Contractpedia's importing feature allows you to easily import your companies (suppliers, customers and partners) and people (employees). Instead of adding these records manually one at a time, you can add many records by importing them into Contractpedia using our Excel import file which you can download by clicking on the link below. In this article, you'll learn how to import companies into Contractpedia.
1. Log in to Contractpedia and from the Burger menu (three horizontal lines at the top right), choose Account administration.
2. Click on the Import section and then on Import companies.
3. Next, download the Excel import template and enter your data in the spreadsheet.
Click on the Download Excel import template link at the top right of the screen or download the Excel file from the link above. The Excel import template is an Excel file that we have created to help you with the importing of your companies.
Each column in the Excel file corresponds to a specific field in Contractpedia. Most columns are straightforward but it’s good to understand how some fields might need specific formatting. For example in Column G | Responsible person - System ID you need to enter the System ID of the responsible person, instead of the name of the person. Scroll down to learn more about what information you need to enter in this field and in the other fields.
Make sure that you understand how to enter your data in each column in Excel, so that your data is imported correctly into Contractpedia. Only the first and the third column in the Excel import template are required and they are marked with an *
Column A | Company name*: The name of the company or organisation.
Column B | Status: Choose from the drop-down if the company is Active or Inactive, or simply enter one of these words.
Column C | Company type*: Choose the company type from the drop-down list: Supplier, Customer or Partner, or enter one of these words.
Column D | Category: Enter one or more categories. Separate them with a ; (semicolon).
Column E | VAT Number: Enter the VAT Number of the Company, if it has one. A value added tax identification number is a unique number used in many countries, including the countries of the EU, for value added tax purposes; this number identifies a taxable person (business) or non-taxable legal entity that is registered for VAT.
Column F | ID: Here you can enter the ID number of the Company, if you use some kind of internal identification system.
Column G | Responsible person - System ID: Enter the System ID of the responsible person at your company who is responsible for the relations with this company. To see and copy the System ID of a person: Go to People > Click on the Name of the specific person > Click on the button next to "System ID" at the top right of the screen
Then paste the copied value in the Excel cell.
Column H | Company's responsible person: Enter the name of the person in this Company who is responsible for the relations with your company.
Column I | EAN/GLN: Enter the EAN (European Article Number) or GLN (Global Location Number) for this Company if you have it.
Column J | Payment terms: Enter the payment terms of this Company, for example "By the 5th of the month".
Column K | Address: Enter the first line of the address where the company is located.
Column L | Zip/Postal: Enter the Zip or Postal code.
Column M | City: Enter the city where the company is located.
Column N | Country: Choose the correct country from the drop-down list or enter the name just as it is in the list.
Column O | Phone number: Enter the phone number of the company
Column P | Email: Enter the email address of the company.
Column Q | Website: Enter the website of the company.
Column R | Invoice email: Enter the email address of the company used for sending and/or receiving invoices.
Column S | Contact person's Name: You can enter the name of a contact person in the company and in the next columns their contact details.
Column T | Contact person's Position/Title: Enter the position or title of the contact person.
Column U | Contact person's Email: Enter the email address of the contact person.
Column V | Contact person's Phone number: Enter the phone number of the contact person.
Column W | Bank name: Enter the name of the Bank where the bank account of the company is.
Column X | Reg No: Enter the registration number of their bank account.
Column Y | Account number: Enter the bank account number.
Column Z | SWIFT code: Enter the SWIFT code of the bank.
Column AA | IBAN: Enter the IBAN (the International Bank Account Number).
Column AB | Comments: Add comments about this company.
4. Upload the Excel file to Contractpedia.
On the same page in Contractpedia where you downloaded the Excel import template, you can upload your filled-in Excel file containing your data.
5. Review the imported data and correct any errors before saving it.
Each tab is a different row on your Excel file and a different Company record. You can change the data directly in the Contractpedia fields.
You can check the box "Only show records with errors" at the top right the screen and you will only see on the screen company records that contain errors. The section that contains errors and the specific field will always be highlighted with red to help you navigate.
If you want to delete a record, click at the top right of the screen.
When you are ready click Save all.