Import customers by spreadsheet

Where to find it

In the menu, under Customers, Import button at the top of the screen. It opens the Import Customers window. Only the administrator sees the button, and it disappears when your company's customers come only from the ERP.

What the customer import is for

Registering or updating many customers at once from a spreadsheet that you already have: the export from the old system, the finance team's list, a registry in Excel. The spreadsheet doesn't need to follow a template: Vendria reads the header, suggests which field each column is and you check before importing.

It accepts Excel (.xlsx, .xls, .xlsm, .xlsb) and CSV.

How to import customers by spreadsheet

1. In Customers, click Import.
2. In Excel or CSV file, choose the spreadsheet. The screen shows Analyzing file with AI... while it reads.
3. In the Column Mapping step, check each spreadsheet column and the field it goes to. The columns appear grouped into Company Details, Address, Main Contact, Commercial, Other and Not mapped. To discard a column, choose — Ignore —.
4. If you want, choose the Default seller, used when the spreadsheet's seller isn't found.
5. Check the Sample just below: these are the first rows with the mapping already applied.
6. Click Import N rows. The button shows the progress.
7. The Import Result step shows how many Companies created, Companies updated and Ignored, and the Errors per row.

Don't know how to build the spreadsheet? In the first step, Download full template downloads an Excel file with all the columns the import understands.

The fields the spreadsheet can fill in

• Company Details: Trade Name, Legal Name, CNPJ/CPF, Person Type (PF/PJ), State Registration, Tags, Segment, External Code, Status, Email (Company), Phone (Company).
• Address: City, State, ZIP code, Neighborhood, Street.
• Commercial: Payment Terms, Payment Method, Freight Type, the locks for each (Lock Payment Terms, Lock Payment Method, Lock Freight) and the customer's installment rules (Minimum Installment, Installment Interval, Maximum Term, Accepts Cash).
• Other: Seller.

A row with no trade name uses the legal name as the name. A row with neither is skipped, with the reason name and legal name missing.

New customer or updated customer

For each row, Vendria looks for a customer that already exists:

1. by CNPJ/CPF, including the CNPJ of an already registered branch;
2. if it doesn't find one, by External Code.

Found: the customer is updated with what the row brings (an empty field in the spreadsheet doesn't erase what already exists). Not found: a new customer is created. That's why reimporting the same corrected spreadsheet doesn't duplicate customers, as long as the row has a CNPJ or code.

When the row matches by the CNPJ of a branch, its data doesn't overwrite the head office record: the customer only counts as updated.

Each customer's seller

The Seller column is matched by the seller's name in Vendria, ignoring accents and case. A name that matches no one falls to the Default seller; with no default seller, the customer has no seller (or keeps the one it had, if it already existed).

Write the name exactly as the person is registered in Users. A nickname or an extra surname makes the customer fall to the default seller.

⚠️ The Status column reactivates deactivated customers

When the spreadsheet updates a customer that already exists, its Status is rewritten. With no status column mapped (or with the cell empty) the customer is considered active. In other words: importing a spreadsheet without the Status column reactivates customers you had deactivated by hand.

Only these values stay inactive: inactive (or inactive), bloqueado (or blocked), suspenso (or suspended) and cancelled, the last one only in Portuguese: cancelled doesn't deactivate. If you keep deactivated customers, include the Status column in the spreadsheet or remove those rows before importing.

⚠️ Contact columns don't create buyers

The mapping step offers Contact Name, Contact Phone, Contact Email and Contact CPF, and the result shows Buyers created and Buyers linked. But today's import registers only the company: the spreadsheet's contacts don't become buyers, and those two numbers stay at zero.

To give the customer's people access, use the Buyers tab on the profile. See Give a buyer access: catalog, WhatsApp and stores.

The spreadsheet's payment terms

Payment Terms are checked row by row. A term that doesn't move forward in time (10/10/10 instead of 10/20/30) is refused: the row is imported without the terms and the reason appears in Errors. Fix it on the customer's profile or in the spreadsheet and import again.

Payment Method and Freight Type are translated into Vendria's options; a value that isn't recognized is left blank.

Terms that come from the spreadsheet count as set by the administrator: the automatic terms learning doesn't overwrite them later.

The next import remembers the mapping

After importing, Vendria keeps how you mapped the columns. On the next spreadsheet with the same format, the mapping comes suggested the same way.

When it goes wrong

• "Upload expired. Upload again.": the analyzed spreadsheet waited too long for confirmation. Start over from Import.
• Many skipped: check whether the name column was mapped to Trade Name or Legal Name.
• Duplicate customers after importing: the rows had no CNPJ or External Code, so there was no way to find the existing record.
• The seller didn't come in: the name in the spreadsheet doesn't match the registered name.
• The Import button doesn't appear: you're not an administrator, or your company's customers come only from the ERP.