process difficult.
 
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**The third row is labelled with the same values from row 2, an is available to create a customer-friendly name for the associated data column. 
 
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***The third row should be removed from the source file prior to importing.  It will cause errors since it will be treated as the first import record on the file.
 
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*Import files MUST always be saved as 'Microsoft Excel 5.0/95 Workbook (*.xls)' format until further notice. The import screens will generate errors if the file type is not correct.
 
  
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*It is a good idea to perform a Mapping Table Import using a current source list before beginning on any imports.  Without a current mapping table, the quality of imports can be compromised.
 
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**Export a current list from a good source (such as ABIS)
 
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**Perform a Mapping Table Import on the target system with the XLS file from the step above
 
  
  
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===Timing and Preparation===
 
===Timing and Preparation===
  
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The Customer Import should occur after all Address Book setup items have been completed, and after the General Ledger Chart of Accounts has been imported. The [[Address Book Setup Guide]] covers all of the Rule Maintenance records that should be completed prior to importing customer records.
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All Address Book setup items should be completed prior to beginning the Contacts, Customer, and Vendor imports. The [[Address Book Setup Guide]] covers all of the Rule Maintenance records that should be completed prior to importing customer, vendor and contact records.
  
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Salespersons and Account Managers should be established in the Contacts screen by assigning the appropriate attributes prior to importing customer records.
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Internal Contacts such as employees or other contacts linked to the parent organization should be imported first. User records, resource records, salespersons, account managers, buyers, and project attributes should be established for employee records prior to importing the Organization (Customer and Vendor) records. Both the Customer and Vendor imports can link the employee records, such as salespersons, directly to the organizations if the employee contact records exist beforehand.  
  
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The Customer Import should be one of the earliest imports to complete since you need customer records in order to test many of the core applications.  
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Both the Customer and Vendor import templates can create and link up to 4 contacts per organization. In many cases, this will be enough to complete the basic Contact imports for most organizations. For organizations with more than 4 contacts, a separate Contact import will be required.  
  
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Discuss the timing of the Customer import live file with the customer.  Depending on the timing of the implementation, customers may choose to clean up their legacy system data and provide an updated customer import file prior to go-live, or they may choose to import an early file and then maintain their customer file in Adjutant through parallel testing and go-live.  There are also possibilities for performing a difference conversion prior to go-live where only new customer records (not previously imported) from the legacy system are imported.  Make sure that the plan is discussed and agreed to prior to finalizing the customer import.
 
  
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===General Notes===
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 +
'''Phone Numbers''' - It is best practice to follow a set pattern for the 4 phone number codes that can be imported.  Using the codes from the Contact Phone Codes (PHONECODES) rule, establish a consistent pattern for coding all imported phone number.  For example, all Phone1 Codes should be Cell(CE), all Phone2 codes should be Home(HO), and so on. Ideally, the order of the phone codes should match the order set in the rule.
  
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===General Notes===
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'''Contact Attributes''' - The contact import process can attach all of the required contact attributes during the import process.  However, it is important to know that each attribute selected during the import process will be applied to ALL contacts imported on that import process. The contact import file may need to be split into several separate import files, and run in batches, if unique attributes are needed for certain groups of contacts.
  
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'''Customer Numbers''' - Discuss how customer numbers will be assigned with the customer.  If the customer wishes to keep the existing numbers, make sure the import file has the Custno column filled out. Customer numbers can be automatically be generated during the import process if the Custno column is empty. If the customer wants to maintain some numbers, and allow Adjutant to generate the rest, confirm exactly which records should keep their numbers and which ones should have new numbers generated.  
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'''Address Data''' - Addresses will not automatically pull from the associated Custno.  The AddressA (Business) details must exist in the import file in order to get created with the contact record.
  
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'''Customer Attributes''' - The customer import process can attach all of the required customer attributes and complete many of the data fields in each attribute screen.  If additional attributes need to be assigned during import, the attribute must be flagged to display on the Import screen in the ATT_ENT rule.
 
