If you need to import debtors later it is recommended that you first create an export file of the data for your debtor (customer / client) accounts in the Export option on the Setup ribbon. 

You may then import the data of your debtors in the Import option on the Setup ribbon.   

In addition to this, you may export the debtor (customer / client) accounts as a tab delimited text file from the sidebar of the Debtor (customer / client) accounts.  

You may use the filter options on the Debtor (customer / client) accounts list screen, to export only those specific debtor (customer / client) accounts that matches your filter criteria. 

You may press the Shift key and click with the mouse to select only those debtor (customer / client) accounts to include in the export file.

Once the text file is saved, you need to launch your spreadsheet application i.e Excel, OpenOffice, LibreOffice, Ultra Office, etc. 

Create Export file

By default, debtor (customer / client) accounts, which is disabled on the Accounting information tab, will not be included in the Export file. 

To include disabled (blocked) debtor (customer / client) accounts, you need to click on the "Show disabled" field and click on the Filter button.

debtors-export-text-button-save-as

The "Save as type" option is not available. 

By default, the export file will automatically be exported as a Text (*txt) file type. 

This should automatically open the exported text file of your system's default text file program associated with Text file type (*.txt) file types (e.g. Notepad, etc). 

You need to close the exported text file and launch your spreadsheet program. In your spreadsheet program, Open the text file to launch the "Text Import" options.

The exported text file will automatically be opened in your system's default text editor (e.g. "Notepad" as in this example): 

debtors-export-button-text-file-notepad

Close the text file.

Open the exported text file in Spreadsheet

Once the text file is saved, you need to launch your spreadsheet application i.e Excel, OpenOffice, LibreOffice, Ultra Office, etc. 

 If you do not enter and save the Export.txt file name, you may replace existing (previously exported) files. 

If the exported Text (*txt) file is opened (active), and you are trying to open the export file with the same name, a similar error message as the following will be displayed:

Cannot create file "D:\Export\Export.txt". The process cannot access the file because it is being used by another process. 

On your spreadsheet application, open the debtor (customer / client) accounts saved text (*.txt) file and confirm your tab delimited settings ("Separator Options") on the "Text Import" screen. 

debtors-export-button-text-import-spreadsheet

This will open your exported text file of the selected debtor (customer / client) accounts in a spreadsheet. An example of the exported file opened in "LibreOffice Calc" spreadsheet, is as follows: 

debtors-export-button-imported-spreadsheet

The exported data will be exported in 28 columns:

Column

Column heading

Source / fields

Field name

A

Name



B

Debtor code



C

Address



D

Address 2



E

Address 3



F

Postal code



G

Telephone 1



H

Telephone 2



I

Fax



J

E-Mail



K

Bank account type

Accounting information tab


L

Bank account no.

Accounting information tab


M

Last invoice



N

Reference


Tax reference

O

Due days

Accounting information tab


P

AccountID


Auto-generated account record id

Q

Contactperson

Contacts tab


R

Debtor group 1



S

Debtor group 1 Sort


Auto-generated debtor group sort record id

T

Debtor group 2



U

Debtor group 2 Sort


Auto-generated debtor group sort record id

V

Delivery address Address 

Delivery address tab


W

Delivery address Address 2

Delivery address tab


X

Delivery address Address 3

Delivery address tab


Y

Delivery address Postal code 

Delivery address tab


Z

Delivery address Country 



AA

Delivery address



AB

First name

Contacts tab