Import template for partners
You can download an Import template for partners, to create or update partner information for multiple partners at the same time. The import template must afterwards be uploaded to tracezilla.
If this is your first time uploading partners to tracezilla, it can be a good idea to first create one partner directly into the application. This way, when you download the import template, the first row of the excel sheet will be pre-filled, so it is easier to see which information goes to which column, and also in which format.
NB: It is possible to edit in partners in tracezilla while you have downloaded the import template to your computer, so do not wait too long to upload changes via the import template. It could potentially create conflicting data or overwrite the changes made in tracezilla. Please agree with other users that there is no editing in the application, while partners are being updated locally on a file.
If a data error occurs when uploading the template, the application will let you know in which row and column the error is located, and what causes the error.
Import partners
- Click Partners in the top menu, and choose Find partner in the drop-down menu.
- Click Import in the upper right corner.
- Click Get import template in the pop-up window.
- Enter or edit the information in the template. Remember to save the template on your computer.
- When you have finished creating or editing partners, go back to tracezilla.
- Click Upload File in the dialog window.
Partners
In the left column below, you have the headers of the excel sheet. The right column provides explanations for each header.
| Column header | Explanation |
|---|---|
| ID | This ID is used by the application to recognize the partner when the excel sheet is imported to the application. It ensures that the correct partner will be uploaded with the correct data. Do not delete or edit data. |
| Partner name | Enter the partner’s company name. The partner name will appear on documents, e.g. invoices. |
| VAT ID | Enter the partner’s VAT ID, which normally can be found on the partner’s website. |
| External Ref. | Do not fill in the field. The information is used internally in the system. |
| Country | Enter the partner’s country of origin. The format must be the two letter ISO country code. E.g. DK for Denmark, GB for Great Britain, etc. |
| Currency | Enter the default currency of which the partner is payed and invoiced. The format must be the three letter code according to ISO 4217. E.g. DKK, GBP, EUR, ect. |
| Language | Enter the language as it is to appear on documents sent to the partner. The language format must be the two letter ISO language code, e.g. da for danish, en for english. The language on documents must furthermore be translated. You can do this by following this tutorial https://www.tracezilla.com/en/tutorials/document-translation |
| World wide web address | Enter the partner’s website address in the format https://example.com |
| Enter the partner’s email address, e.g. example@example.com This is the default recipient address for documents, e.g. invoices, when a contact has not been added to the partner. |
|
| Phone | Enter the phone number of the partner. |
| Fax | Enter the fax number of the partner. |
| Payment term method | Enter the default payment term method for the partner, e.g. Nett days. You can see the payment terms in the application. |
| Payment term text | Enter a text for the payment term method above, e.g. Nett 14 days. You can see the payment terms in the application. |
| Payment term days | Can be: Number. Enter the number of days matching the entered data in the two previous fields, e.g. 14. |
| Default delivery term | Can be: Capital letters. Enter the abbreviation of the delivery clause for the terms of delivery according to INCO TERMS, e.g. DDP, EXW, etc. Read more about INCO TERMS here. |
| Default delivery term, text | Can be: Text and numbers. Enter a text for the delivery terms entered in the previous field. |
| Price List (Purchasing) | If you have created a price list with purchase prices for raw materials, you can copy the name from the application and associate the price list with a partner. Then the prices of goods will automatically be filled in from this price list when you create a purchase order with this partner as supplier. |
| Price List (Sale) | If you have created a price list with sales prices, you can copy the name from the application and associate the price list with a partner. Then the prices of sold goods will be automatically filled in from this price list when you create a sales order for this customer. |
| Retail prices currency | Enter the currency of retail prices, if you wish for these to appear on invoice documents for this partner. E.g. EUR, GBP, USD, etc. Read more about retail prices here. |
| Blocked | Can be: Yes/No. When creating a new partner, enter No. A partner can not be deleted, only blocked. When blocking a partner, the partner can no longer be added to new orders. When blocked, the partner will be marked with a red warning. |
| Created | This field will be auto-filled. Do not edit or delete the text. If a new partner is being added, leave the field empty. |
| Updated | This field will be auto-filled. Do not edit or delete the text. If a new partner is being added, leave the field empty. |
Locations
| Column header | Explanation |
|---|---|
| ID | This ID is generated automatically. Leave the field empty. If data is already entered, do not delete or edit data. |
| Partner ID | Leave the field empty. If data is already entered, do not delete or edit data. |
| Partner | Enter the partner’s company name. |
| Reference code | Enter a reference code, if relevant. |
| Location | Enter the name of the location, e.g. “Headquarters”, “Warehouse”, “Production”, etc. |
| World wide web address | Enter a web address, if relevant. |
| Country | Enter the country code of the location. The format must be the two letter ISO country code. E.g. DK for Denmark, GB for Great Britain, etc. |
| Address | Enter the location address. |
| Address 2 | Enter the location address. |
| State/province/region | Enter a state, region, etc., if relevant. |
| Zip code | Enter the Zip code |
| City | Enter the city. |
| Blocked | Can be: Yes/No. When creating the location, enter No. If you wish to block the location, enter Yes. |
| Created | This field will be auto-filled. Do not edit or delete the text. If a new partner is being added, leave the field empty. |
| Updated | This field will be auto-filled. Do not edit or delete the text. If a new partner is being added, leave the field empty. |