  
  
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==Customer Import File Data Scrubbing==
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==Contact Import File Data Scrubbing==
  
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Every customer's data will have different issues that need addressing.  SOme of the issues will not make themselves visible until after the data has been imported and is in use during parallel testing.  This is why it is critically important to perform an early import, and keep accurate notes on issues that need to be addressed on a supplemental import, or for a complete re-import. Some common things that need attention during customer data scrubbing include:
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Every customer's data will have different issues that need addressing.  SOme of the issues will not make themselves visible until after the data has been imported and is in use during parallel testing.  This is why it is critically important to perform an early import, and keep accurate notes on issues that need to be addressed on a supplemental import, or for a complete re-import. Some common things that need attention during contact data scrubbing include:
  
 
* '''Address Standardization''' - Standardize the data in the address2 and address3 fields for all records.  For example, if you see suite numbers in both address2 and address3, try to move them all to address2. Sort the file by address columns and try to correct spelling issues in city. Standardize the state codes and fill in any obvious missing or incomplete entries.  
 
* '''Address Standardization''' - Standardize the data in the address2 and address3 fields for all records.  For example, if you see suite numbers in both address2 and address3, try to move them all to address2. Sort the file by address columns and try to correct spelling issues in city. Standardize the state codes and fill in any obvious missing or incomplete entries.  
  
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* '''Email Addresses''' - Move any email addresses from incorrect data columns to the correct email data column.
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* '''Email Addresses''' - Move any email addresses from incorrect data columns to the correct email data column. Look for any obvious email format issues like missing the '.com' or misspelled common email domains.  
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* '''Miscellaneous/Note data''' - Discuss and understand how any special/miscellaneous fields should be mapped from the legacy system data to Adjutant.
 
  
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* '''Terms''' - Make sure terms data is accurate and matches an entry in the TERMS rule.   
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* '''Phone Numbers''' - Make sure phone numbers are complete, with area code if possible.  Discuss any incomplete phone number details with customer prior to import. Provide a list of phone numbers that may not import, or may import but will be unusable.
  
 
* '''Invalid Data''' - Address any invalid, incomplete, or otherwise bad data with the customer as soon as possible. Avoid importing and perpetuating bad data.  Give the customer an opportunity to fix any data prior to import.  We don't want to carry forward any bad habits or bad records if we have a chance to avoid it.  
 
* '''Invalid Data''' - Address any invalid, incomplete, or otherwise bad data with the customer as soon as possible. Avoid importing and perpetuating bad data.  Give the customer an opportunity to fix any data prior to import.  We don't want to carry forward any bad habits or bad records if we have a chance to avoid it.  
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==Customer Import Screen (IMPORTCUST)==
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==Contact Import Screen (IMPORTCONTACT)==
  
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Menu Location: Transaction>>Importers/Exporters>>Address Book>>Customer Import
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Menu Location: Transaction>>Importers/Exporters>>Address Book>>Contact Import
  
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[[File:IMPORTCUST.png]]
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[[File:IMPORTCONTACT.png]]
  
  
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'''File Name/Browse:''' Use the Browse button to locate and select the completed customer import template file (in XLS format)
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'''File Name/Browse:''' Use the Browse button to locate and select the completed contact import template file (in XLS format)
  
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'''Export Template:''' Generates a blank Customer Import template file
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'''Export Template:''' Generates a blank Contact Import template file
  
 
'''Map Fields:''' Fields must be mapped prior to importing. If no changes have been made to the column headings, the mapping screen should show all green, and you can click OK to continue. If any of the Input Field Name columns on the left are red, single-click on the line on the left column, and then double-click the desired mapped field in the right column to complete the mapping.  Repeat for any red lines on the left that should be mapped.  If there are additional columns in the source file that should NOT be mapped, they can be left unmapped (displayed in red). Mandatory fields will require that they be mapped before clicking OK.
 
'''Map Fields:''' Fields must be mapped prior to importing. If no changes have been made to the column headings, the mapping screen should show all green, and you can click OK to continue. If any of the Input Field Name columns on the left are red, single-click on the line on the left column, and then double-click the desired mapped field in the right column to complete the mapping.  Repeat for any red lines on the left that should be mapped.  If there are additional columns in the source file that should NOT be mapped, they can be left unmapped (displayed in red). Mandatory fields will require that they be mapped before clicking OK.
  
