Import Vendors, Customers and Receivables invoices

Key CashFlow offers the option to import vendors, customers and Receivables invoices via CSV files. The import works by checking your CSV file for key required fields in Key CashFlow to determine if a new record needs to be created or update.

Jump to:

Import records steps
Import vendors
Import customers
Import invoices
Things to know

Import records steps

To import records:

Select the gear icon
Select Import / Export under Import / Export
Select Import next to the type of record you're importing
Select Choose file
Select the .CSV file to import from your computer
Select Upload
- This will lead to the Import Preview page where the information to be imported will be displayed
  - Action column: Create vs Update
  - Create: There is no matching record, this line item will be created as a new record
  - Update: There is a matching record, this line item will update the existing record
- If the file selected is unable to be uploaded due to errors in the formatting or missing information, there will be an error message. Review your file and correct any errors and start from step 1 again.
Select Import
- The Import History page will be displayed
  - This page provides details about the import process, including the time of the import and whether the information was imported successfully
If the Import says Failed in the Status column, select View in the Action column to see more details about why the import failed
- Download the error report, correct any errors in the import file, and try the import again, if needed

Import vendors

When importing vendors, the import creates and updates records by checking the following key field:

Vendor Name

When importing vendors, the following fields are required to create new vendors:

Vendor Name

The following is a list and explanation of each of the fields you can include when importing customers:

Field Name	Required?	Maximum Length	Description	Accepted Values	Additional Information
Active?	No	NA	Denotes if this Vendor is active or inactive	- Active - Inactive	- Requires an exact match with one of the accepted values - All records are automatically set to Active when created; they cannot be created and set to inactive in the same import
Vendor Name*	Yes	100 characters	The name of this vendor		- Key field: Requires an exact match with the desired Vendor's name (for updating)
Payment Address	No	500 characters	The first line of this Vendor's payment address
address2	No	500 characters	The second line of this Vendor's payment address
address3	No	500 characters	The third line of this Vendor's payment address
address4	No	500 characters	The fourth line of this Vendor's payment address
City	No	255 characters	The city of this Vendor's payment address
State / Province	No	255 characters	The state or province of this Vendor's payment address
Zip / Postal Code	No	20 characters
Primary Email	No	1023 character	The primary email address for this Vendor		Must be formatted as email address: e.g. name@domain.com
Type	No	8 characters	The type of vendor	- Business - Person

Import customers

When importing customers, the import creates and updates records by checking the following key field:

Customer Name

When importing customers, the following fields are required to create new customer:

Customer Name

The following is a list and explanation of each of the fields you can include when importing customers:

Field Name	Required?	Maximum length	Description	Accepted Values	Additional Information
Active?	No	N/A	Denotes if this Vendor is active or inactive.	- Active - Inactive	Requires an exact match with one of the accepted values. All records are automatically set to Active when created; they cannot be created and set to inactive in the same import.
Customer Name*	Yes	100 characters	Key field. The name of this Customer.	N/A	Requires an exact match with the desired Customer's name (for updating).
Company Name	No	250 characters	The full name of this Customer's company.	N/A	N/A
First Name	No	100 characters	The first name of the primary contact for this Customer.	N/A	N/A
Last Name	No	100 characters	The last name of the primary contact for this Customer.	N/A	N/A
Account Number	No	100 characters	The identifier that denotes this Customer's account with you.	N/A	N/A
Billing Address	No	500 characters	The first line of this Customer's billing address.	N/A	N/A
billAddress2	No	500 characters	The second line of this Customer's billing address.	N/A	N/A
billAddress3	No	500 characters	The third line of this Customer's billing address.	N/A	N/A
billAddress4	No	500 characters	The fourth line of this Customer's billing address.	N/A	N/A
City	No	255 characters	The city of this Customer's billing address.	N/A	N/A
State	No	255 characters	The state or province of this Customer's billing address.	N/A	N/A
Country	No	255 characters	The country of this Customer's billing address.	N/A	N/A
Zip	No	20 characters	The zip code or postal code of this Customer's billing address.	N/A	N/A
Shipping Address	No	500 characters	The first line of this Customer's shipping address.	N/A	N/A
shipAddress2	No	500 characters	The second line of this Customer's shipping address.	N/A	N/A
shipAddress3	No	500 characters	The third line of this Customer's shipping address.	N/A	N/A
shipAddress4	No	500 characters	The fourth line of this Customer's shipping address.	N/A	N/A
Customer City	No	255 characters	The city of this Customer's shipping address.	N/A	N/A
Customer State	No	255 characters	The state or province of this Customer's shipping address.	N/A	N/A
Customer Country	No	255 characters	The country of this Customer's shipping address.	N/A	N/A
Customer Zip	No	20 characters	The zip code or postal code of this Customer's shipping address.	N/A	N/A
Email	No	1023 characters	The email address for this Customer.	N/A	Must be formatted as email address: e.g., name@domain.com
Phone	No	40 characters	The phone number for this Customer.	N/A	N/A
Fax	No	40 characters	The fax number for this Customer.	N/A	N/A
Description	No	4000 characters	The description of this Customer.	N/A	N/A
Type	No	N/A	Type of Customer.	- Company - Individual	N/A

Import invoices

When importing invoices, the import creates and updates records by checking the following key fields:

Invoice #

When importing invoices, the following fields are required to create new invoices:

Customer Name
Invoice #
Invoice Date
Due Date
Line Item Quantity
Line Item Amount
Line Item Price

The following is a list and explanation of each of the fields you can include when importing invoices.

