Khaos Control Cloud Data Import Mapping - Customers / Suppliers

Khaos Control Cloud Data Import Mapping - Customers / Suppliers

Information

This page contains the field mapping requirements for customer and supplier imports.
This page is also available to download as a PDF from the attachments tab.
An example Customer / Supplier import file is available on the attachments tab. It should be noted that where a company has more than one address or contact then you MUST enter a COMPANY_CODE (URN) for the parent company.

WARNING

Running a customer / supplier import multiple times will result in duplicates unless COMPANY_CODE has been defined.

MANDATORY FIELDS

The following fields are MANDATORY and must be filled in or the import will fail:
  1. COMPANY_NAME
  2. ADDRESS:ADDRESS1
  3. ADDRESS:TOWN
  4. ADDRESS:POSTCODE
  5. ADDRESS:COUNTRY2_CODE
If you need to run an import more than once then the mandatory fields MUST be filled in.

All YES/NO fields should be done as Boolean values. YES = -1, NO = 0 

 

FIELD NAME

MANDATORY

DESCRIPTION

TYPE

FIELD LENGTH


COMPANY_NAME



YES



The name of the company being setup. In the case of a retail customer this can be the Title, Forename and Surname.



FREE TEXT



100



ADDRESS:ADDRESS1



YES



The first line of the address information.



FREE TEXT



35



ADDRESS:TOWN



YES



The town associated with the address being saved.



FREE TEXT 



35



ADDRESS:POSTCODE



YES



The address postcode.



FREE TEXT



10



ADDRESS:COUNTRY2_CODE



YES



The 2-character country code for the address. GB for the United Kingdom.



FREE TEXT



2



COMPANY_CODE



NO 
(see note)



Use this to optionally define the unique reference number for the company record. 
Note: If importing multiple contacts against one company this is mandatory


FREE TEXT



30



COMPCLASS_ID



NO



The name of the classification of the company as defined in [System Data | Company Classes] – CASE SENSITIVE



FREE TEXT



15



CTYPE_ID



NO



The type of company as defined in [System Data | Company Types]



FREE TEXT



15



ADDRESS:ADDRESS2



NO



The second line of the address information.



FREE TEXT



35



ADDRESS:LOCALITY



NO



The third line of the address information, or the locality of the address.



FREE TEXT



35



ADDRESS:COUNTY



NO



The address county.



FREE TEXT



35



ADDRESS:FAX



NO



A generic address level fax number.



FREE TEXT



25



ADDRESS:PREF_DELADDRESS



NO



Whether the address is the preferred delivery address.



YES/NO



5



ADDRESS:TELEPHONE



NO



A generic address level telephone number.



FREE TEXT



25



ADDRESS:EMAIL



NO



A generic address level email address.



FREE TEXT



225



CONTACT:TITLE



NO



The title of the individual contact.



FREE TEXT



40



CONTACT:FULL_NAME



NO



Use this if your contact name is in a single column and the import will try to split it into Title, Forname, Surname.



FREE TEXT



255



CONTACT:FORENAME



NO



The forename of the individual contact.



FREE TEXT



100



CONTACT:SURNAME



YES



The surname of the individual contact.



FREE TEXT



100



CONTACT:TEL1



NO



The contact’s telephone number.



FREE TEXT



25



CONTACT:FAX1



NO



The contact’s fax number.



FREE TEXT



25



CONTACT:EMAIL



NO



The contact’s email address.



FREE TEXT



225



CONTACT:EMAIL_SUBSCRIBER



NO



Is this contact an email list subscriber.



YES/NO



5



CONTACT:JOB_TITLE



NO



The contact’s job title.



FREE TEXT



200



CONTACT:PREF_DELCONTACT



NO



Whether the contact is the preferred delivery contact.



YES/NO



5



CONTACT:PREF_INVCONTACT



NO



Whether the contact is the preferred invoice contact.



YES/NO



5



CONTACT:DATAPROT_ID



NO



The data protection level of the individual contact. Use the values you have specified in [System Data | Data Protection]. 
An example of such a value would be, "Our use and any 3rd parties"


FREE TEXT



15



OTHER_REF



NO



Another reference that can be populated for the company record being setup.



FREE TEXT



50



WEB_SITE



NO



The company’s website.



FREE TEXT



50



AGENT_ID



NO



Default agent of the company as defined in [System Data | Agents].



FREE TEXT



15



COMPANY_STATEMENT_NOTE



NO



A note which will associate with the company statements.



FREE TEXT



255



COMPANY_INVOICE_NOTE



NO



A note which will associate with invoices raised for this company.



FREE TEXT



255



COMPANY_PICKINGLIST_NOTE



NO



A note which will associated with the picking and delivery note reports for this company.



FREE TEXT



255



BANKACCOUNT_NAME



NO



The name of the company’s bank.



FREE TEXT



35



BANKACCOUNT_NUMBER



NO



The bank account number for the company.



FREE TEXT



15



BANKACCOUNT_CODE



NO



The sort code for the company.



FREE TEXT



10



CREDIT_AMOUNT



NO



The amount of credit on sales to be extended to the company.



NUMERIC



20



CURRENCY_ID



NO



The name of the currency as defined in [System Data | Currencies].



FREE TEXT



4



DATAPROT_ID



NO


The data protection level of the company. Use the values you have specified in [System Data | Data Protection].

An example of such a value would be, "Our use and any 3rd parties"


FREE TEXT



15



EC_COMPANY



NO



Companies that are marked as true will have their tax values posted into the EC portion of the tax register and appear in the relevant EC sections of the VAT Return.


YES/NO



5



PROFORMA



NO



Indicates if the customer is a proforma customer.
This is a customer only value, it is not available for suppliers.



YES/NO



5



TAX_REFERENCE



NO



The VAT Reference number for the company.



FREE TEXT



20



TERMS_ID



NO



This should read either "Invoice Date", "Month End" or "Months".


FREE TEXT


12



TERMS_PERIOD



NO



Related to the terms ID. Usually the number of days/months, depending on your ID selection above.



NUMERIC



10



VEN_REFERENCE



NO



The company’s vendor reference.



FREE TEXT



20



SUPPLIER



NO



Whether this is a supplier (-1), or a customer (0).



YES/NO



5



POCODE_REQUIRED



NO



If true, Khaos Control Cloud will not allow a Sales Order to be saved unless a Purchase Order reference has been entered into the appropriate field. This is a customer only value, it is not available for suppliers.



YES/NO



4



DISCOUNT



NO



A percentage discount to apply to Sales Orders by default.
You should not enter a % symbol in this field


NUMERIC



20



All YES/NO fields should be done as Boolean values. YES = -1, NO = 0 

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