Import customers from Excel

When you move to Rocket ERP or take over another company's customer list, typing customers one by one is slow and error-prone. The customer import creates them from a spreadsheet in one step, including their opening balances, so their statements start from the right figure.

Before you start

• Create your customer groups first. Each row needs a customer-group ID.

• Agree the opening balances with finance. They post to each customer's ledger.

• Use Excel (.xlsx) for Arabic names. The file must be 1 MB or smaller; for larger lists, split the file.

Prepare the file

1. Open CRM › Settings & Data › Import Customers. The page is titled Bulk import customers.

1. Select Download template. The template has the right column headings, a sheet of valid values and in-cell drop-downs.

2. Select View valid values on the screen to see the accepted IDs, such as the customer-group IDs.

3. Fill one row per customer:

   • name and group_id are required.

   • Each customer also needs a way to reach it: a mobile, landline or email. A row without any of the three is refused.

   • Optional columns include the company name, country and city, address, discount, credit limit, payment term in days, sales rep and initial_balance.

Import

1. Choose the Branch the customers belong to. It is required.

2. Select Choose file and pick your file.

3. Select Upload.

Each row is imported on its own, so one bad row never stops the others.

Read the result

The screen shows how many rows were imported and how many failed. For each failed row you see the Row, the Row data and the Reason, for example "Missing required fields: mobile / landline / email".

The imported rows are saved. Fix the failed rows in your file and upload just those again.

Opening balances

• A positive initial_balance means the customer owes you; a negative one means you owe the customer.

• Leave it blank or 0 to post nothing.

• The balance is posted to the customer's ledger when the row is imported, the same as entering it on the customer form.

After the import

• Open a few customers in Customer 360 and compare their balances with your old system.

• Look for duplicates in duplicate review if the old list had them.

Common questions

Why was a row refused although the name and group are filled? The customer has no mobile, landline or e-mail. Add one, then upload that row again.

The file was refused before any row was read. Check the size (1 MB or smaller) and the format (.xlsx, .xls or .csv), and that a branch is chosen.