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'''Try To Match Existing Orgs:''' Check this box to turn on additional logic that looks through your existing customers in Adjutant and tries to match each record in the spreadsheet with one in Adjutant. If the import program finds a match, it will update that customer's information with the info in the spreadsheet. The program matches on custno, then the first 5 characters of company name and the first 5 characters of address1, then city.
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'''Contact Attributes:''' Select any attributes that should be assigned to ALL contact records in the import file.  
  
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This box should be checked if you are attempting to update existing organizations with an import file that has custnos entered.  If this box is unchecked, and the import file contains custnos that already exist, the import process will create new organizations for the duplicates using the default org numbering logic.
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'''Overwrite Duplicates''' Selecting this box will attempt to match import records to existing records using the contact full name and the organization Custno. Matched records will update the existing record with data from the import file.  Blank import file fields on matched records will overwrite and clear out existing data.
  
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'''Validate Custnos:''' Checking this box will validate each custno in your spreadsheet and verify it does not currently exist in Adjutant.  Leave this box unchecked if you have Custnos (Customer Numbers) in your spreadsheet and you want to update your existing customer records based on ID. This is commonly used if you export your customer database to do some mass updates in Excel and then want to import that data back in to Adjutant.
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==Contact Import File Definitions==
  
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'''Organization Attributes:''' Select any attributes that should be assigned to ALL customers in the import file.
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'''f1 - Custno''' - Adjutant Organization ID for the associated company record
  
 +
'''f2 - FirstName''' - Contact first name
  
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==Customer Import File Definitions==
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'''f3 - MiddleName''' - Contact middle name or initial
  
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'''f1 - Company''' - Name of Company/Organization
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'''f4 - LastName''' - Contact last name
  
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'''f2 - Contact1''' - Default Contact for the organization. This will list them as the contact on the organization and make a contact record listing them as the default contact.
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'''f5 - Phone1Num''' - Primary phone number. The import process will attempt to standardize all 10-digit numbers as (###) ###-####. Phone numbers 1-4 will not import without a valid, corresponding phone code 1-4 specified in the adjacent column.  
  
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'''f3 - Address1''' - Physical Street Address
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'''f6 - Phone1Code''' - A two-digit code that defines the phone type.  The code corresponds with the PHONECODE rule in Adjutant. Typical examples are OF for office, FA for Fax, MO for Mobile, HO for Home. Check your rule setup to be sure of what should be entered here.
  
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'''f4 - City''' - Physical Address City Name
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'''f7 - Phone2Num''' - Second phone number. The import process will attempt to standardize all 10-digit numbers as (###) ###-####. Phone numbers 1-4 will not import without a valid, corresponding phone code 1-4 specified in the adjacent column.
  
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'''f5 - State''' - Physical Address two-letter postal abbreviation for the state
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'''f8 - Phone2Code''' - A two-digit code that defines the phone type.  The code corresponds with the PHONECODE rule in Adjutant. Typical examples are OF for office, FA for Fax, MO for Mobile, HO for Home. Check your rule setup to be sure of what should be entered here.
  
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'''f6 - ZipCode''' - Physical Address Zip Code (you can use zip+4 if you have it)
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'''f9 - Phone3Num''' - Third phone number. The import process will attempt to standardize all 10-digit numbers as (###) ###-####. Phone numbers 1-4 will not import without a valid, corresponding phone code 1-4 specified in the adjacent column.
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http://www.abiscorp.com/faq/index.php?title=Special:Preferences
 
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'''f7 - Phone''' - Main phone number for the organization
 
  
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'''f8 - Fax''' - Main fax number for the organization
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'''f10 - Phone3Code''' - A two-digit code that defines the phone type.  The code corresponds with the PHONECODE rule in Adjutant. Typical examples are OF for office, FA for Fax, MO for Mobile, HO for Home. Check your rule setup to be sure of what should be entered here.
  
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'''f9 - Email''' - Main email address (use the address that invoices will typically be sent to)
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'''f11 - Phone4Num''' - Fourth phone number. The import process will attempt to standardize all 10-digit numbers as (###) ###-####. Phone numbers 1-4 will not import without a valid, corresponding phone code 1-4 specified in the adjacent column.
  
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'''f10 - TaxExempt''' - Enter a 'Y' if the customer is tax exempt. A blank entry is the same as 'N'o
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'''f12 - Phone4Code''' - A two-digit code that defines the phone type. The code corresponds with the PHONECODE rule in Adjutant. Typical examples are OF for office, FA for Fax, MO for Mobile, HO for Home. Check your rule setup to be sure of what should be entered here.
  
