The import data feature allows you to import different data such as contacts, products, invoices etc using csv templates which can be accessed from within Surf Accounts Production. Each template is specific to the import routine selected and contain mandatory columns which must be populated to ensure the data can be imported correctly. Select the required selection below for details on how to import data.

• Contacts - Customer/Supplier/Prospects/Business & Personal Contacts
• Product List
• Detailed Customer Invoices and Credit Notes
• Customer and Non Customer Receipts
• Summary Supplier Invoices and Credit Notes
• Journals
• Monthly Budget Import
• Stock Adjustments
• Summary Customer Invoices and Credit Notes
• Detailed Supplier Invoices and Credit Notes
• Supplier and Non Supplier Payments
• Single Line Journals
• Yearly Budget Import

Accessing the Import Data Section

To access the import data section, complete the following steps.

1. Log in and click the required business.
2. The Dashboard page appears. On the left panel, click Settings.
3. The Settings page appears. Under the DATA heading, click Imports.
4. The Data Import page appears. Now select the appropriate data import option.

Contacts - Customer/Supplier/Prospects/Business & Personal Contacts

1. Access the data import page and click Contacts - Customer/Supplier/Prospects/Business & Personal Contacts.
2. On the Data Import page, click Next.
3. The Data Import page appears. You can do either of the following actions:
   • Upload the template comprising the contacts' details
   • Download the template by clicking Template; enter the contact details in the template and then upload the template.
4. To import, click Import.
5. The contact data are successfully imported. You may verify by going to the contact type page.

In the CSV file you need to import, the mandatory fields are Code, Contact Type, Forename and Surname.

Product List

1. Access the data import page and click Product List.
2. On the Data Import page, click Next.
   • The Data Import page appears. You can do either of the following actions:
   • Upload the template comprising the product list details
3. Download the template by clicking Template; enter the product details in the template and then upload the template.
4. To import, click Import.
5. The product list is successfully imported.

In the CSV file you need to import, the mandatory fields are Code, Description, SalesPrice, SalesVATCODE, SalesNominalCode, PurchasePrice, PurchaseVATCODE PurchaseNominalCode ProductCategory.

Detailed Customer Invoices and Credit Notes

1. Access the data import page and click Detailed Customer Invoices and Credit Notes.
2. On the Data Import page, click Next.
   • The Data Import page appears. You can do either of the following actions:
   • Upload the template comprising the invoice and credit note details
3. Download the template by clicking Template; enter the invoice and credit note details in the template and then upload the template.
4. To import, click Import.
5. The sales invoices and credit notes details are successfully imported.

In the CSV file you need to import, the mandatory fields are TransactionType, InvoiceNumber, TransDate, PONumber, Productcode, ContactCode.

Customer and Non Customer Receipts

1. Access the data import page and click Customer and Non Customer Receipts.
2. On the Data Import page, click Next.
   • The Data Import page appears. You can do either of the following actions:
   • Upload the template comprising the receipt details.
3. Download the template by clicking Template; enter the receipt details in the template and then upload the template.
4. To import, click Import.
5. The receipt details are successfully imported.

In the CSV file you need to import, the mandatory fields are ReceiptNumber, TransDate, Payer, ContactCode.

For Non-bookkeeping Clients

1. Access the data import page and click Non Customer Receipts.
2. On the Data Import page, click Next.
3. The Data Import page appears. You can do either of the following actions:
   • Upload the template comprising the receipt details
   • Download the template by clicking Template; enter the receipt details in the template and then upload the template.
4. To import, click Import.
5. The receipt details are successfully imported.

In the CSV file you need to import, the mandatory fields are ReceiptNumber, TransDate, Payer. If you enter the ContactCode in the CSV file, system will display validation error.

Summary Supplier Invoices and Credit Notes

1. Access the data import page and click Summary Supplier Invoices and Credit Notes.
2. On the Data Import page, click Next.
3. The Data Import page appears. You can do either of the following actions:
4. Upload the template comprising the receipt details
5. Download the template by clicking Template; enter the invoice and credit note details in the template and then upload the template.
6. To import, click Import.
7. The invoice and credit notes' details are successfully imported.

In the CSV file you need to import, the mandatory fields are TransactionType, InvoiceNumber, TransDate, ClientCode, VATCode .

Journals

To import Journals, complete the following steps.

1. On the Data Import page, tick Journals and click Next.
2. The Data Import > Journals page appears. If you have already downloaded the template, enter the details as per the table below. Else, click Template to download the template and enter the details. The template name is JournalFormat.csv.

FIELD	DESCRIPTION
Date*	Journal date.
Ref	Unique journal reference number.
Type*	Enter Journal.
Note	Supporting notes.
Code*	Enter nominal codes for both debit and credit entries.
Item Line	Enter appropriate value.
Debit*	Enter debit amount.
Credit*	Enter credit amount.

