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Xero:Extract/Amend/Import Contacts

PostTrans imports Contacts, which could be manually entered with the assistance of in-cell searching, using copy and paste, imported from CSV file or extracted from Xero using the Extract button.

Page Contents

Related Pages

Import Xero Contacts Features in Xero

Simply add new lines to the spreadsheet from row 4 on-wards. Then press Import button, on the PostTrans Toolbar, to import single or multiple Customer/Suppliers Contacts(Examples shown below).

Advantages

  • Visual Validation of data as processed highlighting an error
  • Multi Company updates to sync Multi Company Chart of accounts
  • Search for Account, Stock, Project, Nominal, using our In-Cell Searching
  • Add formula, vba or macros to manipulate the imported data
  • Press Extract to populate the sheet with existing data, amend and Import
  • Easy importation from CSV file
  • Double click on Account code to view Contact in Xero
  • Extract Multiple Contacts given code, or those change in the last x days

Examples of importing Xero Contacts

Demonstration Video

 
 
   PostTrans for Xero Extract/Amend/Import Contacts
  0:00 Intro
  0:38 Template Structure
  0:40 Open Template from Examples
  1:40 Tags
  2:00 Company Selection
  2:40 Extracting Xero Data
  3:10 Edit data and add new Contact
  4:40 In-Cell Searching
  6:00 Import new and changed records
  7:50 Double click to open in Xero
  7:10 Clear data out of sheet
  7:20 Extract single record
  8:50 Extract list of records
 
 

 
 
   PostTrans for Xero Sync Chart of Accounts, Contacts, Product Items to Multiple Xero Companies
  0:00 Intro
  0:20 Open Template from Examples
  1:00 Edit/Create Xero Chart of Accounts
  1:30 Edit/Create Xero Product Item
  2:40 Edit/Create Xero Contact Item
  3:00 Normal Company Selection
  3:30 Define the Xero companies to update
  7:50 Double click to open in Xero
  7:10 Clear data out of sheet
  7:20 Extract single record
  8:50 Extract list of records
 
 

Template Structure for Static Data

The template must have tag ‘xeroContact’ in cell A1 to instruct PostTrans that we are interested in Xero Contacts, and that the sheet is a PostTrans Template.  Pressing Import or Extract on a blank sheet will either open an existing example or create basic template for you to customise.

Row 1 contains a series of tags, which denote to PostTrans the data to be read/written in each column. These tags, and data columns can be rearranged to suit your needs, and the tags are added using the Tags button. See on-line Training   Deleting the Tag name, in the cell, from this row removes the Xero mapping.   Table of Contacts Tags

Hovering over these tags, in row 1, will show a comment which explains the tags purpose, data type and any other useful details.

Common Features

In-Cell Searching

Any Tag ending with ^ with have a in-cell search facility to look up associated values.  Use SPACE + TAB to see all values, or SPACE and TEXT to perform a text search on description. These are returned to the cell as "CODE, DESCRIPTION".  PostTrans only uses the CODE and ignores the comma and anything after it, thus data from a field would only need the CODE part of the data if from an external imported file.  

In-cell Searching can be turned off by removing the ^ from the end of the tag name, or name in first line of comment (Header cells) to disable in-cell searching for a single column, or header cell.  All in-cell searching can be turned off in SetupIn-cell searching.

Xero Data Cache

All associated Account, Tax, Currency, Contact and Product Item data needed to validate, or provide In-Cell Searching, is cached locally on you PC to enable PostTrans to deliver Optimal performance. This cache can be tailored to you own particular needs using the Cache button the tool bar.

Extracting the Data

The data extracted using the Extract button can be filtered, by entering criteria in row 2. Hover over cell A2 for instructions. Extracting Data

Amending Contacts Data

Having extracted data, the user can now simply edit the Contacts in Microsoft Excel, before re-importing it back into Xero. 

PostTrans uses the tagged column CoCRC to detect changes in rows.  Therefore, only records/rows which have changed since extraction are updated.  If you add or delete a tagged column, PostTrans will treat ALL rows as having changed, and thus ALL records will be updated on next Import.

Importing the Data

Simply press the Import button to validate and import the data into Xero.  PostTrans will read the Header cells and then process the rows of data until CoName column contains no data. The Xero Company imported into can be set in the Setup window.