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'''f11 - Custno''' - Customer Number (Organization ID), Leave blank to auto-assign customer numbers.  If you are attempting to update existing organization records, make sure the 'Match Existing Orgs' option is checked - otherwise the import process will create new organizations for any existing, matched custnos.
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'''f13 - Email1''' - Primary email address, typically the work address
  
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'''f12 - Terms''' - Default payment terms. This must match a value in the TERMS rule.
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'''f14 - Email2''' - Secondary email address. This is typically a personal email address or text messaging address.
  
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'''f13 - Address2''' - Physical Address 2 (apt/suite number)
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'''f15 - Job Title''' - Contact job title
  
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'''f14 - Title1''' - Job title for Contact1 in file.
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'''f16 - Address1b''' - Home street address (Address1 line)
  
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'''f15 - AcctCode''' - Enter the customer ID for this customer's record on an outside accounting system.  Updates the Acct. Cust Code value in the Bill To record. Alternatively, can be used as a miscellaneous code entry for reporting.  Allows 6 alphanumeric digits.
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'''f17 - Address2b''' - Home suite or apartment number (Address2 line)
  
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'''f16 - CustCat''' - Customer Transaction Category. This must match a value in the CUSTCAT rule.
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'''f18 - Address3b''' - Home additional address details (Address3 line)
  
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'''f17 - CommentCode''' - Customer Comment Code. Must match a value in the CUSTCOMM rule.
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'''f19 - Cityb''' - Home city
  
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'''f18 - DNECredit''' - Enter a 'y' if nobody is allowed exceed the customer's credit limit. This checks the 'Do Not Exceed' box in the BillTo record.
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'''f20 - Stateb''' - Home two-character postal code
  
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'''f19 - Credit Hold''' - Enter a 'y' if the customer is currently on credit hold. This checks the 'Credit Hold' box in the BillTo record.
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'''f21 - Countryb''' - Home country code
  
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'''f20 - ShipVia''' - Shipping method. This is only applicable for Ship To records. This must match a value in the SHIPVIA rule.
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'''f22 - Address1a''' - Business street address (Address1 line)
  
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'''f21 - MiscCode''' - Updates the Misc Code in the BillTo and the SoldTo records. Accepts 10 character max.
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'''f23 - Address2a''' - Business suite or apartment number (Address2 line)
  
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'''f22 - SP''' - Salesperson's name. This must match the full name of a contact with the Salesperson attribute.
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'''f24 - Address3a''' - Business additional address details (Address3 line)
  
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'''f23 - Terr''' - Sales Territory. This must match a value in the TERR rule.
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'''f25 - Citya''' - Business city
  
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'''f24 - Pgroup''' - Customer Pricing Group. This must match a value in the ENTGRP rule.
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'''f26 - Statea''' - Business two-character postal code
  
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'''f25 - Contact2''' - Contact 2 name.
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'''f27 - ZipCodea''' - Business zip code
  
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'''f26 - Email2''' - Contact 2 email address.
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'''f28 - Countrya''' - Business country code
  
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'''f27 - Phone2''' - Contact 2 primary phone number.
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'''f29 - Salutation''' - Contact salutation, such as Mr., Mrs., or Dr.
  
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'''f28 - Title2''' - Contact 2 job title.
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'''f30 - ZipCodeb''' - Home zip code
  
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'''f29 - Contact3''' - Contact 3 name.
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'''f31 - DefCont''' - Enter a 'Y' in this column to check the 'Default Contact' field.  This will not update the contact name on the organization screen.  
  
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'''f30 - Email3''' - Contact 3 email address.
 
  
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'''f31 - Phone3''' - Contact 3 primary phone number.
 
  
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'''f32 - Title3''' - Contact 3 job title.
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==Contact Import Reconciliation==
  
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'''f33 - Contact4''' - Contact 4 name.
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Reconciling imported data should begin with spot-checking several records field-by-field for complete data import.  Pick records from the source file that have the most data columns filled in.  Verify that all source file data fields imported correctly and display as expected.
  
