This guide covers importing and updating customer details in Netvisor using CSV files.

CONTENTS

General

Customer details can be imported into Netvisor from Excel tables or other systems. There might also be a need to update an existing customer register based on an Excel table. For these situations, the Data import function is used.

Data import -function enables importing customer details from other systems into Netvisor in CSV (Comma delimited / List separator) -format. CSV-format is a common data transfer format used when transferring data between systems. You can create a CSV-file by, for example, saving a spreadsheet file in CSV (Comma delimited / List separator). Please note that if the file name has special characters, it can cause an error when importing the file. Customer details import cannot update the customer code of existing customers. If the customer code needs to be updated, customers should be imported as new customers or use the Update customer codes function (Sales > Customer listing > Customer listing functions > Update customer codes).

The function is available for all companies without additional costs, and the user must have editing authorization for "Perustietojen hallinta" and "Perustietojen tuonti" in Accounting Function specific rights. Data import -function can be found in Netvisor from Company menu:Company menu > Data import and export > Data import

The mandatory fields in the material are:

  • Customer code (recommended)
  • Name
  • Address
  • Postcode
  • Postal address
  • Business ID (recommended)

Fields used in customer data import and update

If all compulsory information fields are not given, the import cannot be done.

Imported data Description Example
Customer code Recommended. When updating customer info, this field is used in targeting information to existing customers. 100
Name Compulsory, max 250 characters Example Customer Oy
Address Compulsory, max 80 characters Testing street 1
Postcode Compulsory, max 50 characters 00100
Postal address Compulsory, max 80 characters Helsinki
Active If the customer is passive, give value 0. If the customer is active, give value 1. If the information is not given, the default is active. 1
Discount percentage Given as a number 5
Customer group Max 50 characters, customer group must be created in Netvisor Company
Price group Price group must be created in Netvisor VIP
Internet Max 80 characters
Invoice language  
Comment Netvisor Comment-field. Max 2500 characters
Country   Finland
Payment term Payment term must be created in Netvisor 14 days net
Name extension Max 250 characters
Default seller  
Default term of delivery  
Default delivery method  
Additional address line Max 80 characters
Bank account Without blanks
Phone Max 80 characters
E-mail Max 200 characters
E-mail invoice address Max 500 characters example@test.com
Balance limit  
Fax Max 80 characters
Delivery country  
Delivery address Max 80 characters
Delivery postcode Max 50 characters
Delivery postal address Max 80 characters
Delivery office Max 250 characters
E-invoice operator If the e-invoice operator is given, the e-invoice address must be given. Maventa
E-invoice address If the e-invoice address is given, the e-invoice operator must be given. 003712345678
Business ID   1234567-8
Contact person Only one contact person can be imported
Contact person phone Max 80 characters
Contact person e-mail Max 200 characters
Standard reference   123
Private customer If it's a private customer, give value 1. Otherwise 0. If the information is not given, the default is company customer.

Here are the example files for import:

Cost objects cannot be imported with Customer data import but they can be updated for customers after import. The update can be done via Customer listing in "Edit customer details".

Customer data editing and update

You can also update and edit existing customer details using CSV import. To successfully edit customers, they must have a customer code. Customer details import cannot update the customer code of existing customers. If the customer code needs to be updated or added, customers should be imported as new customers or use the Update customer codes function (Sales > Customer listing > Customer listing functions > Update customer codes).

The mandatory fields for updating customer details are:

  • Customer code
  • Name
  • Address
  • Postcode
  • Postal address

In addition to mandatory fields, include the information you want to edit or add to the customer card. Other information on the customer card remains unchanged.

Preparing data

In the CSV file the data of one customer needs to be given on one row, each field separated in their own column. If you title the columns in the Excel file according to the list above, the columns will automatically match the fields used in Netvisor's customer card when importing data. Remove the empty columns so that if there is no information in the column, remove it completely

Format the file as text before import to avoid problem with numbers. If the file is handled with default settings, it can cause problems with numbers starting with zeros (e.g. 00130 Helsinki -> 130 Helsinki).

The format can be changed:

  1. Select the whole table
  2. Click the mouse's second button
  3. Select "Format cells"
  4. Select category "Text" (see picture below)

If you are using MAC, the format should be "Windows- comma separated (.csv)" or "Windows Comma Separated (.csv)". Newer MAC's may not have these formats and in these cases the import should be done on Windows workstation.

Steps of data import

  1. Open Company menu and find "Data import"
  2. Select the correct data type "Asiakastietojen tuonti" (see picture below, point 1) and press "Selaa..." (2)
  3. Find the file you are importing and press "Submit data" (3).
  4. The next step is to link imported fields to corresponding fields in Netvisor customer details. By pressing "Choose" (see picture below, step 1) a dropdown menu will open. From the dropdown menu you can choose what information is imported in the selected column. In the picture below the selection has been made (2) and the column includes customer code.
  5. If the imported file has column headlines by selecting "First row contains column headlines (not imported)" these headlines are not imported to Netvisor (3).
  6. After all the fields have been selected, press "Update selected fields" (4). If you are updating customer information and the customer code matches with an existing customer code, after pressing "Update selected fields", the Operation column is updated to show "Edit". Before that the Operation column always shows "Insert" even if the customer code exists in Netvisor.
  7. Green colour indicates that the imported information is correct (see picture below, step 1). Red indicates error and the row is not imported.
  8. Summary (see picture below, step 2) shows that the file has two new customers and two edited customers. "Edits" tells that the customer already exists in Netvisor. If there is a number in the "Error rows" section in the summary, these rows cannot be imported. The erroneous rows must be corrected in the CSV file and the import started from the beginning to get the data imported into Netvisor.
  9. "Reference" link (3) will redirect to the existing customer details in Netvisor (open with right mouse button in a new window).
  10. After selecting the fields, two different functions are shown:
    1. "Update only above updatable fields" - This will handle only "Edit" fields, new records are skipped in this process.
    2. "Continue to choose relation information" - This will import all new customers (Inserts) to Netvisor and also update existing ones (Edits).
  11. "Update only above updatable fields" button updates existing customer data to the customer register. After pressing "Continue to choose relation information"button, the selection of relation information continues. The linked items are:
    1. Customer group
    2. Payment term
    3. Country
    4. Invoice language
    5. E-invoice operator
    6. Price group
    7. Default term of delivery
    8. Default delivery method
    9. Default seller
  12. The fields on the CSV file will be updated to existing fields automatically. If the fields are not updated or the field has been empty in the CSV file, you can choose the field (e.g. customer group, payment term) manually from the dropdown menu. After the fields have been selected, the import is done by pressing "Save data" button.

 Keywords: Customer details, Netvisor, CSV file, Excel, Import, Customer register, Customer code


This article has been translated using an AI-based translation tool. The contents or wording of these instructions may differ from those in other instructions or in the software.

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