You are able to import customers as well as site customers in Ascora. This is helpful if you have customers with multiple sites which means that your technicians could be assigned to any of the sites that belong to a particular customer which is also the main billing customer.
For example, Company ABC may have five sites in total (sites 1, 2, 3, 4 , 5) and jobs could be assigned to any or all of these sites.
Two ways to Import Customers
There are two ways to import Customers in Ascora.
Option 1 is done by accessing Customers → Import/Export → Import.
Note: When you choose to import this way, it is important to use the standard Ascora Import Template which you can also download from the same screen by clicking Download Import Template.
Option 2 is done by going to the Import→ Import Customers.
Note: You only need to choose this option if you are using a different import file format or if you need to import some custom fields.
Importing from Customers Menu
1. Go to Customers → Import/Export→ Download Import Template.
2. Open the import template and enter the customer details in all columns and skip the ones not applicable.
If you have another file containing these information, make sure to transfer them into the Ascora import template and make sure to enter the data in the correct column.
3. Once your customer import file is complete, save the file and go back to Customers→ Import/Export → but this time, click on Import.
4. The following pop up box appears confirming that import is successful and depending on the amount of data from the import template, it could take a few seconds or a few minutes for the data to appear.
Click OK to proceed.
Importing Sites from Customers Menu
Once you've already imported your customers, you can now import sites by following the steps below.
1. Go to Customers → Import/Export→ Download Import Template.
2. Open the import template and enter the site details in all columns and skip the ones not applicable.
In column E, enter the Billing Customer for each sites. In this example, we are adding site 1, site 2, site 3, site 4, and site 5 under the customer called Customer ABC.
Note: You may also put the line address 1 in column B which belongs to the site details to easily identify the sites. In our example below, column B contains the line address 1 of the sites.
3. After adding all details, save your customer import template and go back to Customers→ Import/Export → but this time, click on Import.
4. After importing site details, you can go to Customers tab and display the details and navigate to Sites tab.
In this example, Customer ABC has now five sites added as we've imported earlier.
You can also import Contacts and Equipments using the same import template but enter the information in the corresponding sheets.
Unique identifier would be the customer name.
Importing from Import Menu
There are two reasons why you must import your customers from the Import Menu. One is if you have your own import file with all of your customer information already in it and two, if you are importing custom fields. The main difference is if you chose this option, you'll be able to map the fields and save the mapping for future use.
1. Go to Import and choose Import Customers.
2. Click Select files.... to select your import file and then click Begin Import.
3. The Data Mapping screen appears for you to map the fields that are not mapped automatically.
A. Choose Yes if your data has headers otherwise, choose No.
B. Check your Imported Data and drag the boxes and drop to the corresponding fields in the right panel. Please note that most fields should already be mapped.
In the following example, data called "COMPANY NAME, FIRST NAME, and LAST NAME are already mapped to the correct fields but if you find some data mapped incorrectly, simply transfer them to the correct field.
C. Once you're happy with the mapping and everything looks correct, click Import to proceed.
Note: You also have the option to save the mapping and that's helpful if you anticipate to import using the same import file format in the future.
4. Import Results box appears confirming the number of successfully imported files and if an error occurred, you'll also see some details about it.
