Contacts

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Xero:Extract/Amend/Import Contacts

PostTrans imports Contacts, which could be manually entered with the assistance of in-cell searching, using copy and paste, imported from CSV file or extracted from Xero using the Extract button.

Page Contents

Xero Contact Import Example
Demo Videos
Template Structure in detail
Common Features
Template Tags
Related Example Templates included with PostTrans

Import Xero Contacts Features in Xero

Simply add new lines to the spreadsheet from row 4 on-wards. Then press Import button, on the PostTrans Toolbar, to import single or multiple Customer/Suppliers Contacts(Examples shown below).

Advantages

Visual Validation of data as processed highlighting an error
Multi Company updates to sync Multi Company Chart of accounts
Search for Account, Stock, Project, Nominal, using our In-Cell Searching
Add formula, vba or macros to manipulate the imported data
Press Extract to populate the sheet with existing data, amend and Import
Easy importation from CSV file
Double click on Account code to view Contact in Xero
Extract Multiple Contacts given code, or those change in the last x days

Examples of importing Xero Contacts

Demonstration Video

PostTrans for Xero Extract/Amend/Import Contacts

	0:00	Intro
	0:38	Template Structure
	0:40	Open Template from Examples
	1:40	Tags
	2:00	Company Selection
	2:40	Extracting Xero Data
	3:10	Edit data and add new Contact
	4:40	In-Cell Searching
	6:00	Import new and changed records
	7:50	Double click to open in Xero
	7:10	Clear data out of sheet
	7:20	Extract single record
	8:50	Extract list of records

PostTrans for Xero Sync Chart of Accounts, Contacts, Product Items to Multiple Xero Companies

	0:00	Intro
	0:20	Open Template from Examples
	1:00	Edit/Create Xero Chart of Accounts
	1:30	Edit/Create Xero Product Item
	2:40	Edit/Create Xero Contact Item
	3:00	Normal Company Selection
	3:30	Define the Xero companies to update
	7:50	Double click to open in Xero
	7:10	Clear data out of sheet
	7:20	Extract single record
	8:50	Extract list of records

PostTrans Training Static: From CSV File

	0:00	Open example sheet
	0:45	Enable File import in `Setup`
	2:00	Adding and deleting Tags (Mappings)

Template Structure for Static Data

The template must have tag ‘xeroContact’ in cell A1 to instruct PostTrans that we are interested in Xero Contacts, and that the sheet is a PostTrans Template. Pressing Import or Extract on a blank sheet will either open an existing example or create basic template for you to customise.

Row 1 contains a series of tags, which denote to PostTrans the data to be read/written in each column. These tags, and data columns can be rearranged to suit your needs, and the tags are added using the Tags button. See on-line Training Deleting the Tag name, in the cell, from this row removes the Xero mapping. Table of Contacts Tags

Hovering over these tags, in row 1, will show a comment which explains the tags purpose, data type and any other useful details.

Common Features

In-Cell Searching

Any Tag ending with ^ with have a in-cell search facility to look up associated values. Use SPACE + TAB to see all values, or SPACE and TEXT to perform a text search on description. These are returned to the cell as "CODE, DESCRIPTION". PostTrans only uses the CODE and ignores the comma and anything after it, thus data from a field would only need the CODE part of the data if from an external imported file.

In-cell Searching can be turned off by removing the ^ from the end of the tag name, or name in first line of comment (Header cells) to disable in-cell searching for a single column, or header cell. All in-cell searching can be turned off in Setup. In-cell searching.

Xero Data Cache

All associated Account, Tax, Currency, Contact and Product Item data needed to validate, or provide In-Cell Searching, is cached locally on you PC to enable PostTrans to deliver Optimal performance. This cache can be tailored to you own particular needs using the Cache button the tool bar.

Extracting the Data

The data extracted using the Extract button can be filtered, by entering criteria in row 2. Hover over cell A2 for instructions. Extracting Data

Amending Contacts Data

Having extracted data, the user can now simply edit the Contacts in Microsoft Excel, before re-importing it back into Xero.

