Introduction

The Accounts Import Wizard is an easy-to-use tool that allows you to import data from a third party system. The accounts and contact people are stored in comma-separated values (CSV) format or Microsoft Excel files, and then imported using the wizard to the account cards in Exact Synergy Enterprise. For more information, see Importing Accounts.

This document provides detailed explanations on how the Accounts Import Wizard works.

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Description

This document is divided into the following sections for better viewing:

• Creating accounts
• Updating accounts

Creating accounts

The tables depict examples of information that is in the source file. The numbers of accounts and/or contact people that will be created are based on the information available.

Scenario 1

The information on the account code determines the number of accounts to be created. In this case, two accounts will be created:

• Account with the name “LadyBug”, with Allan Smith and Bryan Hue as the contact people:

  o    The information for the contact person in the first line of the source file will always be the main contact person for the particular account. In this case, the main contact person for this account is Allan Smith.

  o    The information for the account in the first line of the source file will always take precedence. In this case, the account is created with the name “LadyBug”.

• Account with the name “Sunshine”, with Mark Johnson as the contact person.

Scenario 2

Without information on the account code, the factors that determine the number of accounts to be created are the account name and city. In this case, two accounts will be created:

• Account with the name “Billy Bear” located in Delft, with Dick Jong and Lukas Jong as the contact people.
• Account with the name “Crystal Clear” located in Rotterdam, with Matt Hoffman as the contact person.

Scenario 3

Without information on the account code and city, the factor that determines the number of accounts to be created is the account name. In this case, two accounts will be created:

• Account with the name “Billy Bear”, with Dick Jong and Lukas Jong as the contact people.
• Account with the name “Crystal Clear”, with Matt Hoffman as the contact person.

Scenario 4

In this case, three accounts will be created:

• Account with the name “Billy Bear” and is located in Delft, with Dick Jong as the contact person.
• Account with the name “Billy Bear” with Lukas Jong as the contact person.
• Account with the name “Crystal Clear” and is located in Rotterdam, with Matt Hoffman as the contact person.

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Updating accounts

When performing the import process, the wizard will determine if the accounts already existed. If they do, the wizard will allow you to select the account that you would want to update the information to. Updating of existing accounts will only happen if the information on the account code is included in the source file. Otherwise, the wizard will treat it as a creation of accounts. Meanwhile, updating of existing contact is based on the account code, contact first name, contact middle name, and contact last name.

The tables depict examples of information that is in the source file. How the accounts and/or contact people are updated will be based on the information available.

Scenario 1

If a new contact person is imported after the account is created, the new contact person will not be the main contact person.

Scenario 2

Based on the table from Scenario 1 – Creating accounts, the information on account name is not provided and the job description has been changed as per the following:

In this case, Bryan Hue’s job description is updated to "Marketing manager". However, the account name will remain as “LadyBug”, and will not be updated to a blank name.

Scenario 3

Based on the table from Scenario 1 – Creating accounts, the account name and job description have been changed as per the following:

In this case, Bryan Hue’s job description is updated to "Marketing manager" and the account name is changed to “LadyBug Forever”.

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Related document

• Importing Accounts