Import customers and suppliers with tax numbers

Open Settings → Import data, pick where your data is today, and drop the file. SimpleERP finds the customer and supplier lists in it, matches the columns, checks each row and shows what it will create, update or skip. Nothing is written until you click Import, and the batch can be undone for 30 days.

Which columns does the importer read?

Only the name is required; every other column is optional. Common headings from Zoho Books, QuickBooks, Xero and spreadsheets are matched automatically, and our template uses the names below. A few columns are named after your country: the tax number column is vat_number in the UK, trn in the UAE, ein in the US and abn in Australia, and the postal code and region columns use your country's words.

In India, the template carries gstin, gst_treatment and pan columns instead, a GSTIN's check digit is verified, and a blank state is taken from the GSTIN.

How are existing parties matched?

Each row is matched against parties already in SimpleERP by tax number first, then by code, then by name ignoring capitals. The first match wins.

• No match: a new party is created with its billing address, optional shipping address and primary contact.
• Match with the other role: a supplier that already exists becomes also a customer, and the other way round. No duplicate party is created.
• Match with the same role: the row is skipped, or the details are updated if you choose that option on the card.
• Same party twice in the file: the second row is an error that names the first row, so you decide which one is right.

What happens when a tax number fails the check?

A tax number that does not fit your country's format is reported as a row error, and the row is not imported until you fix it. Spaces are ignored, so 980 7806 84 and 980780684 are the same number.

The message says what to do and shows the right shape: "GB12345 isn't a valid VAT number, like GB980780684. Fix it in the file or clear it." Check confirms the format only; whether the number is live is for your tax authority's own lookup, where it has one.

• Copy the tax number again from the party's invoice or letterhead, and correct the file.
• If you cannot confirm it today, clear it and set the tax treatment to unregistered, because a registered party needs a tax number.
• Or tick "Import valid rows only" and add the corrected parties later.
• Download the errors as CSV to work through a long list in your spreadsheet.

How are phone numbers and regions read?

Phones are read as numbers in your business's country. Spaces, dashes and brackets are removed; a leading + and country code, or a leading 0, is understood. A number that is not a valid mobile number for your country is a row error that says so; clear it and add a foreign number by hand on the party later.

Where your country has regions, such as states in the US and Australia or emirates in the UAE, the region column takes a name or code. One SimpleERP does not know is a row error that asks for its name or code.

How is the opening balance posted?

A positive opening balance means the customer owes you, or you owe the supplier. SimpleERP posts one journal per party, dated the day before your start date, against Opening Balance Equity. Debit and credit marks such as Dr and Cr are turned into this convention for you.

Because the balance sits on the party, statements, ageing and payments all start from it. If you later bring in open invoices or bills for the same party, its opening balance is reduced by their total so nothing is counted twice.

How do credit days become payment terms?

Credit days are matched to your payment terms by number of days. A row with 30 uses your existing 30-day terms; a row with 45 when no such term exists creates "Net 45". Due dates on new invoices then follow the party's terms.

A worked example

Suppose Harbor Supply Co. starts its books in SimpleERP on 1 January 2027. This example uses UK-style details (VAT numbers, +44 phones) with amounts in dollars, like every example on this site; your columns follow your own country. Its customer list from QuickBooks has three parties.

1. 1

   Set the start date

   Books start on 1 January 2027, so opening balances are dated 31 December 2026.

2. 2

   Drop the file and check

   Bluewater's VAT number passes. Summit's has spaces, which are ignored before the check. Northside has no VAT number and a blank treatment, so it comes in as unregistered.

3. 3

   Read the counts

   Three to create, none to skip. "Net 45" will be created for Northside Retail because only 30-day terms exist.

4. 4

   Import

   Three customers and three opening journals are posted, Dr Accounts receivable $2,640 in total, Cr Opening Balance Equity.

5. 5

   Check receivables

   The receivables ageing shows each customer with its own balance, adding up to $2,640, the same as the old aged receivables report.

The supplier file follows. Allied Steel Supply at $1,780 and Eastfield Paints at $330 post Dr Opening Balance Equity, Cr Accounts payable, $2,110 in total.