PostTrans uses the tagged column CoCRC to detect changes in rows. Therefore, only records/rows which have changed since extraction are updated. If you add or delete a tagged column, PostTrans will treat ALL rows as having changed, and thus ALL records will be updated on next Import.

Importing the Data

Simply press the Import button to validate and import the data into Xero. PostTrans will read the Header cells and then process the rows of data until CoName column contains no data. The Xero Company imported into can be set in the Setup window.

PostTrans ONLY edits those fields listed on the sheet when importing, thus any existing values, on a record, are unaffected. New records may have default values for certain fields.

File Import Button

This can be enabled in Setup to easily import cvs, or fixed length files, into sheet for importation. Formula can also be added, or macros/VBA to manipulate this data before importation. Import from CSV file.

Validation

Any values and associated codes will be invalid during import. The cursor will be moved to highlight any problems in data.

Evaluation and License

This functionality will work with Xero Demo data without a license. A license is required to import into any other Xero Company. Pricing

What else can I do?

Other Xero Extract/Import types

Frequently Asked Questions?

Got another question? It may well be covered on our Frequently Asked Questions page.

PostTrans Tags which map to Xero

Not all these tags/columns are needed. The table below lists the required and recommended:

Tag Name	Data Type	Description
Important Fields:
xeroContact	Text Req	Returns `POSTED` if Trans line has been posted and will be ignored if `POSTED` (required). Also reports errors/warnings in data row
CoCRC	Text Req	Contains CRC number to help PostTrans detect changes in current row.
Special:
CoDelete	Text 1	Delete record if "X"
CoFindAcc^	Text 8	Search for record by entering Account code or pasting list, at top of column, and pressing `Extract` button In Cell Searching values in table CONTACTALL
CoFindName^	Text 8	Search for record by entering Contact Name or pasting list, at top of column, and pressing `Extract` button In Cell Searching values in table CONTACTNAME
Identification:
CoID	Text 100 Req	Contact ID as used by XERO (Double Click to view Contact in Xero)
CoAccNo	Text 50	Account Number if used (Double Click to view Contact in Xero)
CoContactNo	Text 50	Contact Number, this is normally hidden. Can be an external referance number (Double Click to view Contact in Xero)
CoIsCustomer	Yes/NoTF Read	Is Customer
CoIsSupplier	Yes/NoTF Read	IS Supplier
Account Details:
CoName	Text 255 EOF Req	Account Name (Double Click to view Contact in Xero)
Main Contact:
CoFirstName	Text 255	First Name
CoLastName	Text 255	Last Name
CoEmail	Text 255	Main Email
Phone:
CoCunCode	Text 20	Phone Country Code
CoArea	Text 10	Area Code
CoNo	Text 50	Phone No
Phone DDI:
CoDDICunCode	Text 20	Phone Country Code
CoDDIArea	Text 10	Area Code
CoDDINo	Text 50	Phone No
Phone Fax:
CoFAXCunCode	Text 20	Phone Country Code
CoFAXArea	Text 10	Area Code
CoFAXNo	Text 50	Phone No
Phone Mobile:
CoMOBCunCode	Text 20	Phone Country Code
CoMOBArea	Text 10	Area Code
CoMOBNo	Text 50	Phone No
Other:
CoSkype	Text 255	Skype Name
CoWebSite	Text 255	Web Address
Postal Address:
CoAttenTo	Text 100	AttenTo
CoAdd1	Text 100	Add1
CoAdd2	Text 100	Add2
CoAdd3	Text 100	Add3
CoAdd4	Text 100	Add4
CoCity	Text 100	City
CoRegion	Text 100	Region
CoPostZip^	Text 50	Account Postcode. If Postcode Search is enabled in ‘Setup >> Lookup >> Address Lookup’ then enter Space,Space + Postcode to search for an address. Postcode Address Lookup In Cell Searching values in table SimplyPostcode
CoCountry	Text 100	Country
