Import Accounts in Bulk

1 Create and format your Import File
2 Create an Import Profile
3 Run a sample Import Job
4 Run your Import

Related Helpguide Pages

Simplified related Imports

Comprehensive related Imports

Resource Imports

Additional Imports

Learn how to add or update multiple Accounts in your platform in bulk from a spreadsheet, using your in-built platform import tool!

The import tool allows you to create Account records in bulk. This page is designed to provide you with a step-by-step guide to efficiently and accurately import Account data into your accessplanit platform.

Follow this page to learn the steps to import Accounts.

Please note

The Import tool is available to Super Administrators, if you are not able to access the Import options please speak to a member of the accessplanit team.

Create and format your Import File

This step will show you how to create a .csv file that contains all of the information needed for your Accounts import

To create and format your Import File, you will follow these steps:

Download the Accounts Template File (included in this guide)
Format the Accounts Import Template File
Populate the Accounts Import Template File
Save as a .csv file

Download the Accounts Import Template File

In this step, you will download our template file for Account Imports.

There are two files to download to support your import, there is a reference spreadsheet which you can look at to understand the import options, and there is an import template which you will edit and fill with your import data.

Please download our reference Import Profile here to view all of the options for your import file:
1. All mandatory fields are shown in Red
2. All optional fields are shown in Grey
3. This file is a reference file only
Please download our blank Import Template here (this is the file you will add your import data into):

Format the Accounts Import Template File

This step will take you to set up your import file with the columns that you want to import data for, ready for populating it with data!

You will remove the columns you don’t need, and you can add additional columns if you want to import any custom field data.

Open the ‘BLANK Accounts Import Template’ file (download available above), this will open a blank Excel file which will only contain column headings, these will be listed in the first row
This is the file that you will be working from, amending, and adding data to
Open the ‘EXAMPLE Accounts Import Template’ file (download available above), this will open an Excel file with further information and example data for each available import column
This file is a useful reference, to understand what data is required in each column
Within the 'BLANK Accounts Import Template’ file, remove any columns that you do not plan to import data to, you can remove the following:
1. CompanyID
2. ExternalID
3. Status - Recommended to keep
4. Description
5. AccountManagerID
6. Address
7. Town
8. County
9. Country
10. Postcode
11. Phone Number
12. URL
13. Fax
14. Alternative Address, Alternative Town, Alternative County, Alternative Country, Alternative Postcode
15. Billing Address, Billing Town, Billing County, Billing Country, Billing Postcode
16. Shipping Address, Shipping Town, Shipping County, Shipping Country, Shipping Postcode
17. IndustryID
18. Currency Code
19. Tax Rate
20. Tax Registration Number
21. Invoice due Days
22. Invoice due Days Type
23. Notes
24. Provisional Bookings Only
25. VAT Prefix
26. VAT Registration Number
27. Custom Field Name 1, 2 and 3
If you plan to import any data into your Account Custom Fields for your Accounts, edit the additional columns in your 'Account Import Template’ file for these
Make sure that you have the following mandatory columns included within your 'Accounts Import Template’ file
1. CompanyName - This is the name of the Account you are importing
2. CompanyGroupID - This is the account Group ID of the Account Group you want this Account to fall under
3. Status - This column is recommended however, it is optional. This is the Status the Account will be in
Progress to the next step, to fill your import file in with your Account data

Populate the Account Import Template File

This step will take you populating your import file with your Account data, ready for importing into your platform!

Using the 'EXAMPLE Account Import Template’ file as a reference, add your Account data to your 'Account Import Template’ file
The below table outlines each column that you can include in your import file:

