If you have existing data in other CRM systems, databases or spreadsheets, you can import it into Workbooks from a CSV file
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Transaction Documents
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Introduction to Transaction Documents
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Import Requirements
Import Requirements
When importing new records there are certain fields that are compulsory. If you don't populate these fields your import will fail. The fields required differ according to the type of records you're importing. The table below shows which fields are mandatory for which records. Take some time to check that the data you're importing contains the necessary fields. The table also shows which record types can be imported at the same time as the main record type.
Record Type |
Compulsory Fields |
Can also Import |
|---|---|---|
|
Person Name |
Contact Details Employer Campaign Membership |
|
|
Organisation Name |
Contact Details Notes Campaign Membership |
|
|
Activities - Tasks |
Priority Status Type Subject and, if the Status is 'Complete' you must also include the Completed Date |
Related Cases Related People Related Organisations Related Opportunities |
|
Activities - Meetings |
Priority Status Subject Start End |
Related Cases Related People Related Organisations Related Opportunities |
|
Priority Summary |
Activities Notes |
|
|
Person or Organisation Name |
Campaign Membership Notes Activities |
|
|
Opportunity Name Close Date |
Related People Activities Related Document Related Organisation Opportunity Line Items Notes |
|
| Quotations |
Customer Quotation Date Customer Quotation Name Document Currency Own Organisation Status |
Notes Related People Activities Related Documents Related Organisation Quotation Line Items |
| Customer Orders |
Accounting Period Customer Customer Order Date Customer Order Name Document Currency Own Organisation Status |
Related People Activities Related Documents Related Organisations Notes Customer Order Line Items |
| Invoices |
Accounting Period Customer Document Currency Invoice Date Invoice Name Own Organisation Status Tax point date |
Related People Activities Related Documents Related Organisations Notes Invoice Line Items |
| Credit Notes |
Accounting Period Customer Customer Credit Note Date Customer Credit Note Name Document Currency Own Organisation Status Tax point date |
Notes Related People Activities Related Documents Related Organisations Credit Note Line Items |
| Supplier Orders |
Accounting Period Document Currency Own Organisation Status Supplier Supplier Order Date Supplier Order Name |
Notes Related People Activities Related Documents Related Organisations Supplier Order Line Items |
|
Description (contract name) Contract Start Date Contract End Date Customer Tax Point Date (There isn't a visible Tax Point Date on a Contract record but it is used to identify the prevailing sales tax rates to be applied. We suggest you map this to the Customer Contract Date which may, or may not be the same date as the Contract Start Date.) Status* and, if you want to import the document with a Status of Posted, Sales Tax Code |
Contract Line Items Related Organisations Related People Notes |
|
|
Notes |
Subject Person or Organisation Name |
Cannot be extended to include other record types |
|
Product Code Description |
||
|
Pricing Schemes |
Name Product |
Cannot be extended to include other record types |
|
Supply Schemes |
Product Name |
Cannot be extended to include other record types |
| Marketing Campaigns | Campaign name |
Campaign Status Notes |
| People Campaign Membership |
Campaign Campaign Status Person |
Cannot be extended to include other record types |
| Sales Leads Campaign Membership |
Campaign Campaign Status Sales Lead |
Cannot be extended to include other record types |
| Organisation Campaign Membership |
Campaign Campaign Status Organisation |
Cannot be extended to include other record types |
NOTE: When importing Contracts the Status should be DRAFT, POSTED, SUSPENDED or CLOSED. (Note, these must be in capitals.) When the Contracts have been imported, Posted ones will show as ACTIVE or INACTIVE, which is derived from the start and end dates of the contract relative to the current date.
Related content
It is important to make sure that your data is correct and does not contain duplicates or errors before you try to import it into Workbooks