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V16 Training · Getting Your Data In · Lesson 2 of 6

Import customers and suppliers

This lesson shows you how to load customers and suppliers from a spreadsheet with Data Import, step by step, without typing each one.

Getting Your Data In, lesson 2: Import customers and suppliers. 2:42, narrated, with captions. Screens come from a demo company; your own Parsimony site shows your data.

Written guide

The idea

Data Import reads a CSV or Excel file and creates the records for you. You download a template so the columns match what Parsimony expects, fill it in, attach it, check the preview, and only then start the load. The screens use example data from a demo company; nothing on them was run, saved or uploaded.

Step by step

Find the tool

  1. Open Data Import in the Data area. Each row is one load. In this example there is one, still Pending.
  2. Open it. The stages across the top are Config, Preview, Fix issues and Import.
The Data Import list with one pending load
The Data Import list with one pending load
The Config stage: Document Type, Import Type and Download Template
The Config stage: Document Type, Import Type and Download Template

The seven steps

  1. Choose the document type. Here it is Customer.
  2. Choose the import type. Insert New Records adds people who are not in Parsimony yet.
  3. Choose Download Template. A box titled Export Data opens with a file type, a Blank Template, and the fields to include. Required fields carry a red star. Tick the columns you will fill in, then use its Export button (not pressed in this lesson).
  4. Fill in the template in a spreadsheet. One row is one customer. Keep the column names as they are, and use words your site already has, such as an existing customer group.
  5. Attach the file. Drag it onto the box, or click to browse. It takes .csv or .xlsx up to 25 MB.
  6. Choose Next to see the preview. Fix any warnings in your spreadsheet, attach it again and look once more.
  7. Choose Start Import when the preview is clean.
The Export Data box with its fields and the Export button
The Export Data box with its fields and the Export button

Suppliers

Start a new Data Import and type Supplier in Document Type. Keep Insert New Records. Then follow the same seven steps; only the columns differ.

Supplier chosen as the document type
Supplier chosen as the document type

What you may see on your own site

  • The tick marks in the template box start from the fields your site marks as required, plus common ones. Your own site may list extra custom fields.
  • Customer groups, territories and similar words must already exist before you load them.

Common mistakes

  1. Changing the column names. The template's names are how Parsimony knows which column is which.
  2. Using a word your site does not have, such as a new customer group. It shows as a warning in the preview.
  3. Starting the load without reading the preview.
  4. Loading items and balances before customers and suppliers.

Check yourself

3 quick questions.

1. What do you choose first in a Data Import?

2. Why download the template?

3. The preview shows a warning beside a row. What do you do?