Column	Description	Format	Rules

Column	Description	Format	Rules
CompanyName Mandatory	The Account Name This will be the name of your new Account you are importing	Text
CompanyGroupID Mandatory	This is the Account Group ID of the Account Group you want your Account to fall into. This can be found by going to Profile>Administration>Account Groups and then adding the ‘ID’ column into your Account Group DataGrid	Text and/or Numbers	This must match and Account Group ID of an existing Account Group within your Platform For adding a new column into your DataGrid, please follow our dedicated page
CompanyID	This is the ID for your new Account	Text	If you wish to generate these yourself you can, if left blank, the Platform will automatically generate these for you
ExternalID	Used to store the ID for this Account from another software/system	Text and/or Numbers
Status Recommended	This is the Status the Account will be in when imported to the Platform	Number	0 = Disabled 1 = Enabled
Description	This is the Description of the Account	Text
AccountManagerID	This is the User ID you wish to assign as Manager for this Account. You can find this within the User DataGrid by adding in the ‘User ID’ column	Text and/ or Number	The User MUST have the Manager Role within your Platform and the User ID must match an existing User For adding a new column into your DataGrid, please follow our dedicated page
Address	This is the first line of the Account’s Address	Text
Town	This is the Account’s Town	Text
County	This is the Account’s County	Text
Country	This is the Account’s Country	Text
Postcode	This is the Account’s Postcode	Text
Phone Number	This is the Account's Phone Number	Number
URL	This is the URL for the Account's website if required	Link
Email	This is the Account's main contact Email Address	Link
Fax	This is the Fax Number for the Account	Number
AlternativeAddress AlternativeTown AlternativeCounty AlternativeCountry AlternativePostcode	These next 5 columns are the Account's Alternative Address, this is typically used if the Account has a a different address from their Main Address	Text and/or Number	Ensure each option is a separate column
BillingAddress BillingTown BillingCounty BillingCountry BillingPostcode	The next 5 columns are the Account’s Billing address information. This is usually the same as their Main address, however, if different you may want to add these fields to your import	Text and/or Number	Ensure each option is a separate column
ShippingAddress ShippingTown ShippingCounty ShippingCountry ShippingPostcode	These next 5 columns are the Account’s Shipping Address, this is typically used to capture the address for Products and Services and where they should be shipped to. These can be the same as the Account’s Main Address or if different, they can be added to your Import here	Text and/or Number	Ensure each option is a separate column
Industry IDs	This is the ID of the Industry you wish you Account to be in The ID can be found by going to Profile>Administration>Industries and adding the ‘ID’ column into the Industries DataGrid	Number	This ID MUST match an existing Industry ID within the Platform
Tax Registration Number	This is the Account’s Tax Registration Number	Number
Tax Exempt	This determines whether the Account is Tax exempt or not	Number	0 = No 1 = Yes
Notes	This is for any Notes you may wish to add to the Account	Text and/r Number
VAT Prefix	Here you can enter the 2-letter code for the VAT Prefix you wish your Account to use	Text
VAT Registration Number	This is for the Accounts VAT Registration Number if applicable	Number
Currency Code	The Currency Code to be used when this Account is offering Courses	Text	This column is only required if you are Importing Training Providers Leave blank if Account uses GBP
Tax Rate	This will add a Tax Rate to your Account Finance Options for your Training Provider	Number	This column is only required if you are Importing Training Providers This is usually 20% Do not add the '%' into the Import as this will not work.
Invoice Due Day	This is to define the default due date for Invoices generated by this Training Provider	Number	This column is only required if you are Importing Training Providers. This will add a figure to the ‘Invoice Term Days’ within Account Finance Options for this Training Provider.
Invoice Due Day Type	This is to define the default due date for Invoices generated by this Training Provider	Number	This column is usually used when Importing Training Providers, this will add the option to the ‘Invoice Term Days Type’ field within your Account Finance Options for this Training Provider. 1 = DaysAfterInvoiceGeneration 2=DaysBeforeEarliestStartDateReferencedByInvoice 4=DaysAfterEarliestStartDateReferencedByInvoice 8=DaysBeforeLatestEndDateReferencedByInvoice 16=DaysAfterLatestEndDateReferencedByInvoice
CustomField1 CustomField2 CustomField3	If you have Custom Fields that you wish to add to your Import, you can do this by using one of the Custom Field columns available. We have given you an example here		The column name must match the exact name of the Custom Field within your Platform If you wish to add a Custom Field but haven't created it yet, please see our dedicated guide here

If your organisation/business operates using Languages where the following special characters are present - Č, Š, Ž and Ć - and you wish to use the importer to upload content containing these characters to the platform - you will need to contact the accessplanit Support Team.

Save as a .csv file

This step will take you through saving your Account Import file into the file format needed for the import tool

Once you have all the information you require within your import file, you can then save it as a .csv file
Within Excel, click the ‘File’ option in the top left-hand corner
Click ‘Save as’
Using the drop-down box under the file name, select CSV (comma delimited) (*.csv) and name your file (for example ‘Account Import’)
Click the ‘Save' button to complete the Save

Your Import file has now been saved, ready for importing.

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Import Accounts in Bulk