Bulk Upload of Customer Details

Step 1

On the Customer Account Search screen, click the Create button.

Step 2

Click the wrench button in the Customer Details section.

The following drop-down list will appear

Choose Upload Customers.

The Upload Customers pop-up module will appear. This module can be used to bulk upload your existing customer details to the KNAPS system.

Note: If you want to allow the system to upload duplicate customer names (you may have various customers with the same names), and customers who do not have email addresses, then make sure the Only upload customers with emails check-box is unticked and Allow duplicate customer names check-box is ticked (see image above).

Also, take note of the following when uploading your customer data via the Upload Customers modal:

· This upload will only create new customers and will not update existing customers.

· The options accepted in the "title" column are "Mr", "Mrs", "Ms", "Miss", "Dr".

· The Account Name must be provided. If the first name is empty, the Account Name will be used to populate the First and Last names.

· The email supplied must be a valid email address.

· The Account Limit, outstanding debits and credits are all optional but if supplied must be valid positive decimals.

· If address1 or address2 are supplied, the postcode, suburb and state must exist and be valid. The same will be validated for the delivery address.

· If no delivery address is supplied it will default to the main address.

· Customers without email addresses can optionally be ignored using the checkbox provided.

· Duplicated account names in the file can be ignored using the checkbox provided.

Step 3

Download the CSV template file to be used for the customer details upload, by clicking the Download Template button.

This CSV file shows the format in which the customer data needs to be uploaded into the system. Make sure to save the file in CSV format when completed.

Below are the column headers in the CSV file template.

Note: Some of the below columns are Mandatory (must be filled in for the purpose of this document), some are Recommended (if you have the time and resources to fill in), and others are classified as Optional.

title - Optional

account_name - Mandatory

first_name - Recommended

last_name - Recommended

email - Mandatory

mobile - Recommended

landline - Recommended

account_limit - Mandatory (this information is needed especially for debtors as KNAPS will need a reference limit for the customer's outstanding debit and/or credit. You can adjust this later on).

outstanding_debits - Mandatory

outstanding_credits - Mandatory

address1 – Recommended (House/unit number and street)

address2 - Optional

suburb - Recommended

postcode - Recommended

state – Recommended (this is equivalent to a region in New Zealand, e.g. Auckland, Northland, Waikato, etc.)

address1_delivery - Optional

address2_delivery - Optional

suburb_delivery - Optional

postcode_delivery - Optional

state_delivery – Optional

Step 4

Once the file is completed, you are then ready to start the process of uploading your bulk customer information to the system.

The Upload Customers module has an option to choose Test mode before uploading the file live to the system.

Choosing Test mode allows you to test upload the file, and see any errors that may be on the file before uploading them live to the system. Upload errors will be highlighted in Red and upload successes will be highlighted in Green

Step 5

Remember to make sure that the Only upload customers with emails check-box is unticked and Allow duplicate customer names check-box is ticked.

Click the Choose File button to upload your CSV file. Then click Upload .

Once the file has been successfully uploaded in Test mode without any errors, and is ready for Live upload, switch off the Test mode as shown below. See notes at the end of this document about common errors faced and recommended solutions.

The screen will then be switched to Live upload mode.

Now your file is ready for upload Live to the system!

After successfully loading your customer details in Live mode, you will be able to view and edit them (where required) in the Customer Account Search screen, as described earlier in this document.