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'''f34 - Email4''' - Contact 4 email address.
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Verify that all phone numbers and phone codes imported as expected. Spot-check several phone1 through phone4 records.
  
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'''f35 - Phone4''' - Contact 4 primary phone number.
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Verify that all records have the expected attributes assigned and that the attribute screens load as expected.  
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'''f36 - Title4''' - Contact 4 job title.
 
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'''f37 - Country''' - Name of country.
 
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'''f38 - AcctMgr''' - Account Manager's name. This must match the full name of a contact with the Account Manager attribute.
 
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'''f39 - DefShipTo''' - Enter a 'y' if this record is the default shipping location.
 
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'''f40 - TaxExemptNum''' - Tax Exempt number.
 
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'''f41 - Discount''' - ?
 
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'''f42 - ARAcct''' - Updates the AR GL Account number in the BillTo record.  Used to override the the default AR account.
 
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'''f43 - InvForm''' - Updates the Invoice Form drop-down in the BillTo attribute, if the customer has a specific form that should be defaulted. Must match a value in the INVFORM rule.
 
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'''f44 - CreditLimit''' - Updates the customer's credit limit in the BillTo record.
 
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'''f45 - AcctNumber''' - The account number associated with their shipping/freight company.  Updates the Account Number field in the ShipTo record.
 
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'''f46 - FOB''' - The default FOB terms. This is only applicable for Ship To records. This must match a value in the FOB rule.
 
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'''f47 - Freight''' - Freight payment terms. This is only applicable for Ship To records. This must match a value in the FREIGHT rule.
 
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'''f48 - OneWayDT''' - One way drive time (in minutes). Only applicable to Ship To records.
 
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'''f49 - OneWayMile''' - One way drive mileage. Only applicable to Ship To records.
 
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'''f50 - BilledDT''' - Billed Drive Time. Only applicable if a Ship To and if you bill separately/differently for drive time.
 
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'''f51 - Latitude''' - Numerical Latitude value, up to 5 decimals. Only applicable to Ship To records.
 
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'''f52 - Longitude''' - Numerical Longitude value, up to 5 decimals. Only applicable to Ship To records.
 
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'''f53 - WorkCat''' - Default work category for the Ship To. This must match a valid code entry in the WORKCAT rule.
 
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'''f54 - DefWhse''' - Name of the default shipping warehouse. This must match a warehouse name that's been set up in the Warehouses screen.
 
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'''f55 - KeyMap''' - Key Map number of the Ship To.
 
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'''f56 - CrossStreet''' - Name of the intersecting cross street for the Ship To.
 
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'''f57 - TaxTable''' - Sets the Tax Table value in the ShipTo record in the format 77777A. This field is not required.  Leave this field blank to allow the tax table to be filled in by the Ship To Tax Table Update.
 
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'''f58 - TaxRate''' - Sets the TaxRate %% in the ShipTo record.  This field is no longer used. Leave this field blank to allow the tax table to be filled in by the Ship To Tax Table Update.
 
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'''f59 - County''' - No longer used. You can leave this field blank.
 
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'''f60 - KeyNumber''' - The key to use for this ShipTo location. Only applicable if a Ship To and you need a specific key to unlock a door/gate. Accepts 20 characters alphanumeric.
 
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'''f61 - Combo''' - The lock combination to use for this ShipTo location. Only applicable if a Ship To and you need a lock combination to gain access. Accepts 20 characters alphanumeric.
 
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'''f62 - MiscCode2''' - Updates the Misc Field in the ShipTo record.  Accepts 99 characters alphanumeric.
 
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'''f63 - IsBillTo''' - Enter a 'y' if this organization should be established with a BillTo attribute.
 
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'''f64 - IsSoldTo''' - Enter a 'y' if this organization should be established with a SoldTo attribute.
 
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'''f65 - IsShipTo''' - Enter a 'y' if this organization should be established with a ShipTo attribute.
 
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'''f66 - BillToCI''' - Organization ID (Custno) of child customer (Bill To). This will make the line record a Bill To parent of the child organization entered in this field.
 
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'''f67 - SoldToCI''' - Organization ID (Custno) of child customer (Sold To). This will make the line record a Sold To parent of the child organization entered in this field.
 
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'''f68 - ShipToCI''' - Organization ID (Custno) of child customer (Ship To). This will make the line record a Ship To parent of the child organization entered in this field.
 
