# Upload Contacts

### **Overview**

The **Upload Contacts** module in **XoroERP** streamlines the process of importing customer and vendor contacts in bulk. This enhancement allows businesses to seamlessly migrate existing contact information from their old systems into XoroERP using a structured **Excel template**, eliminating the need for manual data entry and reducing errors.

With this module, users can:

* Export contacts from their old system and format them using **XoroERP’s predefined template**.
* Copy and paste contact details into the template for **bulk data entry**.
* Upload the formatted file, allowing the system to **automatically create or update contacts** in XoroERP.
* Perform **error validation** to ensure only accurate data is imported.

This feature ensures businesses can **quickly and efficiently update their contact database**, ensuring all relevant customer and vendor information is available in one centralized system.

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### **How to Use the Upload Contacts Module**

#### **Step 1: Download the Contact Upload Template**

* Navigate to **XoroERP → Contacts →  Upload Contacts**.
* Click on **"Download Template"** to get the required file format.
* Open the file using **Excel or any spreadsheet editor**.

#### **Step 2: Copy-Paste Contact Data into the Template**

* Open the **exported file** from the old system.
* Copy and paste the **relevant contact details** into the downloaded **XoroERP template**.
* Ensure that all **required fields** (e.g., **First Name, Last Name, Phone Number, Email, Entity Type**) are correctly filled.

#### **Step 3: Upload the Completed File**

* Once all contacts have been copied into the template, go back to **XoroERP**.
* Click on **"Upload Contacts"** and select the completed file.
* The system will **validate the data** and import contacts in bulk.

#### **Step 4: Validation & Error Handling**

* If the file contains **missing or incorrect fields**, the system will highlight errors.
* Users can **download an error report**, correct any issues, and re-upload the file for successful processing.

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### **Template Fields in Batch Upload Contacts**

The upload template includes the following fields to ensure accurate data migration:

| **Field Name**       | **Description**                                                                                |
| -------------------- | ---------------------------------------------------------------------------------------------- |
| **Contact ID**       | A unique identifier for the contact (if applicable, used for updates).                         |
| **First Name**       | The first name of the contact person.                                                          |
| **Last Name**        | The last name of the contact person.                                                           |
| **Email**            | The contact’s official email address.                                                          |
| **Phone Number**     | The primary contact number for communication.                                                  |
| **Entity ID**        | A unique identifier for the customer or vendor to which the contact belongs.                   |
| **Entity Name**      | The name of the **Customer or Vendor** for which the contact is being uploaded.                |
| **Entity Type Name** | Specifies whether the contact is associated with a **Customer** or **Vendor**.                 |
| **Import Error**     | Displays any errors encountered during upload validation. If blank, the upload was successful. |


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