Import Accounts
Accounts in Commit help you manage all of your contact information. You can create Accounts for your customers, vendors, employees and more. Accounts can be imported into Commit from various data sources:
- Imported from Excel® files, CSV files, Outlook® contacts, QuickBooks® and others.
- Imported (or synchronized) from Outlook.
- When the Commit-QuickBooks Link is in use, Accounts can be synchronized between Commit and QuickBooks.
Importing Accounts from Excel/CSV/Text Files
You can import Accounts and Account information (such as phone numbers and addresses) into Commit from almost any data source that you may have, including Excel sheets, and exported files from any account software, etc.
To import Accounts from any data source:
- On the Main menu go to Tools > Import and Export > Import Accounts, and select the type of file to be imported (MS Excel®, Text (CSV), MS Outlook®, MS Outlook Express®, Database, Paradox tables) .
- You will then be guided through the process of matching the fields from the imported file to fields within Commit.
- Your Accounts will now be imported.
Importing from Outlook
You may choose to import Contacts from Outlook into Commit Accounts. This can be done using the Commit Import utility. Note that importing records is a one-way data transfer from Outlook into Commit. Alternatively you can use the two-way Commit-Outlook Sync, which allows you to perform a two-ways synchronization between CommitCRM Accounts and Outlook Contacts.
When not using the Commit-Outlook Sync option, you can import Accounts from Outlook in the following way:
- Go to Accounts window > Tools > Import Data, and select MS Outlook as the type of file to be imported.
- Select the Outlook Contacts folder for importing.
- Click Import.
The contact records from Outlook are now imported into Accounts in Commit.
How to Avoid Duplicate Accounts
When importing Accounts from multiple sources, such as QuickBooks®, Outlook®, or Excel, it is important to first create a link between parallel records in QuickBooks and Outlook, so that duplicate records will not be created, and the correct records will be synced.
If you have all your customers in QuickBooks and Outlook, it is easiest to first synchronize your Commit Accounts with your Outlook contacts. Then, when you need to create an Invoice for an Account, link the Account with the QuickBooks record. There are two ways you can link Commit Accounts with QuickBooks customers:
- Click the QB icon in the tool bar when the Account is selected, and select the Link Account to QuickBooks Customer/Job/Vendor Record option. This will allow you to select the customer in QuickBooks and create the link between them so that the system will know which customer the Invoice is for when creating an Invoice from within Commit.
- Create the links on-demand: If a Commit Account is not yet linked to any QuickBooks customers, you will be asked to link it when you prepare its first invoice
In case you prefer to import from other sources first, and then link the existing Accounts with Outlook records, this can be done using the 'Link Account to Outlook Contact' option. Click here for more details.
Click here for more details on synchronizing Accounts with Outlook®.
Or, click here for more details on importing Accounts from QuickBooks®.
Setting up Account's Custom Pricing
Custom Pricing lets you set unique prices for different Accounts or Contracts. Once you define custom prices for an Account or Contract, these prices will be used automatically for every charge logged for Accounts or Contracts.
When should I use Custom Pricing?
By default, the standard employee hourly rates and item prices will be used automatically. You should use custom pricing only when you want to use a different set of prices or rates for a specific Account or Contract.
Account level vs. Contract level Custom Pricing
Custom Pricing can be defined at the Account level or Contract level. When custom prices are defined for the Contract, the Account's custom pricing settings are ignored, and the Contract's price settings are used. You can read more about Custom Pricing in the Introduction to Billing, under Custom Pricing.