Contacts Import Onboarding Guide for Planufac

This guide will walk you through the process of importing contacts into Planufac using the provided template. Each field must be filled in correctly for the import to work seamlessly.

Required for a Successful Import

Ensure Data Accuracy: Verify that all mandatory fields are filled correctly.
Unique Identifiers: Make sure each contact has unique identifiers where required (e.g., tax codes, account numbers).
Correct Formats: Use the correct formats for fields such as phone numbers, emails, and postal codes.
Use Default Options: For fields like "customer" and "supplier," use 1 for YES and 0 for NO.

Troubleshooting Common Issues

Import Failure: If the import fails, review the error message provided by Planufac.
- Incorrect headers: There is an issue with the column names, please review and fix.

Steps to Import Contacts

1. Access the Import/Export Section

Log in to Planufac.
Navigate to the Import/Export section from the main menu.

2. Download the Contacts Import Template

To ensure that you have the correct format and required fields for updating contacts, you can download the the template from the link below. This template will provide you with the structure needed to successfully import your updates.
Download the Template Here
Open the template using a spreadsheet program like Microsoft Excel or Google Sheets.

3. Fill in the Required Fields from Template

Mandatory Fields:

These fields must be completed for the import process to be successful:

name – The contact's full name, which is used to identify the contact in the system (e.g., "John Smith"). This field is crucial for maintaining clarity when managing customer and supplier records.
customer – Indicates whether the contact is a customer. Use 1 for YES (they are a customer) and 0 for NO (they are not). This classification is essential for organizing your database, ensuring accurate billing and sales processes.
supplier – Indicates whether the contact is a supplier. Similar to the customer field, use 1 for YES and 0 for NO. This helps categorise the contact correctly, allowing for efficient purchase order management and supplier interactions.
payment_term – Specifies the payment terms associated with this contact (e.g., "30 Days"). This is vital for setting expectations for payment deadlines, improving cash flow management, and avoiding disputes over due dates.
currency_code – The currency code used for transactions with the contact (e.g., "GBP" for British pounds or "USD" for US dollars). Ensures that transactions with international clients or suppliers are recorded in the correct currency, minimising exchange rate errors.
taxcode – The tax code that applies to the contact, such as "VAT" for Value Added Tax or "Exempt" if the contact is exempt from taxes. This field ensures that the correct taxes are applied to invoices, which is critical for compliance with local tax laws.
retail – Indicates whether the contact is a retail client. Use 1 for YES and 0 for NO. This distinction is helpful for identifying which contacts are individual buyers versus wholesale or business-to-business clients, which may affect pricing strategies.
account_manager – If the contact has an assigned account manager, this field indicates that. It allows you to assign responsibility for managing the relationship with that contact, ensuring accountability and better customer service.
price_book – Specifies the price book that will be applied to the contact. A price book customises the products and prices visible to that contact, ensuring they only have access to the products and prices assigned to them. This is useful for offering different pricing strategies to different customers or regions.
billing_person_name – The full name of the individual responsible for billing within the contact's organization (e.g., "John Smith"). It’s critical for ensuring that invoices are directed to the correct person, reducing delays in payment.
billing_person_telephone – The telephone number of the billing contact. This is important for quick communication in case of billing queries or payment issues.
billing_person_email – The email address of the billing contact, which is used for sending invoices, payment reminders, or any communication related to billing.
billing_address_nickname – A nickname or shorthand for the billing address (optional but recommended). It makes it easier to distinguish between multiple billing addresses within the same company.
billing_address_addressee – The individual who will receive the invoice at the billing address (e.g., "John Smith"). Ensures the invoice is delivered to the appropriate person.
billing_address_company – The company name associated with the billing address. This is especially important for B2B transactions to ensure that the invoices are tied to the right entity.
billing_address_line1 – The first line of the billing address, typically the street address. This is essential for accurately directing invoices or correspondence to the correct location.
billing_address_town – The town or city where the billing address is located.
billing_address_county – The county or region for the billing address, providing further geographical detail for accurate deliveries and legal compliance.
billing_address_postcode – The postcode or ZIP code for the billing address, necessary for correctly identifying the geographical area for invoicing or shipping.
billing_address_country_code – The country code for the billing address (e.g., "UK" for United Kingdom). This is crucial for ensuring accurate international billing and shipping, taking into account different country-specific rules and taxes.
shipping_address_nickname – A nickname or shorthand for the shipping address (optional but recommended). Similar to the billing nickname, this helps to distinguish between multiple shipping addresses within the same company.
shipping_address_addressee – The name of the person receiving shipments at the shipping address, ensuring that deliveries are made to the correct individual.
shipping_address_company – The company name associated with the shipping address, which is important for ensuring that shipments are properly directed to the correct business.
shipping_address_line1 – The first line of the shipping address, typically the street or delivery location.
shipping_address_town – The town or city where the shipping address is located. Ensures that deliveries are made to the right urban area.
shipping_address_county – The county or region for the shipping address. This helps ensure that shipments are routed correctly within broader geographical areas.
shipping_address_postcode – The postcode or ZIP code for the shipping address. Ensures precise delivery and helps couriers route shipments effectively.
shipping_address_country_code – The country code for the shipping address (e.g., "UK"). This is essential for international shipping to ensure that goods are delivered correctly and customs regulations are adhered to.
stop_auto_invoices_credits – Stops the automatic generation of invoices or credits for this contact (0 for NO, 1 for YES). This can be useful for managing accounts where automatic billing is not desired.
auto_print_invoices – Automatically print invoices for this contact (0 for NO, 1 for YES). Useful for businesses that want to automate printing physical invoices for certain customers.
credit_limit – The maximum credit allowed for the contact. This is critical for managing the risk of extending too much credit and ensuring that contacts do not exceed their credit limits.
disable_partials – Disables partial shipments (0 for NO, 1 for YES). Useful for businesses that want to ensure customers only receive complete orders, rather than split shipments.
send_proforma – Sends proforma invoices (0 for NO, 1 for YES). A proforma invoice is a preliminary bill sent to the buyer before the official invoice, typically used in international trade to declare the value of goods for customs.