Sales Defaults:
CoSalTaxCode^	Text 100	Sales Tax Code can be Xero Code or Tax name e.g. OUTPUT2 or 20% (VAT on Income) In Cell Searching values in table TAXCODESALES
CoSalAccNo^	Text 10	Revenue Nominal Account code In Cell Searching values in table ACCCODEREVENUE
CoSalTrack1^	Text 100	Set Tracking for whole transaction unless overidden In Cell Searching values in table TRACKING1
CoSalTrack2^	Text 100	Set Tracking for whole transaction unless overidden In Cell Searching values in table TRACKING2
Purchase Defaults:
CoPurTaxCode^	Text 100	Purchase Tax Code can be Xero Code or Tax name e.g. INPUT2 or 20% (VAT on Expenses) In Cell Searching values in table TAXCODEPURCH
CoPurAccNo^	Text 10	Purchase Nominal Account code In Cell Searching values in table ACCCODEEXPENSE
CoPurTrack1^	Text 100	Set Tracking for whole transaction unless overidden In Cell Searching values in table TRACKING1
CoPurTrack2^	Text 100	Set Tracking for whole transaction unless overidden In Cell Searching values in table TRACKING2
Other Defaults:
CoTaxRegNo	Text 50	Tax Registration Number
Outstanding:
CoPuOvr	Double Read	Purchase Overdue
CoSalOvr	Double Read	Sales Overdue
CoSalOut	Double Read	Sales Outstanding
CoPuOut	Double Read	Purchase Outstanding
Batch Payments:
Defaults - Custom Fields:
CoCurrency^	Text 3	Currency In Cell Searching values in table CURRENCY
CoInvTheme^	Text 60	Invoice Theme In Cell Searching values in table BRANDING
CoSalDisc	Double	Sales Discount
CoSaDueDay	Integer	Sales Due Days
CoSaDueType^	Text 30	Sales Due Days Type In Cell Searching values:Due Type A, days after bill date M, days after bill month C, days of the current month F, days of the following month
CoPuDueDay	Integer	Purchase Due Days
CoPuDueType^	Text 30	Purchase Due Days Type In Cell Searching values:Due Type A, days after bill date M, days after bill month C, days of the current month F, days of the following month
Contact Group:
Person1:
CoFirstName1	Text 60	First Name
CoLastName1	Text 60	Last Name
CoEmail1	Text 60	e-mail
CoIncEmails1	Yes/NoTF	Include in Emails
Person2:
CoFirstName2	Text 60	First Name
CoLastName2	Text 60	Last Name
CoEmail2	Text 60	e-mail
CoIncEmails2	Yes/NoTF	Include in Emails
Person3:
CoFirstName3	Text 60	First Name
CoLastName3	Text 60	Last Name
CoEmail3	Text 60	e-mail
CoIncEmails3	Yes/NoTF	Include in Emails
Person4:
CoFirstName4	Text 60	First Name
CoLastName4	Text 60	Last Name
CoEmail4	Text 60	e-mail
CoIncEmails4	Yes/NoTF	Include in Emails
Person5:
CoFirstName5	Text 60	First Name
CoLastName5	Text 60	Last Name
CoEmail5	Text 60	e-mail
CoIncEmails5	Yes/NoTF	Include in Emails
Street Address:
CoStAttenTo	Text 100	First Name
CoStAdd1	Text 100	Account Address Line 1
CoStAdd2	Text 100	Account Address Line 2
CoStAdd3	Text 100	Account Address Line 3
CoStAdd4	Text 100	Account Address Line 4
CoStCity	Text 100	City
CoStRegion	Text 100	Region
CoStPostZip^	Text 50	Account Postcode. If Postcode Search is enabled in ‘Setup >> Lookup >> Address Lookup’ then enter Space,Space + Postcode to search for an address. Postcode Address Lookup In Cell Searching values in table SimplyPostcode
CoStCountry	Text 100	Country

Req = Field is required EOF = End of file, Stop when no more values

With data type Yes/No fields, if cell starts with 'y' or 'Y' is taken as TRUE

Where ^ denotes a In Cell Code Search, delete ^ at end of tag, to turn off code search

All Text fields are trimmed (spaces before) by default. Add ' to the end of the tag name to stop this.

Related Example Sheets

You can easily access the example sheets by pressing Help button, on the PostTrans Toolbar to access these related examples, or downloading them from the links below.

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	Static Data - Chart of Accounts