Parties file
The file Parties (parties) gives the customers, the suppliers and the employees of a company, with one address and one contact person.
Rules of the rows
- A party has one or more roles:
customer,supplierandemployee. Each role uses the control account of its posting account (ar_control,ap_control,employee_control). Import the posting accounts first. - A party has one group for each role. The system makes a group or a tag that does not exist.
- The territory must be an active territory of the company. Import the territories first.
- The town comes from its name, in English or in Urdu, in the town list. A name that is not in the list, or that is in the list more than one time, gives a warning. The address then has no town.
- A line break in an address becomes a space.
- The same mobile number, phone number, CNIC or NTN as another party gives a warning.
- A party has no credit limit in the file.
A second file
A party code that the company has already is an error. To change the parties of an earlier file, select Update rows that an import made. The second file changes the fields, adds the new roles and tags, and replaces the address and the contact person of the file. It does not remove a role. A party that a user typed cannot change.
Rules of the file
- Row 1 has the column names. Do not change them. The data starts on row 2.
- Write the data on the sheet "parties". The system reads the sheet "parties", or else the first sheet.
- A column that is not necessary can stay empty. You can remove a column that is not necessary.
- A file can have at most 100,000 data rows and 20 MB. Put more data in more than one file.
- Codes and other text: write them as text. Excel keeps a code such as 001 only in a text cell.
- Y means yes and N means no. A list column takes more than one value, separated by ";".
- Do not write formulas. The system reads the values only.
Columns of the file (version 1)
| Column | Necessary | Type | Meaning | Values | Example |
|---|---|---|---|---|---|
party_code |
Yes | code, at most 32 characters | The code of the party. It must be different on each row. | C-0001 |
|
party_name |
Yes | text, at most 200 characters | The name of the party. | Example Store |
|
party_kind |
No | one value of the list | organization or individual. Empty: organization. | organization, individual |
organization |
roles |
Yes | values of the list, separated by ; | customer, supplier, employee: one or more, separated by ";". Each role uses the control account of its posting account. | customer, supplier, employee |
customer |
customer_group |
No | text, at most 100 characters | The customer group (a name). The system makes a group that does not exist. | Retail |
|
supplier_group |
No | text, at most 100 characters | The supplier group (a name). The system makes a group that does not exist. | ||
is_salesman |
No | Y or N | Y: the employee sells or collects. Only for the role employee. | Y, N |
N |
territory_code |
No | code, at most 16 characters | The code of a territory of the company. | N-01 |
|
tags |
No | values of the list, separated by ; | Tags, separated by ";". The system makes a tag that does not exist. | Wholesale;Cash |
|
address |
No | text, at most 200 characters | The first line of the address. | Shop 1, Main Bazaar |
|
address_line2 |
No | text, at most 200 characters | The second line of the address. | ||
city |
No | text, at most 120 characters | The name of the town, as in the town list. A name that is not in the list gives a warning, and the address has no town. | Lahore |
|
mobile |
No | text, at most 20 characters | The mobile number, for example 0300-1234567. | 0300-0000000 |
|
phone |
No | text, at most 20 characters | The phone number. | ||
email |
No | text, at most 254 characters | The e-mail address. | ||
cnic |
No | text, at most 20 characters | The CNIC: 13 digits, with or without dashes (12345-1234567-1). | ||
ntn |
No | text, at most 20 characters | The NTN: 7 digits, 7 digits and a check digit, or the 13 digits of a CNIC. | ||
strn |
No | text, at most 20 characters | The sales tax registration number: 13 digits. | ||
contact_name |
No | text, at most 120 characters | The name of the contact person. | ||
contact_position |
No | text, at most 80 characters | The position of the contact person. | ||
contact_mobile |
No | text, at most 20 characters | The mobile number of the contact person. | ||
contact_phone |
No | text, at most 20 characters | The phone number of the contact person. | ||
contact_email |
No | text, at most 254 characters | The e-mail address of the contact person. | ||
notes |
No | text, at most 1000 characters | Notes about the party. | ||
is_active |
No | Y or N | N: the party is deactivated. Empty: Y. | Y, N |
Y |
source_note |
No | text, at most 100 characters | A note that identifies the row in your source. The system shows it in the messages, and it does not keep it. | party:001 |
Example
A file with one row, in CSV format. Row 1 has the column names.
party_code,party_name,party_kind,roles,customer_group,supplier_group,is_salesman,territory_code,tags,address,address_line2,city,mobile,phone,email,cnic,ntn,strn,contact_name,contact_position,contact_mobile,contact_phone,contact_email,notes,is_active,source_note
C-0001,Example Store,organization,customer,Retail,,N,N-01,Wholesale;Cash,"Shop 1, Main Bazaar",,Lahore,0300-0000000,,,,,,,,,,,,Y,party:001