* indicates mandatory inputs.

1. On the Data Import > Journals page, click Choose File and select the template from your local disk.
2. Click Import.
3. The Journals page displays the journal you just added.

Monthly Budget Import

1. Access the data import page and click Monthly Budget Import.
2. On the Data Import page, click Next.
3. Upload the template comprising the budget data.
4. The Data Import page appears. You can do either of the following actions:
   • Download the template by clicking Template; enter the budget data in the template and then upload the template.
   • Select the period
   • Select the divisions and subdivisions, if applicable, to allocate the budget to.

In the CSV file you need to import, the mandatory fields are Code and at least one period. Selecting a Period ( Current or Future) is mandatory.

To import, click Import.

The invoice and credit notes' details are successfully imported.

Stock Adjustments

1. Access the data import page and click Stock Adjustments.
2. On the Data Import page, click Next.
3. The Data Import page appears. You can do either of the following actions:
   • Upload the template comprising the stock adjustments data
   • Download the template by clicking Template; enter the stock adjustments data in the template and then upload the template.

In the CSV file you need to import, the mandatory fields are AdjustmentDate, ProductCode, AdjustmentType, Quantity .

To import, click Import.

The stock adjustments details are successfully imported.

Summary Customer Invoices and Credit Notes

1. Access the data import page and click Summary Customer Invoices and Credit Notes.
2. On the Data Import page, click Next.
3. The Data Import page appears. You can do either of the following actions:
   • Upload the template comprising the customer invoices and credit notes data
   • Download the template by clicking Template; enter the customer invoices and credit notes data in the template and then upload the template.

In the CSV file you need to import, the mandatory fields are TransactionType, InvoiceNumber, TransDate, ClientCode and VATCode .

To import, click Import.

The customer invoices and credit notes data details are successfully imported.

Detailed Supplier Invoices and Credit Notes

1. Access the data import page and click Detailed Supplier Invoices and Credit Notes.
2. On the Data Import page, click Next.
3. The Data Import page appears. You can do either of the following actions:
   • Upload the template comprising the detailed supplier invoices and credit notes data
   • Download the template by clicking Template; enter the detailed supplier invoices and credit notes data in the template and then upload the template.

To import, click Import.

The customer invoices and credit notes data details are successfully imported.

Supplier and Non Supplier Payments

1. Access the data import page and click Supplier and Non Supplier Payments.
2. On the Data Import page, click Next.
3. The Data Import page appears. You can do either of the following actions:
   • Upload the template comprising the Supplier and Non Supplier Payments data.
   • Download the template by clicking Template; enter the Supplier and Non Supplier Payments data in the template and then upload the template.

To import, click Import.

The customer invoices and credit notes data details are successfully imported.

Non-Bookkeeping Client

1. Access the data import page and click Non Supplier Payments.
2. On the Data Import page, click Next.
3. The Data Import page appears. You can do either of the following actions:
   • Upload the template comprising the Supplier and Non Supplier Payments data.
   • Download the template by clicking Template; enter the Supplier and Non Supplier Payments data in the template and then upload the template.

In the CSV file you need to import, the mandatory fields are ReceiptNumber, TransDate, Payer. If you enter the ContactCode in the CSV file, system will display validation error.

To import, click Import.

The customer invoices and credit notes data details are successfully imported.

Single Line Journals

To import the Single Line Journals, complete the following steps.

1. Access the data import page and click Single Line Journals.
2. On the Data Import page, click Next.
3. The Data Import page appears. You can do either of the following actions:
4. Upload the template comprising the Single Line Journals data.
5. Download the template by clicking Template; enter the Single Line Journals data in the template and then upload the template.
6. To import, click Import.
7. The Single Line Journal details are successfully imported.

Yearly Budget Import

When you import the yearly budgetary figures, you can allocate annual budget to multiple divisions and subdivisions at one go. You can enter multiple divisions and subdivisions in the import template.

1. Access the data import page and click Yearly Budget Import.
2. On the Data Import page, click Next.
3. The Data Import page appears. You can do either of the following actions:
   • Upload the template comprising the Yearly Budget data.
   • Download the template by clicking Template; enter the Yearly Budget data in the template and then upload the template. Note that you can enter multiple nominal codes and allocate budgetary figures to multiple divisions and subdivisions in the template.
   • Select the period.

     FIELD	DESCRIPTION
     Current Period	The details uploaded would be for the current financial year.
     Future Period	The details uploaded would be for the upcoming financial year.

In the CSV file you need to import, the mandatory fields are Code and YTD. Selecting a Period ( Current or Future) is mandatory.

To import, click Import.

The yearly budget details are successfully imported.

You can download the template and enter multiple budgetary figures for multiple divisions and subdivisions.