This article describes the requirements and formatting details when converting data over to OASIS. Note: these are instructions on how to format the excel spreadsheet. The spreadsheet should be sent to OASIS support to be imported into OASIS. This service may be for charge depending on the circumstances.
Customer Data
| Field | Description | Example |
|---|---|---|
| Customer ID | REQUIRED, NO DUPLICATES! (Max 32 Characters); background ID OASIS uses | CUST123 |
| Customer Name | REQUIRED! (Max 255 Characters) | Customer 123 |
| Display ID | REQUIRED! (Max 32 Characters); ID visible to the user (usually matches CustomerID) | CUST123 |
| Customer Role | Optional, must match a role you have set at Customers->File->Configuration->Roles Tab | Distributor |
| Sold To/Ship To/Bill To Addresses | ||
| Name | Optional, Ship/Bill/Sold To can be identical | Customer 123 |
| Line 1 | Optional, Ship/Bill/Sold To can be identical | 123 Main St. |
| Line 2 | Optional, Ship/Bill/Sold To can be identical | Suite 1 |
| City | Optional, Ship/Bill/Sold To can be identical | Cabot |
| State | Two Letters, Optional, Ship/Bill/Sold To can be identical | AR |
| Zip | Optional, Ship/Bill/Sold To can be identical | 72023 |
| Country | Three Letters, Optional, Ship/Bill/Sold To can be identical | USA |
| County | Optional, Ship/Bill/Sold To can be identical | Lonoke |
| Phone | Optional, may have duplicate/additional entries | 555-555-5555 |
| Fax | Optional, may have duplicate/additional entries | 555-555-5555 |
| Optional, may have duplicate/additional entries | person@cust123.com | |
| Website | Optional, may have duplicate/additional entries | www.cust123.com |
| Assigned Sales Account | Optional (use OASIS user ID) | KH |
| Parent Company | Optional, unique Customer ID of the company that you want to assign to | CUST456 |
| Invoice Term Text | Optional | All values are in USD |
| Tax Status | Optional, Either U (Unknown), T (Taxable), or E (Exempt) | T |
| Tax ID | Optional, use the ID of a Tax Account listed in Configuration->Tax Accounts | AR Local |
Manufacturer Data
| Field | Description | Example |
|---|---|---|
| Manufacturer ID | REQUIRED, NO DUPLICATES! (Max 32 Characters) | MYMFG |
| Manufacturer Name | REQUIRED! (Max 255 Characters) | My Manufacturer |
| Display ID | REQUIRED! (Max 32 Characters); ID visible to the user (usually matches CustomerID) | MYMFG |
| MailTo/ShipTo/RemitTo | ||
| Mail Line 1 | Optional, Mail/Ship/Remit To can be identical | 123 Main St. |
| Mail Line 2 | Optional, Mail/Ship/Remit To can be identical | Suite 1 |
| Mail City | Optional, Mail/Ship/Remit To can be identical | Cabot |
| Mail State | Two Letters, Optional, Mail/Ship/Remit To can be identical | AR |
| Mail Zip | Optional, Mail/Ship/Remit To can be identical | 72023 |
| Mail County | Optional, Mail/Ship/Remit To can be identical | Lonoke |
| Mail Country | Three Letters, Optional, Mail/Ship/Remit To can be identical | USA |
| Phone | Optional, may have duplicate/additional entries | 555-555-5555 |
| Fax | Optional, may have duplicate/additional entries | 555-555-5555 |
| Optional, may have duplicate/additional entries | person@mymfg.com | |
| Website | Optional, may have duplicate/additional entries | www.mymfg.com |
| Allowance Amount | Optional (avoid currency formatting) | 1000 |
| Allowance Weight | Optional (avoid specific weight labels) | 100 |
| Standard Commission | Optional (numbers only, no percent formatting) | 10 |
| Std Overage Split | Optional (numbers only, no percent formatting) |
75 |
Representative Data
| Field | Description | Example |
|---|---|---|
| Representative ID | REQUIRED, NO DUPLICATES! (Max 32 Characters) | AGENT1 |
| Representative Name | REQUIRED! (Max 255 Characters) | Agent 1 |
| Mail Name | Optional, may be split into Mail/Bill if needed | Agent 1 |
| Mail Line 1 | Optional, may be split into Mail/Bill if needed | 123 Main St. |
| Mail Line 2 | Optional, may be split into Mail/Bill if needed | Suite 1 |
| Mail City | Optional, may be split into Mail/Bill if needed | Cabot |
| Mail State | Two Letters, Optional, may be split into Mail/Bill if needed | AR |
| Mail Zip | Optional, may be split into Mail/Bill if needed | 72023 |
| Mail Country | Three Letters, Optional, may be split into Mail/Bill if needed | USA |
| Mail County | Optional, may be split into Mail/Bill if needed | Lonoke |
| Phone | Optional, may have duplicate/additional entries | 555-555-5555 |
| Fax | Optional, may have duplicate/additional entries | 555-555-5555 |
| Website | Optional, may have duplicate/additional entries | www.cust123.com |
Contact Data
| Field | Description | Example |
|---|---|---|
| Name | REQUIRED! May be split into First/Middle/Last columns | John Doe |
| Position | Optional | Sales |
| CustomerID ManufacturerID RepresentativeID |
REQUIRED! One of the fields Customer, Manufacturer or Representative ID is required to map this contact to an existing customer, manufacturer or representative. | CUST123 MYMFG AGENT1 |
| Manufacturer ID | Optional (If MFG Contact) | MYMFG |
| Representative ID | Optional (If Representative Contact) | AGENT1 |
| Phone | Optional, may have duplicate/additional entries | 555-555-5555 |
| Optional, may have duplicate/additional entries | john@abc.com | |
| Mobile | Optional, may have duplicate/additional entries | 555-555-5555 |
| Fax | Optional, may have duplicate/additional entries | 555-555-5555 |
Note: When converting contacts, they may be either intermingled with customer data or as their own spreadsheet.
