Import contacts from another system

Before you can import any data into CCH iFirm you need to download a .csv file provided by CCH iFirm.  The .csv file acts as a template for you to use because it contains the field headings that match the CCH iFirm system.

1. ClickSettings > Installation > Import Clients.
2. Click the green You can click here for a sample CSV file link to download the sample .csv file to your computer.
3. Save the ClientImportIN.csv file to your computer - it will open in Microsoft Excel.

Next you need to export your client data from your old system to a .csv file. This process differs from system to system. If you are unsure of how to do this, contact your software supplier for help. After you have done this you will have two .csv files; the sample .csv file from CCH iFirm and the .csv file exported from your old system.

You may want to prepare and import a .csv file containing only a few of your contact records, to test that it imports correctly. Once the .csv file imports without error, and you are happy with the imported data, you can proceed to import all of your other contact records.

1. Open both .csv files.
2. Compare the field headings in your old system's .csv file to those in the sample .csv file. Using the sample .csv file as a template, consider what fields and related data from your old system you want to keep. Ensure that you find a match with the field headings that you must use in CCH iFirm - use the guide.
3. Use this opportunity to tidy up your data. For example, you could change your client code convention, if required or archive deleted or inactive clients.
4. Copy and paste the columns of data from your old system's .csv file into the appropriate columns of the sample .csv file.
   

   If the First Name or Last Name columns are populated with data, this is what will be imported into CCH iFirm as the Contact name, NOT the data from the Name column (see screen shot below for columns). So, if you want the Name column to populate the Contact name in CCH iFirm, do NOT key in any data in the First Name or Last Name columns.

5. Delete any columns that you do NOT want to use.
   • This will ensure you do not get any error messages during the import process that relate to data you do not have or want to use.
   • For example, the guide tells you that the Prepare GST column requires data in the format of YES/NO, Yes/No, yes/no, Y/N, or y/n. So, if you do not have any data in this column, you will get an error message when you try to import the file (see below).

6. Set the Contact Type using the Client/Prospect/Lead column, so you do not have to set this manually in Contacts later.
   • For example, you can specify contacts as Leads, as opposed to Clients. If you do not enter data in this column, the Contact Type field will be set as Blank.
   • You can also use this column in conjunction with the Supplier column. For example, if you can enter Lead into the Client/Prospect/Lead column, and Supplier into the Supplier column, when you import the .csv file the Contact Type field will be set as Lead & Supplier.

7. Ensure your data is in the correct format because if your data does not match this format it cannot be imported into CCH iFirm - use the guide for help.
8. Save the file.

Tips to avoid issues later on:

• Remove carriage returns, commas, and spaces.
• Ensure there are no duplicate records - there should only be one line for each client code.
• You must have a Code column.
• You must have a Type column (this is the client's entity type)
  
• Use quotation marks if you want to use commas. For example, Jo, Bloggs without any quotation marks will be imported as two columns, whereas "Jo, Bloggs" will be imported as one column.
• The date format is mmm dd yyyy. For example, Mar 31 2012.
• Fields requiring an amount must be populated with numbers only, NOT letters and not alphanumeric. For example, use 21 NOT twenty-one.
• Columns that have numbers, such as mobile phone numbers that commence with a 0 need to be formatted as text fields NOT numerical fields. This will hold the 0 at the beginning of the number.
• Do not use any special characters (for example %, &, ! and so on). You can use Notepad Plus Plus to help you identify if any special characters are embedded in your .csv file.