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How to import customers and customer data in Rackbeat

Do you need to create or update multiple customers? - This can be done via import. See this guide for instructions. 

See this guide on how to manually create customers:
How to create a new customer

Guide to general import setup in Rackbeat:
Importing in Rackbeat

Table of Contents

We always recommend using the example file.
Go to: Items → Products → Import / Export → Import → Example File

Creating new customers via import

  1. Click on the “Sales” tab → “”.

  2. Click “Import / Export” and select “Import”.

  3. Click “Select File”, or drag and drop.

  4. Select the CSV file from your computer. Click “Open” and then “Load File”.

  5. Before loading the file, you need to match the columns in the pop-up with those in your CSV file. See this guide guide for help with that.

  6. Finish by clicking “Import”, and your customers will be loaded.

 

To create new customers via import, the following information is required:

  • Number: Enter the customers unique ID number. This needs to be a number not already in use.

  • Company name: Customer name.

  • Group: The number of the customer group, to which the customer belongs.

  • VAT Zone: Specify the VAT Zone for your customers. 

    1 (Domestic), 2 (EU), 3 (Foreign), 4 (Domestic, no VAT).

    If you work with country-specific VAT (OSS), you can specify the country code here.

    See our guide on country-specific VAT

    If these required columns are not filled, the import will fail.
    What do if my import failed

    Valid country codes for EU countries: 

    • Denmark: denmark, danmark, dk
    • Austria: austria, østrig, at
    • Belgium: belgium, belgien, be
    • Bulgaria: bulgaria, bulgarien, bg
    • Cyprus: cyprus, cypern, cy
    • Czech republic: czech republic, tjekkiet, cz
    • Germany: germany, tyskland, de
    • Estonia: estonia, estland, ee
    • Spain: spain, spanien, es
    • Finland: finland, fi
    • France: france, frankrig, fr
    • Greece: greece, grækenland, gr
    • Croatia: croatia, kroatien, hr
    • Hungary: hungary, ungarn, hu
    • Ireland: ireland, irland, ie
    • Italy: italy, italien, it
    • Lithuania: lithuania, litauen, lt
    • Luxembourg: luxembourg, lu
    • Latvia: latvia, letland, lv
    • Malta: malta, mt
    • Netherlands: netherlands, holland, nl
    • Poland: poland, polen, pl
    • Portugal: portugal, pt
    • Romania: romania, rumænien, ro
    • Sweden: sweden, sverige, se
    • Slovenia: slovenia, slovenien, si
    • Slovakia: slovakia, slovakiet, sk
    • Northern Ireland: north ireland, nordirland, gb-nir
  • Payment terms: Specify which payment terms, apply to or are agreed upon with your customer - use the number assigned to the payment term
  • Currency: Specify which currency applies to your customer by using the currency code (DKK, EUR, UDS...) 
    See these codes in your Company settings - Currency
  • Language code: specify which language applies to your customer by using the language code, e.g. DA or EN.
  • Layout: Specify which layout you would like to use for your customer, by using the layout number

 

Tip! Check that your customer groups, payment terms, etc., are set up before attempting to import customers, as the import will otherwise fail.

Additionally, you can update these fields via import: 

  • Address1: Enter the street information for your customer's billing address.
  • Address2: Enter additional street info for the billing address.
  • Postal Code: Enter the postal code for the billing address.
  • City: Enter the city name for the billing address.
  • Country: Enter the country for the billing address.
  • CVR: Enter the customer's CVR number.
  • Email: Enter the contact email for the customer.
  • Phone: Enter the contact number for the customer.
  • EAN: Enter the EAN number for the customer.
  • Max Credit: Enter the maximum credit for the customer.
  • General Discount: Enter the general discount this customer should receive.
  • Delivery Terms: Input the delivery terms number for the customer.
  • Offer Email: Enter the respective contact emails for offers.
  • Order Email: Enter the respective contact email for orders.
  • Invoice Email: Enter the respective contact emails for invoices.
  • Blocked: Indicate if the customer should be blocked or active. Enter "1" for blocked or "0" for active. Leaving this field blank will create the customer as active.
  • Use the same as billing address: Input "1" if the delivery address should be the same as the billing address.
  • Delivery name: Here you can enter the name of the location for the delivery address.
  • Delivery phone: Here you can enter the customer's phone number for the delivery address.
  • Delivery email: Here you can enter the customer's email for the delivery address.
  • Delivery street: Here you can enter the address for the delivery address.
  • Delivery street2: Here you can enter the secondary address line for the delivery address.
  • Delivery postal code: Here you can enter the postal code for the delivery address.
  • Delivery city: Here you can enter the city for the delivery address.
  • Delivery country: Here you can enter the country for the delivery address.
  • Attn.: Here you can enter the contact person to be marked as "Attn." for the customer.
  • Their reference: Here you can enter the contact person to be registered as "Their reference" each time a quote/order/invoice is created for the customer in Rackbeat.
  • Our reference: Here you can specify which of your employees should be registered as "Our reference" each time a quote/order/invoice is created for the customer in Rackbeat.

