Import Companies And Contacts From Microsoft Excel
Prepare The Microsoft Excel Import File
- Open a blank Microsoft Excel Spreadsheet or download the sample file referenced below.
- The first row (column names) should be labeled as shown in the table. Be sure to include the required fields. Field names do not contain any spacing within the word or before and after.
- Insert data starting at Row 2. It is recommended to have a contact (i.e. FirstName and LastName) referenced for each company record. There should be a maximum of 3K records per import file.
- Make sure the sheet name that contains the data is labeled Sheet1.
- Save the file in Excel 97-2003 format (*.xls).
- Close the file otherwise Sage Construction Management can not import the data.
Optional: Default Tax Code and Payment Terms
- Create Tax Codes in Settings | Company Settings | Taxation then reference these codes for each company in the spreadsheet under the column heading DefaultTaxCode.
- Create Payment Terms in Settings | Company Settings | Payment Terms then reference these terms for each company in the spreadsheet under the column heading DefaultPaymentTerms.
Import the File From the Contact Management View
- Click the Contact Management icon on the left menu.
- Navigate to the Active Companies row in the Stats section.
- Click the Actions button on the far right.
- Click Import From Excel option from the drop-down menu.
- Click the Choose File button to select the Microsoft Excel import file.
- After selecting the file, the data will be imported automatically.
Microsoft Excel Import Sample
- ImportCompanyContacts.xls (Company Details and Minimum Contact Info)
- ImportCompanyContactsOnly.xls (Contact Details) *
* Note: This template can be used to import your employees as well but just make sure the company reference matches the account name (aka your firm) in Sage Construction Management.
Company Fields (1st Row)
| Column Name | Required (*) | Field Type | Comments |
| CompanyCode | Text | Maximum Characters: 25 | |
| Company | * | Text | |
| ShipAddress1 | Text | Maximum Characters for ShipState = 15 | |
| ShipAddress2 | Text | ||
| ShipCity | Text | ||
| ShipState | Text | ||
| ShipPostalCode | Text | ||
| ShipCountry | Text | ||
| BillAddress1 | Text | Maximum Characters for BillState = 15 | |
| BillAddress2 | Text | ||
| BillCity | Text | ||
| BillState | Text | ||
| BillPostalCode | Text | ||
| BillCountry | Text | ||
| Phone | Text | ||
| Phone2 | Text | ||
| Fax | Text | ||
| Website | Text | ||
| DefaultPaymentTerms | Text | Entries need to exist in system before importing. | |
| DefaultTaxCode | Text | ||
| GovId | Text | For the United States, this would be the Federal Tax Id. | |
| Notes | Text | Maximum Characters: Unlimited | |
| IsBidder | Yes/No | Entries should be either Yes or No. Vendors that are often sent Invitation To Bid or RFP Package emails should have Yes denoted in this column. | |
| Type Classification Title and Division, Major, Minor, Subminor | Text | Examples: CSI 95: CSI 95Division, CSI 95Major, CSI 95Minor, CSI 95Subminor CSI 2004: CSI 2004Division, CSI 2004Major, CSI 2004Minor, CSI 2004Subminor Company Types: Company TypesDivision Multiple Classification Structures could be referenced on the spreadsheet. Also, if a Major code is going to be referenced then please include the corresponding Division column. The same logic applies to Minor and Subminor codes. | |
Contact Fields (1st Row)
| Column Name | Required (*) | Field Type | Comments |
| Salutation | Text | Prefix: Mr., Mrs., Ms. | |
| FirstName | Text | If a contact name is referenced, then FirstName and LastName are required fields. MiddleName is optional. | |
| MiddleName | Text | ||
| LastName | Text | ||
| Suffix | Text | ||
| ContactDisplayName | Text | If left blank, the system will use first name space last name as the format. Example: John Doe | |
| Title | Text | ||
| BusinessAddress1 | Text |
The Contacts Business Address can be different from the Companys Ship or Bill
Address shown below. If Business Address fields are not listed in the spreadsheet
or that there is no data in those fields, the Companys Ship Address will be used
as the Contact Business Address.
Maximum Characters for BusinessState = 15 |
|
| BusinessAddress2 | Text | ||
| BusinessCity | Text | ||
| BusinessState | Text | ||
| BusinessPostalCode | Text | ||
| BusinessCountry | Text | ||
| HomeAddress1 | Text | ||
| HomeAddress2 | Text | ||
| HomeCity | Text | ||
| HomeState | Text | ||
| HomePostalCode | Text | ||
| HomeCountry | Text | ||
| OtherAddress1 | Text | ||
| OtherAddress2 | Text | ||
| OtherCity | Text | ||
| OtherState | Text | ||
| OtherPostalCode | Text | ||
| OtherCountry | Text | ||
| BusinessPhone | Text | ||
| BusinessFax | Text | ||
| HomePhone | Text | ||
| HomeFax | Text | ||
| OtherPhone | Text | ||
| OtherFax | Text | ||
| MobilePhone | Text | ||
| EmailAddress | Text | ||
Employee Fields (1st Row)
The fields listed below are applicable when importing internal employee information and should not be included in the spreadsheet for client and vendor contacts.
| Column Name | Required (*) | Field Type | Comments |
| EmployeeId | Text | ||
| HireDate | Date |
Recommended date format: DD-MMM-YYYY (example: 15-Oct-2023) US supported format: MM-DD-YYYY (example: 10/15/2023) ISO supported format: YYYY-MM-DD (example: 2023-10-15) |
|
| Department | Text |