This article explains how to import companies.
Please note! Importing data is error-prone. It is important that this is done correctly and that the import files are filled in correctly. When importing, you must therefore confirm that you have read this article.
Before you start importing, it is important that all settings of the CRM module are correct and that any custom fields you want to import have been created.
The import function is exclusively intended for importing companies and (contact) persons/employees.
Always start by importing companies first. After that, you can import the persons, where you can specify in a column the company where that person is a contact person. In this way, Simplicate automatically establishes the link between a company and a person (=contact person). The article CRM Persons import explains step by step how to import persons.
We'll start with the company import!
Step 1 Prepare company import file
An Excel file forms the basis for the import. You can use the template below for this, so that the columns are automatically matched with the field names in Simplicate, but you can also use your own file. During the import, the system checks whether the relationship already exists in Simplicate based on the company name. If you have chosen the 'update' option during the import, the company will not be created again in that case. We will explain this in more detail later in the article. During the import, you can indicate which field in Simplicate should be seen as the second unique value, so that with the 'update' option you can create a new company with, for example, a different address.
Custom fields
The custom fields you have chosen are not included in the template. Manually add these fields as extra columns to the Excel file. Use the following format: 'Custom field: description custom field'. The descriptions and values must literally match what you have created in Simplicate.
Interests
The interests you have created in Simplicate are also not included in the standard template. Therefore, create a column in the Excel file for each interest. Use the following format: Interest (company): Description interest. The description must literally match what you have created in Simplicate. The values will be 'Yes' (interest) or 'No' (no interest).
Columns in Excel
Relationship type
Note: the type of relationship you enter here must literally match the options you have created in the settings.
Relationship number
Company name*
Note: unique field
Chamber of Commerce number
E-mail
Note: the e-mail address must have a correct syntax. And only 1 e-mail address can be entered.
Phone
Multiple phone numbers are also possible by separating them with a comma. Note: most accounting packages only accept 1 phone number in this field.
Website
Visiting address line 1
Note: enter street name, house number, and additions here.
Visiting address line 2
Note: for addresses abroad only.
Visiting address postal code
Visiting address city
Visiting address country
Note: enter the 2-letter country code here: NL, BE, FR
Postal address line 1
Note: only fill in if the postal address differs from the visiting address
Postal address line 2
Note: for addresses abroad only
Postal address postal code
Postal address city
Postal address country
Note: enter the 2-letter country code here: NL, BE, FR
Active:
Enter 'Yes' here if the relationship should be active. Enter 'No' here if the relationship should be inactive.
Account manager
Note: the name of the account manager must literally match the name as it is known in Simplicate. This person must also be an employee in Simplicate. It is not yet mandatory for this employee to also be a user.
Industry
Note: the industry you enter here must literally match what you have created in the settings.
Note
Company size
Note: the company size you enter here must literally match what you have created in the settings.
Customer group
IBAN number
BIC code
VAT number
Invoicing: Free choice e-mail address
Enter the e-mail address to which the invoice should be sent here. Simplicate automatically sets the invoice delivery to e-mail.
Payment condition
Note: the payment condition you enter here must literally match what you have created in the settings.
Custom field: Description custom field
Note: the option you enter here must literally match what you have created in the settings, and it is important to use the format 'Custom field: description custom field'.
Interest (company): Description interest
Note: you create a separate column for each interest.
Note: you can add extra columns here to fill in the fields from Fiscaal Gemak. You can find out how to import the mandatory fields for this integration here.
Step 2 Create a backup
We advise you to always make a backup of all CRM data before performing an import. By making a backup, you will always have access to the data from 'before' the import. You create a backup by exporting all companies in the CRM module via Options > Export.
Please note: Simplicate also has difficulty reversing an incorrect import. This takes a lot of time, and in some cases, a full backup has to be restored, which can lead to data loss. It is therefore important that you know exactly what you are doing!
Step 3 Perform import
Go to settings > General > Import data.
Step 3.1 Import Companies
Indicate that you have read the manual and click on 'Import organizations'.
Step 3.2 Upload file
Select the file you want to import and click on 'upload file':
Step 3.3 Import details
You will now see the 'import details' screen. Here you indicate how the import should be performed. You make an important choice here; the wrong choice can lead to duplicate values in your CRM!
Method of importing
Update (recommended): Simplicate checks if a company already exists and updates the information of this company if necessary.
Create: All companies from the import file are added. Note: make sure the relationship does not already exist in Simplicate to avoid duplicates.
What to do if a record is not yet present in CRM? When you choose 'update', you indicate what Simplicate should do with companies that are not yet in Simplicate:
Ignore: Companies that do not yet exist in Simplicate are not added.
Create: Companies that do not yet exist in Simplicate are added.
Additional identification fields You can choose an additional identification field. This means that Simplicate will check if the company already exists in Simplicate based on the company name AND this field. Only use this when company names are duplicated to make the company unique.
Click on 'map your fields':
Step 3.4 Mapping fields
Here you indicate which information Simplicate should take from which column of the Excel file.
Simplicate makes a suggestion when the names match exactly; check this and link any unlinked fields with columns.
Company name must be linked in any case, as well as any unique field. The unique field is indicated with an asterisk.
Example: Here you can see what it will look like in Simplicate; the first company from the Excel file is displayed here.
Options: Here you can indicate what Simplicate should do when a value is missing in the case of a selection field. See the image below.
After linking, click on 'next, review and confirm'.
Step 3.5 Check data
Here you can check all the data.
Once you have checked the data, agree, and made the backup, tick 'I confirm that the import has been set up correctly and I have made a backup beforehand'.
Then click on 'execute import'.
You have completed the company import.
Step 3.6 Check import
Under Settings > General > Import data, you can view the status of the import.
A green dot means completed, and an orange dot means that Simplicate is still performing the import.
You can also see if there were errors in the file by downloading the error file. Examples of errors are: incorrect format of the e-mail address (info@simplicate without .nl), or an unknown selection field. Records with an error have not been imported.
After importing the companies, you can proceed with importing the (contact) persons. The steps to be taken are described in this article.