Use the contact import in RemOnline to:
transfer your contact base from other systems;
enter the initial balance of contacts in bulk;
do mass adjustments of contact balances;
update your existing contact base in RemOnline.
Loading the contact database by entering the initial balance of contacts
If you already have a customer base in another system, you can import it to RemOnline. To do this, follow these steps:
Step 1. Go to the Contacts page and click on the Import button. Next, click the "Excel File sample" to download a sample file for importing your contacts.
Step 2. Load the downloaded Excel file and save it.
Important: you can't change the names and layout of columns in the table because RemOnline won’t be able to read and load them correctly.
One file can contain up to 5000 rows!
Let's look at the contents of the file.
Contact ID is a unique identifier for the contact.
If you create new contacts that are not recorded in the RemOnline database, leave this column empty. After downloading the file, the IDs of the contacts are generated automatically and displayed when exporting the contact database.
Name is the name of the contact. It is mandatory to fill in this column.
Surname is last name of the contact, the column is not mandatory.
Phone is the phone number of the contact, the column is not mandatory.
Please note that the number must be entered in the same format as in the file sample. If you need to add more than one number, enter them separated by a comma.
Address is the address of the contact, the column is not mandatory.
Email is the email address of the contact, the column is not mandatory. Only one email address is allowed.
Legal entity is the contact's type identifier. Indicate in the "Yes" column that the type of contact after uploading is "Company" or leave the column empty so that the type of contact is "Individual".
Supplier is the identifier of the contact type. Specify "Yes" in the column that the contact type after loading is "Supplier" or leave the column empty so that the contact type is "Buyer".
Disappointed is the identifier of the disappointed contact. Specify "Yes" in the column so that a red smiley face will always appear next to the name of this contact after it is loaded, even on the call-in card.
Notes column contains additional information in the contact's profile that is not required to be filled in.
Marketing source is the column for indication of the marketing campaign. It is not required to fill in. Please note that if you indicate an ad campaign that is not created in RemOnline, you will not be able to download the file. You can find available marketing campaigns on the Settings > Marketing page.
Discount card is a column for entering the number of the contact's discount card. It is not mandatory to fill in this column.
Discount on products in Sales is a column for setting an individual contact's discount on goods in Sales. Type in a number that means the percent of the discount. This column is not mandatory.
Please note that the value cannot be more than 100.
Discount on labors/services is a column for setting the contact's individual discount for services in work orders and invoices. Type in a number that means the percent of the discount. This column is not mandatory.
Please note that the value cannot be more than 100.
Discount on products/materials in Work Order and Invoice is a column for setting the contact's individual discount on products/materials in work orders and invoices. Type in a number that means the percent of the discount. This column is not mandatory.
Please note that the value cannot be more than 100.
Discount on products in Sales (price type) is a column for setting the contact's personal discount on products in sales. Specify the exact name of the price that will be automatically applied during the sale of this contact's items. This column is not mandatory.
Discount on products/materials in Work Order and Invoice by (price type) is a column for setting the contact's individual discount on products/materials in work orders and invoices. Specify the exact name of the price that will be automatically applied to products/materials in the work orders and invoices of the contact. This column is not mandatory.
Balance is the column for entering the initial balance of the contact.
Important: The contact's balance can be changed only if the "Can adjust contact's balance" option is ticked in the settings of the employee role.
If you are in settlement with the contact, enter 0 (zero) in this column. If the contact owes you, enter the amount of the debt with a + (plus) sign. If you owe the contact (supplier), specify the amount of the debt with a - (minus) sign.
When you enter the contact's balance in this way, the Balance tab of the contact's profile automatically creates a balance adjustment with the comment "Balance adjustment via import".
How do I add information to the custom fields using import?
If you have already set up the contact form and want to upload the information to the custom fields using import, add a column to the end of the file. Name this column the same as the custom field in the contact form.
For example, in the contact's form, the custom field "Passport data" is added.
In the import file, you need to add a column with the same name (at the end of the file, after the "Balance" column).
Step 3. After all the information is filled in, click the Attach File button and add the previously saved file.
Step 4. Click the Import button.
If the file has errors, you will see a notification. In this case, you need to fix the error in the file and re-download it.
Updating Your Existing Contact Database
Export/Import allows you to update a large amount of contact information quickly.
1. Click the Export button on the Contacts page to download an Excel file to your PC.
2. Open the downloaded file and make the necessary changes in the columns.
Important: The Contact ID column has a unique Contact ID that cannot be edited. If you change the values in this column, RemOnline will not be able to identify this contact when importing and thus create a duplicate.
3. Upload the updated file to the system using the Import button. Please note that one file can contain not more than 5000 rows.