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.


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Import records steps

To import records:

  1. Select the gear icon
  2. Select Import / Export under Import / Export
  3. Select Import next to the type of record you're importing
  4. Select Choose file
  5. Select the .CSV file to import from your computer
  6. 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.
  7. 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
  8. 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