Import Contracts

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Use the Import Contracts feature to import CRM Contracts from a file, such as comma delimited (.csv) or tab delimited (.txt). The menu item gives access to an import wizard, which guides you through the various entry fields and forms.

Load Template

An import template (with the extension .ipt) saves the import settings, enabling you to perform multiple imports without having to re-enter the detail. Navigate to the import template. The import template will be loaded. You can update the import settings.

Source File

Navigate to the source file you are about to import. Any ASCII file can be used for import.

File Type

Select one of these:

• Delimited - The source file contains characters, which indicates the individual import fields. You can use these delimiters:, Tab | Space
• Fixed Width - Columns are separated using the column size entered. You can change column size on this form.

Start import at row

Enter the row number from which the import should commence. The source file may for example have a header record as row 1, in which case you will commence import from row 2.

Replace existing records

If you select this option, then all existing records are deleted before the import is performed.

Columns Available

This column lists all fields that are available for Import. If your source file contains additional columns, use the unused column to skip these columns during import. Contact support if you require import of additional fields.

Columns to Import/Order of Columns

This column contains by default all the compulsory import fields. Select all the import fields you require from the Columns Available list. These columns are added to the Columns to import list upon selection. Use the up and down arrows to maintain the sequence of import fields. The Source file columns will be imported to the fields as specified in the Columns to Import list.

Column Delimiters

Select this to import a delimited file:

• Column Separator: The source file contains characters, which indicates the individual import fields. These characters are referred to as delimiters. Select the delimiter for the file you want to import from the dropdown list.
• Quote Enclosed Column Data: Select this option if quotes ( or ) exist in the import file to indicate Text fields. For example, Quote enclosed text may include commas, which form part of the text. These commas are not considered a column delimiter.

Column Breaks

You have selected to import a file of Fixed Width. The Column Breaks table displays all the import files, together with their length. The Start and Length columns can be maintained.

Preview of file

This table gives a preview of how the source file will be imported, allowing you to verify correctness before you proceed. The table contains the Columns to Import as column Headings. The records to be imported display in each column.

Data Formats

This table displays each Column to be imported, as well as the Type and Format of each import field.

Data Preview

This table gives a final Preview of the columns and the data to be imported per column.

Status

Select the Status to be assigned to Contracts in the import file. The import file must be split per Status.

User

Select the Assigned User for the Contracts to be imported.

Team

Select the Assigned Team for the Contracts to be imported.

Period From

Select the default Period From to use for Contracts in the import file where no Period From is specified.

Period To

Select the default Period To you wan to use for Contracts in the import file where no Period To is specified.

Service & Support Permitted

Select the default setting for the Service & Support Permitted option for Contracts in the import file where this option is not specified.

Warranty

Select the default setting for the Warranty option for Contracts in the import file where this option is not specified.

Rise&Fall%

Enter the default Rise & Fall % to use for Contracts in the import file where the Rise & Fall % is not specified.

Suspend CPI Increase

Select the default setting for the Suspend CPI Increase option for Contracts in the import file where this option is not specified.

Organisation Link

If Organisation is included in the import file, then you need to select a link field. The link field dropdown lists all the identifiers for the Organisation: Code, Alpha, Name and Business Street Address Line 1. Select the identifier used in the import file. If during import a link is non-unique, then the record will not be imported and included on the error log.

Location Link

If Location is included in the import file, then you need to select a link field. The link field dropdown lists all the identifiers for the Location: Code, Alpha and Name. Select the identifier used in the import file. If during import a link is non-unique, then the record will not be imported and included on the error log.

Master Contract Link

If Master Contract is included in the import file, then you must select a link field. The link field dropdown lists all the identifiers for the Master Contract: Code, Alpha and Description. Select the identifier that is used in the import file. If during import a link is non-unique, then the record will not be imported and included on the error log.

Outsourced To

If Outsourced To is included in the import file, then you need to select a link field. The link field dropdown lists all the identifiers for the Outsourced To Organisation: Code, Alpha and Name. Select the identifier used in the import file.

Default Service Person

If Service Person is included in the import file, then you need to select a link field. The link field dropdown lists all the identifiers for the Service Person: Alpha. Select the identifier used in the import file.

Job Link

If Job is included in the import file, then you must select a link field. The link field dropdown lists all the identifiers for the Job: Code and Description. Select the identifier used in the import file. If during import a link is non-unique, then the record will not be imported and included on the error log.

Asset Columns to Import/Order of Columns

This column contains by default all the compulsory import fields. Select all the import fields you require from the Columns Available list. These columns are added to the Columns to import list upon selection. Use the up and down arrows to maintain the sequence of import fields.

The import file needs to contain repeating columns for each Asset.

Asset Columns Available

This column lists all fields that are available for Import.

Enable import Asset

Select this option if Assets are specified for the Contract in the import file.

Notes Field

Enter this if you are importing Notes:

• Column number that contains the Notes field.
• Caption to prefix the text imported in the Notes field.

Output Options

Select one of these to indicate which processing you require an error occurs during import:

• Do not log to file: The import will abort as soon as an error occurs.
• Log to file: The import will continue regardless of errors. An Error file and a log file will be created.
• The Error file contains all records in error. Note that you can update these records as required (open the .bad file in Excel as a comma delimited file) and use for the next import.
• The log file contains details on the import, such as number of records imported.

Save Template

You can save your import settings as a Template (with the extension .ipt). You can load the template on your next import, saving manual entry. Navigate to the directory where you want to save the Import Template. Enter a name for the template and save it.

• How to Import Contacts

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