Import Contracts

Import Contracts is located in CRM System Settings > Contracts.

On the Import Contracts window:

If you have an Import Template setup, select it by navigating to the location.
- You can create an import template for data files that are to be loaded regularly.
- An import template (with the extension .ipt) saves the definition required to import a file - which fields, start row, formats, and the like.
- Each time you must import the data, you can use the import template instead of having to set-up the definitions each time.
Select the Source File by navigating to the location.
Indicate the type of file, whether Delimited or Fixed Width.
Enter the row number from which the import must start.
If the file contains Headings, start to import from row 2.
Indicate whether existing data must be replaced. If selected, all current data will be discarded.
Select the fields that you want to import. The order of the fields must be in the same sequence of the fields in the import file.
- Mandatory import fields display in the Columns to import field and suffixed with an asterisk (*).
- Use the Unused Column field to skip unwanted columns in the import file.
- All Lookups/Trees/UDFs must be defined before import. All records containing undefined Lookups /Trees/UDFs will be rejected and listed in the error log file.
Select Next.
Select the Column delimiter that separates the different columns within your Import file.
Select the String delimiter that indicates an alphanumeric field.
View the displayed data formats per fields, if correct - continue, else select Back and enter information on the forms.
Select Next.
Select defaults for the Contracts to be imported:
- User - Each imported Contract will be assigned to the default user.
- Team - Each imported Contract will be assigned to the default Team.
- Status - Status for each Contract imported.
- Period From and Period To - If the import file does not specify the Period From or Period To for a Contract, then the default Period From and To is used.
- Service & Support Permitted - If the import file does not specify if Service & Support is permitted for a Contract, then the default Service & Support Permitted option is used.
- Warranty - If the import file does not specify if Warranty is included on a Contract, then the default Warranty option is used.
- Rise & Fall % - If the import file does not specify if the Rise and Fall % for a Contract, then the default % is used.
- Suspend CPI Increase - If the import file does not specify if the CPI Increase is to be suspended on a Contract, then the default Suspend CPI Increase option is used.
Select the various Link fields for the fields included in the import. The link indicates which identifier is used in the import file, for example: Code, Alpha or Name:
- Location
- Organisation
- Master Contract
- Outsourced To Organisation
- Default Service Person
- Job
If Assets are covered by the Contract and included in the import file, then tick the 'Enable import Asset' option.
Select the Asset columns that are repeated in the import file for each asset.
Enter the column number in the import file that contains Comments on the Contract. You can also enter a description that are inserted ahead of the Comment, into the Contract Notes field.
Indicate if you want an error log file to be created for records not imported.
- The .log file contains detail on why the record was not imported.
- The .bad file contains all the records that were not imported. This file can be opened in for example Excel, updated as required and saved in the required format to be used for the next import.
If you want to save the definition of your import:
- Indicate the location and name for the import template (with the extension .ipt) to be created.
- Select Save.
Select Finish to process the Import.