Certificates
| Column header | Explanation |
|---|---|
| ID | This ID is generated automatically. Leave the field empty. If data is already entered, do not delete or edit data. |
| Partner ID | Leave the field empty. If data is already entered, do not delete or edit data. |
| Partner | Enter the partner’s company name. |
| Certificate body | Can be: A partner. Enter the partner name of the certificate body. |
| Reference | Enter a reference number. |
| Certificate url | Enter a http, if public certificate. |
| Issued at | Enter the date of issue in the format yyyy-mm-dd. |
| Valid from | Enter the first date of the validity period in the format yyyy-mm-dd. |
| Expires | Enter the end date of the validity period in the format yyyy-mm-dd. |
| Created | This field will be auto-filled. Do not edit or delete the text. If a new partner is being added, leave the field empty. |
| Updated | This field will be auto-filled. Do not edit or delete the text. If a new partner is being added, leave the field empty. |
Comments
| Column header | Explanation |
|---|---|
| ID | This ID is generated automatically. Leave the field empty. If data is already entered, do not delete or edit data. |
| Partner ID | Leave the field empty. If data is already entered, do not delete or edit data. |
| Partner | Enter the partner’s company name. |
| Comment | Enter a comment of choice. |
| Created by, Name | Enter the user name of the comment. |
| Created by, Email | Enter the email address of the user. |
| Created | This field will be auto-filled. Do not edit or delete the text. If a new partner is being added, leave the field empty. |
| Updated | This field will be auto-filled. Do not edit or delete the text. If a new partner is being added, leave the field empty. |
Contacts
| Column header | Explanation |
|---|---|
| ID | This ID is generated automatically. Leave the field empty. If data is already entered, do not delete or edit data. |
| Partner ID | Leave the field empty. If data is already entered, do not delete or edit data. |
| Partner | Enter the partner’s company name. |
| Name of contact | Enter name of contact. |
| Enter the email address of the contact. | |
| Phone | Enter a phone number. |
| Cell | Enter a cellphone number of the contact. |
| Is this the contact that should be chosen as default?… | If no location has been specified for the contact, this will be the default contact for all locations. |
| Comment | Enter a comment of choice. |
| Created | This field will be auto-filled. Do not edit or delete the text. If a new partner is being added, leave the field empty. |
| Updated | This field will be auto-filled. Do not edit or delete the text. If a new partner is being added, leave the field empty. |
Relations
| Column header | Explanation |
|---|---|
| ID | This ID is generated automatically. Leave the field empty. If data is already entered, do not delete or edit data. |
| Partner ID | Leave the field empty. If data is already entered, do not delete or edit data. |
| Partner | Copy the name of a partner and insert into the field. The automatic relation applies to his partner, when it is the primary partner in an order for example a customer in a sales order. |
| Order Type | Can be: warehouse, sales, purchase, production or leave it blank and just indicate a partner role Then the automatic relation will apply to all order types. |
| Partner role | Can be: pickup_from, deliver_to, customer, invoice_to, forwarder The partner role defines which field on an order is automatically filled with partner and location. Please note that all orders can have pickup_from, deliver_to and a forwarder, while customer and invoice_to can only be specified for the sales orders. |
| Partner | Copy and paste the partner name of the partner who has the specified partner role. |
| Location | Copy and paste the location name with the address information that matches the partner who has the specified partner role. |
| Enable delivery profile | Can be: Yes, No It may be relevant to specify a delivery profile if the partner role is specified as deliver_to. You can then define in the subsequent columns with the days of the week how many days after the order placement date the earliest delivery date is. The setting is mainly used for B2B Commerce customers. |
| monday, Required number of days for delivery | Can be: An integer or leave blank Indicate how many days from this day the product can be delivered to the given partner/location. Example: if a customer places an order on a Monday, the number of days entered here will define when the product can be delivered at the earliest. If 0 is entered in the field, the customer can have the product delivered the same day. If 1 is entered in the field, the customer can have the product delivered the following day, Tuesday, at the earliest. If 2 is entered in the field, the customer can order the product for delivery on Wednesday at the earliest. |
| tuesday, Required number of days for delivery | Can be: An integer or leave blank Indicate how many days from this day can be delivered to the given partner/location. See example in fields “Monday…” |
| wednesday, Required number of days for delivery | Can be: An integer or leave blank Indicate how many days from this day can be delivered to the given partner/location. See example in fields “Monday…” |
| thursday, Required number of days for delivery | Can be: An integer or leave blank Indicate how many days from this day can be delivered to the given partner/location. See example in fields “Monday…” |
| friday, Required number of days for delivery | Can be: An integer or leave blank Indicate how many days from this day can be delivered to the given partner/location. See example in fields “Monday…” |
| saturday, Required number of days for delivery | Can be: An integer or leave blank Indicate how many days from this day can be delivered to the given partner/location. See example in fields “Monday…” |
| sunday, Required number of days for delivery | Can be: An integer or leave blank Indicate how many days from this day can be delivered to the given partner/location. See example in fields “Monday…” |
Tags
| Column header | Explanation |
|---|---|
| Partner ID | Leave the field empty. If data is already entered, do not delete or edit data. |
| Partner | Enter the partner’s company name. |
| Created | This field will be auto-filled. Do not edit or delete the text. If a new partner is being added, leave the field empty. |
| Remove | Can be: Yes/No. When creating the tag, enter No. If you wish to delete the tag, enter Yes. |