Add and import your records

Customers

1. 1

   Step 1: Add a customer

   Choose New customer. Choose the Type (Business or Individual), then fill in the name, contact details and Tax registration number.

   Where to find it

   1. Directory
   2. Customers
   • Billing address is printed on invoices.
   • Terms: the Currency, Payment terms (days) and an optional Credit limit (for information only).
   • Under Contacts, choose Add contact and tick Primary for the main one.
2. 2

   Step 2: Save and add service locations

   Choose Create customer. On the customer’s page, Add location records the sites where you do work, with on-site contacts and access notes.

Suppliers

1. 1

   Step 1: Add a supplier

   Choose New supplier, fill in the details, address, terms and contacts, then choose Create supplier. Suppliers added here are active straight away.

   Where to find it

   1. Directory
   2. Suppliers

   Note: If you use VendorHub and want new suppliers approved first, register them with Register vendor instead. See the VendorHub guide.

Employees

1. 1

   Step 1: Add an employee

   Choose New employee. Enter First name and Last name, contact details and Skills. Under Employment, set the Employment type, Status, Date of joining, Designation, Department, Branch and Reports to. Choose Add employee.

   Where to find it

   1. Directory
   2. Employees
   • Pick a User account to link the record to a member of your organization, so they see their own jobs, tasks, attendance and leave.
   • Employees are also your technicians in JMS and asset holders in AssetCare.

Products and services

1. 1

   Step 1: Add a product

   Choose New product. Enter the Name, SKU, Type (Goods, Service, Consumable or Spare part) and Unit of measure. Add a Sale price, Cost price and Tax rate (%).

   Where to find it

   1. Directory
   2. Products & items
   • Under Inventory, keep Track stock levels ticked for anything you hold in stock. Tick batch, serial or expiry tracking if you need it.
   • Set a Reorder level and Reorder quantity to get low-stock alerts.
   • Choose Create product.

Import from Excel, CSV or Google Sheets

One import works the same way for customers, suppliers, employees, products and many other records, including opening stock and opening balances.

1. 1

   Step 1: Open the import

   Every kind of record you are allowed to add is listed, grouped by area. Choose Import on the one you need, for example Customers. List pages such as Directory → Customers have an Import button too.

   Where to find it

   1. Settings
   2. Import data
2. 2

   Step 2: Choose your file

   Choose Choose a file and pick an Excel (.xlsx) or CSV file of up to 20 MB, or drag it in. For a Google Sheet, paste its link under Or paste a Google Sheets link and choose Use this sheet.

   • Starting from scratch? Download Excel template or Download CSV template gives you every column with an example row.
   • Share the Google Sheet first: Share → General access → Anyone with the link: Viewer.
3. 3

   Step 3: Match the columns

   Qlomack matches your column headings to its fields. Change any match, or choose Ignore this column. Every required field needs a column. Then choose Check my data.

4. 4

   Step 4: Check, then import

   Every row shows as new, to update, unchanged or with a problem, and says what to fix. Nothing is saved yet. Fix your file and choose it again, or tick Skip rows with problems and import the rest, then choose Import.

   • Records that already exist are updated, not duplicated: a customer, supplier or employee by its number (for example CUS-00012) or a matching email, a product by its SKU. Blank cells keep the existing value, so importing the same file twice changes nothing.
   • New records get the next number automatically. A department, designation or category that doesn’t exist yet is added for you when you are allowed to add one.
   • Up to 5,000 rows import at once. A bigger file imports in the background: you can close the window, and you are notified when it is done.
   • Rows with problems can be downloaded as Excel or CSV, fixed and imported again. Past imports on the same page shows who imported what, and when.

   Note: You need permission to add records of that type to import them, and permission to edit them to update existing ones. If you’re limited to some branches, you can only import into those branches.

Opening stock and opening balances

• The products import can set opening stock per warehouse, with unit cost, batch and expiry. It is added only where a product has no stock movements in that warehouse yet, so importing again never doubles it.
• Opening balances for your ledgers come in with the Chart of accounts import, and what customers owed you and you owed suppliers with Opening receivables and payables, bill by bill.
• Coming from Tally? Accounts & Invoicing → Tally imports your Tally groups, ledgers and opening balances.