PostTrans ONLY edits those fields listed on the sheet when importing, thus any existing values, on a record, are unaffected.   New records may have default values for certain fields.

File Import Button

This can be enabled in Setup to easily import cvs, or fixed length files, into sheet for importation.   Formula can also be added, or macros/VBA to manipulate this data before importation.   Import from CSV file.

Validation

Any values and associated codes will be invalid during import.   The cursor will be moved to highlight any problems in data.

Evaluation and License

This functionality will work with Xero Demo data without a license. A license is required to import into any other Xero Company.  Pricing

What else can I do?

Other Xero Extract/Import types

Frequently Asked Questions?

Got another question? It may well be covered on our Frequently Asked Questions page.

Other Useful Topics

Clear Transaction and copy down formula

PostTrans Tags which map to Xero

Not all these tags/columns are needed. The table below lists the required and recommended:

Tag Name

Data Type

Description

Important Fields:

xeroContact

Text Req

Returns `POSTED` if Trans line has been posted and will be ignored if `POSTED` (required). Also reports errors/warnings in data row

CoCRC

Text Req

Contains CRC number to help PostTrans detect changes in current row.

Special:

CoDelete

Text 1

Delete record if "X"

CoFindAcc^

Text 8

Search for record by entering Account code or pasting list, at top of column, and pressing Extract button
    In Cell Searching values in table CONTACTALL

CoFindName^

Text 8

Search for record by entering Contact Name or pasting list, at top of column, and pressing Extract button
    In Cell Searching values in table CONTACTNAME

Identification:

CoID

Text 100 Req

Contact ID as used by XERO (Double Click to view Contact in Xero)

CoAccNo

Text 50

Account Number if used (Double Click to view Contact in Xero)

CoContactNo

Text 50

Contact Number, this is normally hidden. Can be an external referance number (Double Click to view Contact in Xero)

CoIsCustomer

Yes/NoTF Read

Is Customer

CoIsSupplier

Yes/NoTF Read

IS Supplier

Account Details:

CoName

Text 255 EOF Req

Account Name (Double Click to view Contact in Xero)

Main Contact:

CoFirstName

Text 255

First Name

CoLastName

Text 255

Last Name

CoEmail

Text 255

Main Email

Phone:

CoCunCode

Text 20

Phone Country Code

CoArea

Text 10

Area Code

CoNo

Text 50

Phone No

Phone DDI:

CoDDICunCode

Text 20

Phone Country Code

CoDDIArea

Text 10

Area Code

CoDDINo

Text 50

Phone No

Phone Fax:

CoFAXCunCode

Text 20

Phone Country Code

CoFAXArea

Text 10

Area Code

CoFAXNo

Text 50

Phone No

Phone Mobile:

CoMOBCunCode

Text 20

Phone Country Code

CoMOBArea

Text 10

Area Code

CoMOBNo

Text 50

Phone No

Other:

CoSkype

Text 255

Skype Name

CoWebSite

Text 255

Web Address

Postal Address:

CoAttenTo

Text 100

AttenTo

CoAdd1

Text 100

Add1

CoAdd2

Text 100

Add2

CoAdd3

Text 100

Add3

CoAdd4

Text 100

Add4

CoCity

Text 100

City

CoRegion

Text 100

Region

CoPostZip^

Text 50

Account Postcode. If Postcode Search is enabled in ‘Setup >> Lookup >> Address Lookup’ then enter Space,Space + Postcode to search for an address.
Postcode Address Lookup
    In Cell Searching values in table SimplyPostcode

CoCountry

Text 100

Country

Sales Defaults:

CoSalTaxCode^

Text 100

Sales Tax Code can be Xero Code or Tax name e.g. OUTPUT2 or 20% (VAT on Income)
    In Cell Searching values in table TAXCODESALES

CoSalAccNo^

Text 10

Revenue Nominal Account code
    In Cell Searching values in table ACCCODEREVENUE

CoSalTrack1^

Text 100

Set Tracking for whole transaction unless overidden
    In Cell Searching values in table TRACKING1

CoSalTrack2^

Text 100

Set Tracking for whole transaction unless overidden
    In Cell Searching values in table TRACKING2