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'''f69 - BillToPI''' - Organization ID (Custno) of parent customer (Bill To). This will make the line record a Bill To child of the parent organization entered in this field.
 
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'''f70 - SoldToPI''' - Organization ID (Custno) of parent customer (Sold To). This will make the line record a Sold To child of the parent organization entered in this field.
 
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'''f71 - ShipToPI''' - Organization ID (Custno) of parent customer (Ship To). This will make the line record a Ship To child of the parent organization entered in this field.
 
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'''f72 - WebSite''' - Organization Website address
 
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'''f73 - GShipTo''' - Enter a 'y' if the Ship To can be used by every customer. Typically used for customer pick up locations.
 
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'''f74 - Address3''' - Physical Address 3
 
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'''f75 - mAddress1''' - Mailing Street Address
 
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'''f76 - mAddress2''' - Mailing Address 2 (apt/suite number)
 
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'''f77 - mAddress3''' - Mailing Address 3
 
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'''f78 - mCity''' - Mailing City
 
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'''f79 - Mstate''' - Mailing State
 
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'''f80 - mZipCode''' - Mailing Zip Code
 
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'''f81 - Mcoutry''' - Mailing Country
 
  
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'''f82 - Zone''' - Updates the organization Zone entry.  Must match a valid Zone Code entry from the LZONE rule.
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Manually update any attributes as needed.  
  
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'''f83 - adduser''' - Allows you to set the adduser in the database from the import file.
 
  
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'''f84 - adddate''' - Allows you to override the system adddate with an entry in the import file.
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==Contact Import Additional Steps==
  
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'''f85 - custclass''' - Updates the SoldTo Cust Class entry.  Must match a valid code from the CUSTCLASS rule.
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There are no additional steps needed to complete the Contact import.
  
  
  
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==Customer Import Reconciliation==
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==Contact Import Database Tables==
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Reconciling imported data should begin with spot-checking several records field-by-field for complete data import.  Pick records from the source file that have the most data columns filled in.  Verify that all source file data fields imported correctly and display as expected.
 
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Verify that all Salesperson (SP) values imported correctly.  Misspelled names will not import.
 
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Verify that all rule-based fields import and display correctly:
 
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*Terms
 
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*CustCat
 
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*CommentCode
 
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*ShipVia
 
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*Zone
 
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*CustClass
 
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Verify that all records have the expected attributes assigned and that the attribute screens load as expected.
 
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 +
Importing contact records can affect the following databases:
  
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==Customer Import Additional Steps==
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'''VCONTACT''' - Each imported user is assigned a unique CONTID value. This is the keyno. Each CONTID is linked to a CUSTID, which matches the ENTID keyno from the ENT table.
  
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Once all data has been imported and reconciled, there are two steps that must be completed to complete the customer record setups.
+
'''USERID''' - Nothing gets automatically created in this table from the contact import, but if you edit and save the User in Adjutant screen, it will create a table entry.
  
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* Run the Update Blank County Records (UPDATECOUNTY) process to fill in the Organization County fields from the latest county tax table data.  The [http://www.abiscorp.com/faq/index.php?title=Sales_Tax_and_Zip_Code_Setup_Guide Sales Tax Update] process should be completed before this step.  
+
'''RTRESOURCE''' - Similar to USERID, nothing gets automatically created in this table unless you edit and save the Resource screen.  
  
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* Run the Update Blank Ship To Tax Tables (UPDATESHIPTOTAX) process to fill in Ship To Tax Tables from the latest tax table data.
+
'''PCXREF''' - Each attribute record will also create an entry in this table. The PTABLE value for all of these should be CONTACT, and the TYPE value should match the attribute name from Text1 of the associated attribute rule. The PARENTID and CHILDID values will correspond to CONTIDs from the VCONTACT table.
  
 +
'''CPHONE''' - Imported phone number details are stored in this table with a unique KEYNO tied to the CONTID of the linked Contact.
  
  
  
 
[[Category: Address Book]]
 
[[Category: Address Book]]
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[[Category: Conversion Guides]]
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[[Category: Import Guides]]

Latest revision as of 09:01, 16 May 2019

General Data Import Notes

Refer to the Data Import General Information page for information and guidance on general import timeline, formatting import templates, as well as how to ensure you are using the most current template information for data imports.