Field Name	Required?	Maximum length	Description	Accepted Values	Additional Information
Active?	No	N/A	Displays the status of this Invoice (does not indicate payment status; invoices can only be imported in as unpaid invoices).	- Active - Inactive	Requires an exact match with one of the accepted values. All records are automatically set to Active when created; they cannot be created and set to inactive in the same import.
Customer Name*	Yes	100 characters	The name of the customer for this Invoice.	N/A	Key field. Requires an exact match with the desired customer's name. The desired customer must be active in Key CashFlow.
Invoice #*	Yes	100 characters	The invoice number for this Invoice.	N/A	Key field. Requires an exact match with the desired Invoice's invoice number (for updating).
Invoice Date*	Yes	N/A	The date that this Invoice is issued to your customer.	N/A	Dates must be formatted MM/DD/YY, MM/DD/YYYY, MM-DD-YY, or MM-DD-YYYY. Single digits do not require a leading zero.
Due Date*	Yes	N/A	The date that payment is due on this Invoice.	N/A	Dates must be formatted MM/DD/YY, MM/DD/YYYY, MM-DD-YY, or MM-DD-YYYY. Single digits do not require a leading zero.
Customer Message	No	4000 characters	The customizable message for your customer that appears on this Invoice.	N/A	N/A
P.O. Number	No	40 characters	Identifies the Purchase Order associated to this invoice.	N/A	N/A
To Email	No	N/A	Denotes if this Invoice appears in the email queue. Does not automatically email this Invoice.	- Yes - No	Requires an exact match with the accepted values.
Item Sales Tax Name	No	100 characters	The name of the sales tax item that is applied to all taxable line items on this Invoice. If adding multiple line items, this field must be filled in for all line items.	N/A	The total sales tax on this Invoice is the sum of each taxable line item multiplied by the percentage value of the chosen sales tax item.
Terms	No	100 characters	The payment terms for this Invoice.	N/A	N/A
Sales Rep	No	16 characters	The name of the sales representative associated with this Invoice.	N/A	N/A
FOB	No	16 characters	Shipping information for this Invoice.	N/A	N/A
Ship Date	No	N/A	The date that the product(s) for this Invoice were shipped to this customer.	N/A	Dates must be formatted MM/DD/YY, MM/DD/YYYY, MM-DD-YY, or MM-DD-YYYY. Single digits do not require a leading zero.
Ship Method	No	16 characters	The method by which the product(s) for this Invoice were shipped to this customer.	N/A	N/A
Line Item Item Name	No	100 characters	The name of the item being billed on this line item.	N/A	Requires an exact match with the desired item name. The desired item must be active in Key CashFlow.
Line Item Quantity*	Yes	N/A	The quantity of the item being billed on this line item.	N/A	This must be a number. Supports up to 5 decimal places. For percentage line items, simply use the value 1.
Line Item Amount*	Yes	N/A	The total amount being billed to the customer for this line item.	N/A	Must be in the range of -9999999 to 9999999. Does not support fractions of cents. If this is left blank, it will appear as blank; this is treated as $0.00. Accepts values with or without a $; negative values must omit the $. The line item price field, if used, always overrides this field's value.
Line Item Price*	Yes	N/A	The per-unit cost of the item billed on this line item.	N/A	Must be in the range of -9999999 to 9999999. Does not support fractions of cents. If this is left blank, it will appear as blank; this is treated as $0.00. Accepts values with or without a $. Any value imported using this field is converted to static currency (no percentages). This field, if used, always overrides the line item amount field's value.
Line Item Service Date	No	N/A	The date that this line item's service was rendered.	N/A	Dates must be formatted MM/DD/YY, MM/DD/YYYY, MM-DD-YY, or MM-DD-YYYY. Single digits do not require a leading zero.
Line Item Rate Percent	No	N/A	The percentage of the price of preceding line items used to adjust this Invoice's total.	N/A	Accepts values with or without a %. Supports up to five decimal places. The line item price field, if used, always overrides this field.
Line Item Description	No	4000 characters	The description of this line item.	N/A	N/A
Line Item Tax	No	N/A	The taxable status of the line item.	- Yes - No	Requires an exact match with the accepted values.

When importing invoices, each row in the Import file is an individual line item. To include multiple line items on the same invoice, list each line item of that transaction consecutively in the import file with the same invoice #. In addition, the value of the following fields must match in each row:

Active?
Customer Name*
Invoice #*
Invoice Date*
Due Date*
Customer Message
P.O. Number
To Email
Item Sales Tax Name
Terms
Sales Rep
FOB
Ship Date
Ship Method

Things to know

Import your Customers before importing invoices
Fields denoted by an asterisk are required
Make sure all Key Fields in the import file are unique. Otherwise, an error will occur
- For example, attempting to import multiple Vendors with the same Vendor Name will result in an error. When a record type has more than one Key Field, the combination must be unique. For example, you may have Accounts with the same Account Name as long as they have different Account Numbers.
If a field in the import file matches more than one record in Key CashFlow when creating or updating during an import, it will result in an error
If you leave a column blank in the import, it will ignore that field when importing
If an import fails, select the View link in the Action column to get more information and to download a CSV Error Report
If a field in the Import file matches more than one record in Key CashFlow when creating or updating during an import, it will result in an error