BokepingImport customers and vendors from a spreadsheet
Map contact fields, review duplicate names, and avoid importing opening balances twice.
In BokepingContacts → Customers or Vendors → Import
Import customers and vendors separately. A contact record stores who you do business with; it is not their complete invoice, bill, or payment history.
Prepare one row per contact
Section titled “Prepare one row per contact”Download the current template from Contacts → Customers → Import or Contacts → Vendors → Import. Use a stable Display Name, not just a person’s first name. Keep customer and vendor names distinct enough to identify the right party later.
| Field | What to check |
|---|---|
| Display Name | Required. Compare with existing contacts before importing. |
| Customer Type | Customers support Business or Individual; omitted/blank uses Business. |
| Email and phone | Use the intended business contact. Importing an address does not send an invitation or email. |
| Currency | Confirm it before creating documents for the contact. |
| Billing/shipping address | Keep city, state, country, and ZIP in their matching fields. |
| Opening balance and opening balance date | Use only when part of your agreed migration. A nonzero balance needs a date. |
For US addresses, preserve ZIP codes as text so leading zeroes survive spreadsheet editing. Do the same for phone numbers and any identifiers. Do not add formulas or spreadsheet totals as contact rows.
Small US examples
Section titled “Small US examples”Download the customer CSV example or vendor CSV example. These contain fictional USD contacts and reserved example email addresses, with no opening balances or Tax IDs. They demonstrate field mapping; they have not been committed to your company as a test import. Replace the examples before a real import.
Map, preview, and import
Section titled “Map, preview, and import”- Choose the correct contact list and Import. Check accepted file formats and size on that screen.
- Upload the file, then map its columns to the matching fields. Customer and vendor templates are separate.
- Review dates, currency, contact type, and any applied defaults in the preview.
- Inspect rows marked Duplicate. A warning is not an update to an existing contact. Do not force a same-name row through unless you intend a separate record and can distinguish it afterward.
- Resolve errors, select the intended rows, and complete the import.
- Read Results. Open the imported contacts and compare names, currency, addresses, and any opening balances with the source.
Opening balances and contractor information
Section titled “Opening balances and contractor information”Do not import open invoices/bills and also enter the same total as a contact opening balance. Choose the approach in opening balances before importing.
Vendor templates may include contractor classification, Tax ID, and W-9 status. Map only verified information and protect the source file. A masked Tax ID from an export is not a valid replacement for the underlying identifier, and a populated field is not proof of IRS verification. See 1099 review.
If only some contacts import
Section titled “If only some contacts import”Use the result list to identify the records already created. Correct and retry the failed or skipped records only after checking existing names. Do not upload the entire file repeatedly or assume it will overwrite previous records. Follow partial-import recovery.