Importing Customers and Vendors

Webrino comes with a Wizard that allows a privileged user such as the site administrator to import existing customer or vendor data from a CSV (comma separated values) file. CSV files are fairly easy to create using tools such as Microsoft Excel -- Just select "Save As" and choose the file format as CSV. The import wizard load data from the CSV into the Webrino database as long as the CSV is in a specific format as described below. Each column corresponds to a particular field:

 

Importing Companies

 

Download the Companies CSV template for importing Customer & Vendor Companies.

The spreadsheet format is described below with Column A being the left-most column, Column B the one to the right of Column A and so on. All columns are mandatory unless specified otherwise. If any field contains a comma, ensure that the field contents is within double quotes (if you're using Microsoft Excel then this is done automatically):

  • Column A: Should be the keyword: "customer" or "vendor" or "hybrid"
  • Column B: Full name of the organization. Eg: Webrino Business Software LLP
  • Column C: Full postal address of the organization. If there are commas within the address, make sure that the whole field is wrapped within quotes. For example: "18th Cross, Malleshwaram" This ensures that the comma inside the quotes is not considered as the CSV field delimiter. The same technique can be applied to any other column or field described here. If you're using Microsoft Excel then Excel automatically encloses fields containing commas with double quotes.
  • Column D: City of operation. Eg: Bangalore
  • Column E: State of operation. It is recommended to use the full state's name. Eg: Karnataka
  • Column F: Country of operation. Eg: India
  • Column G: Pin code, or in the case of international customers, the appropriate postal code or zip code. Eg: 560017
  • Column H: Phone number of the organization. This is usually the land-line number or switchboard number. Eg: +91 80 5678 9012
  • Column I: Email address of the organization. Eg: contact@organization.com
  • (Optional) Column J: Tax Identification of the organization (TIN number).
  • (Optional) Column K: Website of the organization. If the http prefix is missing, it is automatically added by the Wizard.
  • (Optional) Column L: Alternative phone number of the organization.
  • (Optional) Column M: Alternative email address of the organization.
  • (Optional) Column N: Fax number of the organization.
  • (Optional) Column O: Relationship assigned to your business by the organization you're currently adding in this row.
  • (Optional) Column P: Labels to associate with this organization, separated by semicolons.

To import companies, choose the following in the Webrino menu:

Administration > Wizards > Import Customer & Vendor Companies

 

Importing Contacts

 

Download the Contacts CSV template for importing Customer & Vendor Contacts.

The spreadsheet format is described below with Column A being the left-most column, Column B the one to the right of Column A and so on. All columns are mandatory unless specified otherwise. If any field contains a comma, ensure that the field contents is within double quotes (if you're using Microsoft Excel then this is done automatically):

Contacts with an Associated Company

  • Column A: Should be the keyword: "customer" or "vendor" or "hybrid"
  • Column B: Full name of the contact. Eg: B. Suresh Kumar
  • Column C: Full name of the organization. Eg: Webrino Business Software LLP (Note: if this company doesn't exist in Webrino, the contact is not imported)
  • Column D: Designation of the contact. Eg: Managing Director

Contacts without any Associated Company

  • Column A: Should be the keyword: "customer" or "vendor" or "hybrid"
  • Column B: Full name of the contact. Eg: B. Suresh Kumar
  • Column C: empty (not associated with any company)
  • Column D: Designation of the contact. Eg: Independent Consultant

Common Columns (optional)

  • (Optional) Column E: Phone number of the contact. This is usually the mobile number. Eg: +91 9876543210
  • (Optional) Column F: Email address of the contact. Eg: b.suresh.kumar@organization.com
  • (Optional) Column G: Alternative phone number of the contact.
  • (Optional) Column H: Alternative email address of the contact.
  • (Optional) Column I: Fax number of the contact.
  • (Optional) Column J: Tax Identification of the contact (PAN number).
  • (Optional) Column K: Website of the contact. If the http prefix is missing, it is automatically added by the Wizard.
  • (Optional) Column L: Full postal address of the organization. If there are commas within the address, make sure that the whole field is wrapped within quotes. For example: "18th Cross, Malleshwaram" This ensures that the comma inside the quotes is not considered as the CSV field delimiter. The same technique can be applied to any other column or field described here. If you're using Microsoft Excel then Excel automatically encloses fields containing commas with double quotes.
  • (Optional) Column M: City of operation. Eg: Bangalore
  • (Optional) Column N: State of operation. It is recommended to use the full state's name. Eg: Karnataka
  • (Optional) Column O: Country of operation. Eg: India
  • (Optional) Column P: Pin code, or in the case of international customers, the appropriate postal code or zip code. Eg: 560017
  • (Optional) Column Q: Relationship assigned to your business by the organization you're currently adding in this row.
  • (Optional) Column R: Labels to associate with this contact, separated by semicolons.

To import contacts, choose the following in the Webrino menu:

Administration > Wizards > Import Customer & Vendor Contacts