Contact Import Notes

Timing and Preparation

All Address Book setup items should be completed prior to beginning the Contacts, Customer, and Vendor imports. The Address Book Setup Guide covers all of the Rule Maintenance records that should be completed prior to importing customer, vendor and contact records.

Internal Contacts such as employees or other contacts linked to the parent organization should be imported first. User records, resource records, salespersons, account managers, buyers, and project attributes should be established for employee records prior to importing the Organization (Customer and Vendor) records. Both the Customer and Vendor imports can link the employee records, such as salespersons, directly to the organizations if the employee contact records exist beforehand.

Both the Customer and Vendor import templates can create and link up to 4 contacts per organization. In many cases, this will be enough to complete the basic Contact imports for most organizations. For organizations with more than 4 contacts, a separate Contact import will be required.


General Notes

Phone Numbers - It is best practice to follow a set pattern for the 4 phone number codes that can be imported. Using the codes from the Contact Phone Codes (PHONECODES) rule, establish a consistent pattern for coding all imported phone number. For example, all Phone1 Codes should be Cell(CE), all Phone2 codes should be Home(HO), and so on. Ideally, the order of the phone codes should match the order set in the rule.

Contact Attributes - The contact import process can attach all of the required contact attributes during the import process. However, it is important to know that each attribute selected during the import process will be applied to ALL contacts imported on that import process. The contact import file may need to be split into several separate import files, and run in batches, if unique attributes are needed for certain groups of contacts.

Address Data - Addresses will not automatically pull from the associated Custno. The AddressA (Business) details must exist in the import file in order to get created with the contact record.


Contact Import File Data Scrubbing

Every customer's data will have different issues that need addressing. SOme of the issues will not make themselves visible until after the data has been imported and is in use during parallel testing. This is why it is critically important to perform an early import, and keep accurate notes on issues that need to be addressed on a supplemental import, or for a complete re-import. Some common things that need attention during contact data scrubbing include:

  • Address Standardization - Standardize the data in the address2 and address3 fields for all records. For example, if you see suite numbers in both address2 and address3, try to move them all to address2. Sort the file by address columns and try to correct spelling issues in city. Standardize the state codes and fill in any obvious missing or incomplete entries.
  • Email Addresses - Move any email addresses from incorrect data columns to the correct email data column. Look for any obvious email format issues like missing the '.com' or misspelled common email domains.
  • Phone Numbers - Make sure phone numbers are complete, with area code if possible. Discuss any incomplete phone number details with customer prior to import. Provide a list of phone numbers that may not import, or may import but will be unusable.
  • Invalid Data - Address any invalid, incomplete, or otherwise bad data with the customer as soon as possible. Avoid importing and perpetuating bad data. Give the customer an opportunity to fix any data prior to import. We don't want to carry forward any bad habits or bad records if we have a chance to avoid it.


Contact Import Screen (IMPORTCONTACT)

Menu Location: Transaction>>Importers/Exporters>>Address Book>>Contact Import

IMPORTCONTACT.png


File Name/Browse: Use the Browse button to locate and select the completed contact import template file (in XLS format)

Export Template: Generates a blank Contact Import template file

Map Fields: Fields must be mapped prior to importing. If no changes have been made to the column headings, the mapping screen should show all green, and you can click OK to continue. If any of the Input Field Name columns on the left are red, single-click on the line on the left column, and then double-click the desired mapped field in the right column to complete the mapping. Repeat for any red lines on the left that should be mapped. If there are additional columns in the source file that should NOT be mapped, they can be left unmapped (displayed in red). Mandatory fields will require that they be mapped before clicking OK.

Contact Attributes: Select any attributes that should be assigned to ALL contact records in the import file.

Overwrite Duplicates Selecting this box will attempt to match import records to existing records using the contact full name and the organization Custno. Matched records will update the existing record with data from the import file. Blank import file fields on matched records will overwrite and clear out existing data.