Formatting
Data must be in spreadsheet format, with columns forming common data elements, and rows signifying separate transactions (see below). The spreadsheet may be an Excel document or CSV file. Data in any other format will be rejected due to technical limitations (unless specified otherwise).
When using the optional entries, have each in their own columns:
| Customer ID | Customer Name | Role | City | ST |
|---|---|---|---|---|
| CUST1 | Customer ABC | Distributor | Cabot | AR |
| ENG1 | Engineer 123 | Engineer | Little Rock | AR |
| ARCH1 | Architect XYZ | Architect | Conway | AR |
Note: If your spreadsheet does not have IDs, we will ask you to add them in. IDs are crucial for OASIS to link transactions together, and while using names will work in some cases, IDs are much more compact (useful for reporting). Be sure when entering IDs to keep them as short as possible, but also unique. Keep in mind that you will be using these IDs to enter customer information in Orders/Quotes, so understanding them is key. Some ideas for IDs:
- Try a combination of characters from the name: My Test Customer -> MTC
- Add City/ST abbreviations for customers with multiple branches: Cabot, AR -> MTC-CAB; Little Rock -> MTC-LR
You may use a single spreadsheet, or multiple spreadsheets if needed. You may use one of the following templates:
Data on a single spreadsheet (Customers/Manufacturers/Reps, with contacts).
Your data will need a Type column so you can specify if the line is for a customer/mfg/rep, etc. This will double as your "Role" for your customers as well. If you have multiple contacts for one customer/mfg, be sure to list the data twice (at least the ID, Name, and Type). See example below:
| ID | Name | Type | Contact | ... |
|---|---|---|---|---|
| CUST1 | Customer 123 | Distributor | Joe Brown | |
| CUSTABC | Customer ABC | Distributor | John Doe | |
| CUSTABC | Customer ABC | Distributor | Jane Doe | |
| ARCH1 | Architect XYZ | Architect | Bob Green | |
| MYMFG | My Manufacturer | Manufacturer | Gary Smith | |
| MFG999 | Manufactuer 999 | Manufacturer | Amy Doe |
Download: OASISData1.xls
Data on multiple spreadsheets (Customers, Manufacturers, Reps all separate) with contacts mixed in.
Your data will be clearer to read this way. Just like above, you will need to list your information twice if you have more than one contact at a company (at least the ID, Name, and Type). See example below:
| ID | Name | Type | Contact | City | ... |
|---|---|---|---|---|---|
| CUST1 | Customer 123 | Distributor | Joe Brown | Cabot | |
| CUSTABC | Customer ABC | Distributor | John Doe | Conway | |
| CUSTABC | Customer ABC | Distributor | Jane Doe | Conway | |
| ARCH1 | Architect XYZ | Architect | Bob Green | Sherwood | |
| CONT-CAB | Contractor 777 - Cabot | Contractor | Gary Smith | Cabot | |
| CONT-LR | Contractor 777 - Little Rock | Contractor | Amy Doe | Little Rock |
| ID | Name | Contact | Std Commission | ... |
|---|---|---|---|---|
| MYMFG | My Manufacturer | Joe Brown | 5 | |
| MFG999 | Manufacturer 999 | John Doe | 7 | |
| AWEMFG | Awesome Manufacturer | Amy Doe | 12 |
You may want to download the attached spreadsheet as a template, which contains all the columns that have been listed in the examples above.
Download: OASISData2.xls
Data on multiple spreadsheets, contacts included.
When converting contacts separately, be careful to make sure you link the Contacts back to the company they are associated with. If they have no company, then leave all three ID fields blank.
| Customer ID | Manufacturer ID | Representative ID | Contact Name | Phone | ... |
|---|---|---|---|---|---|
| CUST123 | Jane Doe | 555-555-5555 | |||
| CUST123 | John Doe | 555-555-5555 | |||
| CONT-LR | Joe Brown | 555-555-5555 | |||
| CONT-CAB | Gray Smith | 555-555-5555 | |||
| MYMFG | Bill Brown | 555-555-5555 | |||
| MYMFG | Amy Smith | 555-555-5555 | |||
| MFG999 | Mary White | 555-555-5555 | |||
| AGENT1 | Frank Red | 555-555-5555 |
Download: OASISData3.xls
Additional Data
For certain items, we can convert them as long as you follow one of the templates below:
Customer Accounts: OASISCustomerAccounts.xls
Inventory (In-stock parts only): OASISInventory.xls
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