Purchase Defaults:

CoPurTaxCode^

Text 100

Purchase Tax Code can be Xero Code or Tax name e.g. INPUT2 or 20% (VAT on Expenses)
    In Cell Searching values in table TAXCODEPURCH

CoPurAccNo^

Text 10

Purchase Nominal Account code
    In Cell Searching values in table ACCCODEEXPENSE

CoPurTrack1^

Text 100

Set Tracking for whole transaction unless overidden
    In Cell Searching values in table TRACKING1

CoPurTrack2^

Text 100

Set Tracking for whole transaction unless overidden
    In Cell Searching values in table TRACKING2

Other Defaults:

CoTaxRegNo

Text 50

Tax Registration Number

Outstanding:

CoPuOvr

Double Read

Purchase Overdue

CoSalOvr

Double Read

Sales Overdue

CoSalOut

Double Read

Sales Outstanding

CoPuOut

Double Read

Purchase Outstanding

Batch Payments:

Defaults - Custom Fields:

CoCurrency^

Text 3

Currency
    In Cell Searching values in table CURRENCY

CoInvTheme^

Text 60

Invoice Theme
    In Cell Searching values in table BRANDING

CoSalDisc

Double

Sales Discount

CoSaDueDay

Integer

Sales Due Days

CoSaDueType^

Text 30

Sales Due Days Type
        In Cell Searching values:Due Type
                  A, days after bill date
                  M, days after bill month
                  C, days of the current month
                  F, days of the following month

CoPuDueDay

Integer

Purchase Due Days

CoPuDueType^

Text 30

Purchase Due Days Type
        In Cell Searching values:Due Type
                  A, days after bill date
                  M, days after bill month
                  C, days of the current month
                  F, days of the following month

Contact Group:

Person1:

CoFirstName1

Text 60

First Name

CoLastName1

Text 60

Last Name

CoEmail1

Text 60

e-mail

CoIncEmails1

Yes/NoTF

Include in Emails

Person2:

CoFirstName2

Text 60

First Name

CoLastName2

Text 60

Last Name

CoEmail2

Text 60

e-mail

CoIncEmails2

Yes/NoTF

Include in Emails

Person3:

CoFirstName3

Text 60

First Name

CoLastName3

Text 60

Last Name

CoEmail3

Text 60

e-mail

CoIncEmails3

Yes/NoTF

Include in Emails

Person4:

CoFirstName4

Text 60

First Name

CoLastName4

Text 60

Last Name

CoEmail4

Text 60

e-mail

CoIncEmails4

Yes/NoTF

Include in Emails

Person5:

CoFirstName5

Text 60

First Name

CoLastName5

Text 60

Last Name

CoEmail5

Text 60

e-mail

CoIncEmails5

Yes/NoTF

Include in Emails

Street Address:

CoStAttenTo

Text 100

First Name

CoStAdd1

Text 100

Account Address Line 1

CoStAdd2

Text 100

Account Address Line 2

CoStAdd3

Text 100

Account Address Line 3

CoStAdd4

Text 100

Account Address Line 4

CoStCity

Text 100

City

CoStRegion

Text 100

Region

CoStPostZip^

Text 50

Account Postcode. If Postcode Search is enabled in ‘Setup >> Lookup >> Address Lookup’ then enter Space,Space + Postcode to search for an address.
Postcode Address Lookup
    In Cell Searching values in table SimplyPostcode

CoStCountry

Text 100

Country


Req = Field is required    EOF = End of file, Stop when no more values    

With data type Yes/No fields, if cell starts with 'y' or 'Y' is taken as TRUE

Where ^ denotes a In Cell Code Search, delete ^ at end of tag, to turn off code search

All Text fields are trimmed (spaces before) by default. Add ' to the end of the tag name to stop this.


Related Example Sheets

You can easily access the example sheets by pressing Help button, on the PostTrans Toolbar to access these related examples, or downloading them from the links below.

To use the template, with Sage 50, install PostTrans. Download
Trial with Sage demo company. Purchase a month subscription for Live Sage Company. Price
Watch the On-line Training course on how to use and customise the templates.

 

Static Data - Chart of Accounts