If users receive a list of organizations or individuals to be included in future transactions, they may elect to import this information from a CSV file instead of adding them each manually.
There isn't a restriction on how payees are added but the system will not import records believed to be duplicates.
A sample template is available at the bottom of this article, though it is not required to use the payee import utility. Exported files from other financial software can be used directly with this utility.
To import payees from a CSV file,
1. Click on the gear icon to open your Settings view.
2. Scroll down the navigation menu on the left and select “Payees” under the Ledger section.
3. Click "Import" at the top right corner of the site, next to "Print" and "Export".
4. Choose which payee type to import. Once selected, a file explorer window will appear.
- Import Individual - Choose this option when importing payees like employees or customers that may need a 1099 or other tax-related information
- Import Business - Choose this option when importing payees like vendors or organizations
5. Choose a file to import. While it's recommended to separate imports between individuals and organizations, this status can be edited after import if needed.
6. Under "Select Header Row", use the arrows to the right of the selections to choose which row in the file is to be used for column headers. This will help with matching columns to their respective fields.
7. Under "Select Last Data Row", use the arrows to the right of the selections to choose which row contains the last payee to be imported and click "Next".
8. In the next window, use the drop-down menus to match column headers from the file to expected columns for payee fields. Name, Address, and Note expected columns allow for multiple columns from the file to be concatenated together by clicking available plus signs to add more drop-down menus to select from. Only the first Name field selection is required and any column in the file not matched in this step will be ignored by the importer.
- Name - The name of a payee, which will appear on payee reports and transactions; the only field required to import
- Legal Name - The legal name of a payee, if different from Name
- Address - The first line of a payee's address; can be a combination of multiple columns from the import file
- Address Line 2 - The second line of a payee's address, if needed
- City - The city of a payee's address
- State - The state of a payee's address
- Zip - The zip code of a payee's address
- Email - A payee's email address
- Phone - A payee's phone number
- Tax ID - A payee's tax or identification number
- Description - Additional information on a payee
- Note - Additional information on a payee; can be a combination of multiple columns from the import file
- Deleted - A True/False field designating whether a payee should be archived
9. Click "Import" to start the import process. A summary will be available shortly.
- Processed - This number will reflect the number of payees detected in the imported file
- Imported - This number will reflect the number of payees successfully imported from the file
- Duplicates - This number will reflect the number of payees detected as having the same name as an existing payee or another payee in the imported file and not imported
- Invalid - This number will reflect the number of payees that failed to be imported
10. Click "Done" to close the import window.