Once you have completed your file, you need to save it as a CSV UTF-8 file and upload it to Rackbeat.

If you have used the headers above, the columns will automatically map correctly before import

Example

 

Updating existing customers

To update existing customers through an import, check "update existing" after importing the file. When updating existing customers, the file must contain the column for customer numbers, as well as one column for each field you are updating.


The customer number, is the constant that you always need to include, when importing updates on existing customers.

Example: If you want to update layout on the customer, you will need to utilize the following columns: 

  • Customer number
  • Layout

 

 

Customer specific prices

If your customers have individual specific prices and discounts, this can also be imported. 

See our guide for discounts and specific prices

We recommend that you use the example file, to ensure the easiest import: 

 

  1. Select "sales" at the top of the page
  2. Select "customers" in the menu 
  3. Open a customer profile - it will be the import file and its content that determines what to change on which customer
  4. Select the tab "prices & discounts" on the customer profile 



To import customer specific prices and discounts, fill in the following columns in your file:

Mandatory fields are marked with *

  • *Customer Number: Supplier's unique number.
  • *Product Number: The specific product number the line should apply to.
  • Sales Price: The special price for the customer.
  • Discount: Discount percentage to be given on the product.

To import discount levels for customers, fill in the following columns in your file:

Mandatory fields are marked with *

  • *Product Number: Item number (also includes bill of materials).
  • *Customer Number: The customer number.
  • Sales Price: The sales price to be activated when the quantity is reached.
  • Discount: The discount percentage that gets activated when the quantity is reached.
  • Min. Quantity: Number of items sold before the discount is activated.

Once your file is complete, save it as a CSV UTF-8 file and upload it to Rackbeat.

Example

Customer number Product number Sales price
1001 1375-1 150
1001 1375-2 75

 


Notes

You can import internal notes for your customers.

  1. Select "Sales" in the top tab
  2. Select "Customers" in the menu
  3. Open any customer - it will be the import file and its content that determines what to change on which customer
  4. Select the "Notes" tab in the customer’s profile.

To import customer notes, fill in the following columns in your file:

  • Customer Number: The customer's unique number.
  • Note: Provide the note relevant to having on your customer in Rackbeat.

Contacts

You can add contact persons for your customers, which can be used as "their reference."

  1. Click "Sales" in the top tab
  2. Click "Customers" in the menu
  3. Open any customer - the import file defines which customer is updated.
  4. Select the "Contacts" tab in the customer profile.

To import supplier notes, fill in the following columns in your file:

Mandatory fields are marked with *

  • *Customer Number: The customer's unique number, this is a mandatory field.
  • *Contact Number: The unique number for the contact person at the customer. If you do not specify a number, Rackbeat will automatically choose one.
  • *Name: Name of the contact person.
  • Email: Email address of the contact person.
  • Telephone: Phone number of the contact person.
  • Job: Position of the person.
  • Copy Order: Indicate if the contact person should receive a copy of the order confirmation (1 for yes).
  • Copy Quote: Indicate if the contact person should receive a copy of the quote (1 for yes).
  • Copy Invoice: Indicate if the contact person should receive a copy of the invoice (1 for yes).

Updating Customer Contacts

If you need to update existing contacts, you need the Customer Number + Contact Number.

If the customer and contact number matches, the specific contact person will be updated.

Remember to check the mapping box to update existing ones.

Addresses 

You can import different billing addresses for the customer, which can then be selected from the overview in Offers, Orders, and Invoices.

You can import for multiple customers simultaneously, just by importing it to one customer.

To import customer addresses, fill in the following columns in your file:

Mandatory fields are marked with *

  • *Customer Number: Enter the unique customer number here.
  • *Type: Specify what type of address it is, whether it’s a delivery, billing address, or both. (any/billing/delivery).
  • *Name: Specify the name of the address here.
  • Street: Enter the street of the address here.
  • Street2: Enter the secondary address here.
  • Postal Code: Enter the postal code of the address here.
  • City: Enter the city name of the address here.
  • Country: Enter the country of the address here.
  • Telephone: Enter the phone number of the address here.
  • Email: You can provide an email address linked to this address here.

Once your file is complete, save it as a CSV UTF-8 file and upload it to Rackbeat.