Optional Fields:

These fields are optional, but you may fill them in if applicable:

website – The contact’s website URL. This can be useful for quick access to the contact’s online presence, providing further information about their products, services, or business background.
category – The category to which the contact belongs (e.g., "Retailer", "Distributor", "Supplier"). Using categories helps with segmentation, enabling better organisation for marketing, sales, and customer management. It can also help you apply specific rules, such as pricing or tax codes, to different types of contacts.
parent_company – Specify the parent company if applicable. This field links the contact to their parent company, such as a head office or larger organisation, making it easier to manage accounts and invoicing centrally. For example, if the contact is part of a franchise or a subsidiary, invoices may be sent to the parent company.
cc_parent – The credit control parent for the contact. This field is used when credit control is managed by the parent company. It ensures that credit terms and payments are centrally controlled, which can be especially useful for large organisations with multiple branches or subsidiaries.
invoice_parent – The invoice parent company field indicates which company will receive the invoices on behalf of the contact. This is beneficial when all invoices are sent to a head office or central accounts department for payment, even if the products or services are provided to different branches or locations.
tags – Use tags to categorise the contact further, based on specific traits or characteristics. Tags can help you organise your contacts based on location, industry, or purchasing habits. Tags are particularly useful for filtering or searching contacts and for applying specific actions, like marketing campaigns or price adjustments.
vat_number – The VAT registration number for the contact. This is essential for ensuring tax compliance when dealing with businesses that are VAT-registered. By storing the VAT number, you ensure that the correct tax is applied to transactions, particularly in business-to-business sales.
branch_code – If applicable, this field represents the branch code for the contact. This is useful for distinguishing between different branches of the same company, especially when there are multiple locations that operate under the same parent company.

4. Save the Completed Template

Review all the information to ensure it is correct.
Save the file in the original format (CSV or Excel).

5. Import the Template

Go back to the Import/Export section in Planufac.
Select the Contacts option.
Upload the file containing the filled template.
Process the import by clicking the 3 dots and click the Process button.