Scenario Process - Client List & Contact List - 1. Check and Prepare for import

OVERVIEW:

This is the fastest way to upload the client list from spreadsheet into Scaflog. All steps my be followed to the letter.

NOTE: MYOB clients list is imported by the devs once a MYOB connection is made.

HOW TO:

1. Delete all columns and rows that aren't being used.
2. Any number columns need to be changed to a text column. Highlight the column and click Format, then Number, then select Plain Text (see below)

   

3. Insert Columns that we need for the import. These are Company info ID, Service Location, Hire Cut Off Day, Status, Payment Terms.
4. Copy and paste these headings from the template so no spelling errors occur.
5. Fill these columns with the correct info:
6. COMPANY INFO ID Column: Copy the company name as it is EXACTLY in Scaflog. Companies list is here:  https://creatorapp.zoho.com/100rails/goscaffold/#Report:SA_CSI_Companies.
7. HIRE CUT OFF DAY Column: 9/10 set ups are usually "Last Day of the Month". This wording needs to be EXACTLY like this so the import will work. The other types are 25th of the Month, 20th of the Month, Fortnightly and Weekly. Do not use these unless you are told to.
8. STATUS Column: Status should be set to "2. Active Client". The spelling of these MUST MATCH what we have in Scaflog. Other status options are 1. Prospect, 3. No More Business & 4. Out of Business. Using 1. Prospect may be required for some, but the last two.
9. SERVICE LOCATION Column: Copy the location name or names into the fields for the clients (usually you would use the MAIN one if there is more than one). The location name must match what is in Scaflog EXACTLY. You can find the location list here: https://creatorapp.zoho.com/100rails/goscaffold/#Report:Locations_List.
10. For the rest of the columns make sure their headings match what we have in the template spreadsheet by copy and pasting the heading. (e.g. They may name their Email column "Main Accounts Email". This wont allow the import to work so we name it "Email" so the heading matches the Scaflog import headings)
11. In the Organisation Name column DO NOT CHANGE ANY ERRORS. When they sync to their accounting system the names need to match EXACTLY. If you change the name in any way it will create a NEW client in their accounting system.
12. Address Column must be one field. There is a handy dandy formula in the handy dandy formulas tab in the template that helps to merge these together. Add a column to the left of the address fields and paste the formula only into that empty top address field.
    Make adjustments to the formula so it's only grabbing the info from the address fields only. Then click and drag the little square on the bottom right corner of that cell to automatically copy the formula down to the rest of the cells.
    Add another column to the left again and copy all the addresses and do a Paste Special/Values only into that empty column. We cannot import any fields that have formulas in them. (see below)

    

13. Full Name Column must be one field. This is the clients contact person. There is a handy dandy formula in the handy dandy formulas tab in the template that helps to merge these together if they are in First Name and Last Name format.
    Add a column to the right of the First Name and Last Name fields and paste the formula only into that empty top Full Name field. Make adjustments to the formula so it's only grabbing the info from the fields required. Then click and drag the little square on the bottom right corner of that cell to automatically copy the formula down to the rest of the cells.
    Add another column to the right again and copy all the names and do a Paste Special/Values only into that empty column. We cannot import any fields that have formulas in them.
14. Now advise the CSI Co-ordinator to check over so they can import into Scaflog.