Contact Import File Definitions

f1 - Custno - Adjutant Organization ID for the associated company record

f2 - FirstName - Contact first name

f3 - MiddleName - Contact middle name or initial

f4 - LastName - Contact last name

f5 - Phone1Num - Primary phone number. The import process will attempt to standardize all 10-digit numbers as (###) ###-####. Phone numbers 1-4 will not import without a valid, corresponding phone code 1-4 specified in the adjacent column.

f6 - Phone1Code - A two-digit code that defines the phone type. The code corresponds with the PHONECODE rule in Adjutant. Typical examples are OF for office, FA for Fax, MO for Mobile, HO for Home. Check your rule setup to be sure of what should be entered here.

f7 - Phone2Num - Second phone number. The import process will attempt to standardize all 10-digit numbers as (###) ###-####. Phone numbers 1-4 will not import without a valid, corresponding phone code 1-4 specified in the adjacent column.

f8 - Phone2Code - A two-digit code that defines the phone type. The code corresponds with the PHONECODE rule in Adjutant. Typical examples are OF for office, FA for Fax, MO for Mobile, HO for Home. Check your rule setup to be sure of what should be entered here.

f9 - Phone3Num - Third phone number. The import process will attempt to standardize all 10-digit numbers as (###) ###-####. Phone numbers 1-4 will not import without a valid, corresponding phone code 1-4 specified in the adjacent column.

f10 - Phone3Code - A two-digit code that defines the phone type. The code corresponds with the PHONECODE rule in Adjutant. Typical examples are OF for office, FA for Fax, MO for Mobile, HO for Home. Check your rule setup to be sure of what should be entered here.

f11 - Phone4Num - Fourth phone number. The import process will attempt to standardize all 10-digit numbers as (###) ###-####. Phone numbers 1-4 will not import without a valid, corresponding phone code 1-4 specified in the adjacent column.

f12 - Phone4Code - A two-digit code that defines the phone type. The code corresponds with the PHONECODE rule in Adjutant. Typical examples are OF for office, FA for Fax, MO for Mobile, HO for Home. Check your rule setup to be sure of what should be entered here.

f13 - Email1 - Primary email address, typically the work address

f14 - Email2 - Secondary email address. This is typically a personal email address or text messaging address.

f15 - Job Title - Contact job title

f16 - Address1b - Home street address (Address1 line)

f17 - Address2b - Home suite or apartment number (Address2 line)

f18 - Address3b - Home additional address details (Address3 line)

f19 - Cityb - Home city

f20 - Stateb - Home two-character postal code

f21 - Countryb - Home country code

f22 - Address1a - Business street address (Address1 line)

f23 - Address2a - Business suite or apartment number (Address2 line)

f24 - Address3a - Business additional address details (Address3 line)

f25 - Citya - Business city

f26 - Statea - Business two-character postal code

f27 - ZipCodea - Business zip code

f28 - Countrya - Business country code

f29 - Salutation - Contact salutation, such as Mr., Mrs., or Dr.

f30 - ZipCodeb - Home zip code

f31 - DefCont - Enter a 'Y' in this column to check the 'Default Contact' field. This will not update the contact name on the organization screen.


Contact Import Reconciliation

Reconciling imported data should begin with spot-checking several records field-by-field for complete data import. Pick records from the source file that have the most data columns filled in. Verify that all source file data fields imported correctly and display as expected.

Verify that all phone numbers and phone codes imported as expected. Spot-check several phone1 through phone4 records.

Verify that all records have the expected attributes assigned and that the attribute screens load as expected.

Manually update any attributes as needed.


Contact Import Additional Steps

There are no additional steps needed to complete the Contact import.


Contact Import Database Tables

Importing contact records can affect the following databases:

VCONTACT - Each imported user is assigned a unique CONTID value. This is the keyno. Each CONTID is linked to a CUSTID, which matches the ENTID keyno from the ENT table.

USERID - Nothing gets automatically created in this table from the contact import, but if you edit and save the User in Adjutant screen, it will create a table entry.

RTRESOURCE - Similar to USERID, nothing gets automatically created in this table unless you edit and save the Resource screen.

PCXREF - Each attribute record will also create an entry in this table. The PTABLE value for all of these should be CONTACT, and the TYPE value should match the attribute name from Text1 of the associated attribute rule. The PARENTID and CHILDID values will correspond to CONTIDs from the VCONTACT table.

CPHONE - Imported phone number details are stored in this table with a unique KEYNO tied to the CONTID of the linked Contact.

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