Customer data import

Use the 'Customer Data Import' (located under 'Other' on the main menu) to make changes to the address data for existing customers. This importer serves as a global replacement utility to make changes to customer records. You can export a selected set of customer records using the Customer Export function, make changes to the exported file, then import the records back into the database. The changed records will overwrite the original customer address records.

The imported file may be either a dBASE (DBF) file, a comma-delimited (CSV) file or a tab-delimited (TXT) file.

The 'Customer Data Import' does not have all of the functionality of the address change transaction. Changes made to customer addresses are not recorded in the subscription history. For audited publications, changes to the name or title of the customer do not cause a removal and an addition to be reported to AAM or BPA. If you need either of those features, or if the data file your are importing does not contain QuickFill customer numbers then you will need to use the 'Transaction Import' program.

One common use of the 'Customer Data Import'  is to CASS certify all of your customer records. This requires three steps:

  1. Use the 'Customer Data Export' to export all of the customer records or any subset of the records. On the export screen choose the dBASE or comma-delimited output format. Be sure to choose the unformatted address variation. Typically you will request an export of only those records that have not been certified recently. The 'CASS certified' field on the 'Customer 2' tab of the export screen can be used to exclude customers that were recently certified and that do not need to be recertified.

  2. Use the address certification software of your choice to correct and certify the addresses.

  3. Import the certified data file, replacing the existing records in the database with the newly corrected and certified records.

 The 'Customer Data Import' may be used to add or change the following fields in customers' records:

 

PREFIX

FNAME

LNAME

SUFFIX

SALUTATION

SEX

TITLE

COMPANY

DEPARTMENT

STREET1

STREET2

CITY

STATE

ZIP

ZIP2

CARRT

CNTRYCODE

COUNTRY

TAXJR

PHONE

CELLPHONE

FAX

EMAIL

EMAIL2

USERID

PASSWORD

TAXABLE

RENTPOSTAL

RENTEMAIL

RENTPHONE

RENTFAX

BADSEED

DEMCODEA

DEMCODEB

DEMCODEC

DEMCODED

DEMDATA1

DEMDATA2

EXTCUSTID

SELFLAGS

CASSDATE

CREATEDATE

POSTALDATE

EMAILDATE

PHONEDATE

FAXDATE

CUSTMISC

 

Click here for a complete description of the customer fields in the file.  Your file does not need to contain all of these fields, nor do the fields have to appear in the order listed. For comma-delimited and tab-delimited files the first row of the file must contain the field names that are being imported.

In order to use the 'Customer Data Import', you must have an input file containing QuickFill customer numbers and, at the very least, one of the customer fields listed above. This program will not work if your input file does not contain the customer number field; the report will indicate that the customer number was not found in the input file.

Your input file may contain additional data fields besides those listed above. They will be ignored by the importer.

The delivery point barcode (ZIP2) and carrier route (CARRT) fields are treated specially, since they are intended to be provided by a CASS certification program. If the input file contains new values for the ZIP2 and/or CARRT fields but no changes to any of the 'Street1', 'Street2', 'City', 'State' and 'Zip' fields, QuickFill assumes that the ZIP2 and CARRT data came from a CASS certification program and the new values are accepted.

If the input file contains new values for the ZIP2 field and/or CARRT fields as well as changes to the 'Street1', 'Street2', 'City', 'State' and/or 'Zip' fields, QuickFill clears out the 'Zip2' and 'Carrt' fields in your database unless a new value for the CASS date is provided too. If there are new values for the CASS date, ZIP2 and CARRT then those values are accepted.

When you run this import, it creates an 'Import Customer Data' report that provides information on the number of records read, skipped, imported, and rejected by the program as well as information on any errors encountered. Records that are rejected are placed in a reject file and the reject reason appears in the "ERR_MSG" field.

Input file

Enter the name of the input file or click on "Browse" to locate and select it. If the file is already in the QuickFill database directory, enter the filename and extension (i.e., "myfile.dbf"). If the file is not in the database directory, enter the drive and directory that the file is in as well as the filename and extension (i.e., "c:\mydata\myfile.dbf"). dBASE files, comma-delimited and tab-delimited text files are acceptable. dBASE files must have a "dbf" file extension. Delimited text files can have any file extension except "dbf", however the usual convention is that comma-delimited files have a "csv" extension and tab-delimited files have a "txt" extension.

Once you enter a filename, QuickFill will select (place a check mark in) the 'Import Non-blanks' fields that are present in the input file.

Reject file

Enter the name you would like to use for the reject file;if you do not specify a path this file will be placed in the same directory as your input file. If you would like to place the reject file in a different directory, enter a path and filename (for example, "c:\import\reject.dbf"). If you wish to overwrite an existing reject file, you can click on "Browse" to locate and then select the file.

Begin at record number

Enter the record number at which you would like to begin importing customer data; this field defaults to record number "1." If you only need to import customer data from a specific record number forward, place the cursor in this field and enter the record at which you would like the import to begin.

Import Non-blanks

After an input filename has been entered, these fields are selected by default so that any non-blank customer fields in the input file will be imported into QuickFill; the existing customer data will be overwritten. If there are QuickFill customer fields for which you do not wish to import data, click in the 'Import Non-blanks' checkbox to the right of those customer fields to de-select them.

Import Blanks

These fields are not pre-selected so that any blank customer fields in the input file will not be imported into QuickFill. Click in the 'Import Blanks' checkbox to the right of any QuickFill customer field for which you would like to import blanks from the input file; existing customer data will be overwritten.

 

When you're done filling in the filter, click on "OK" and choose when you want to run the import. Click here for more information about Filter screens and Options for running the 'Customer data import'.

When you run this import as part of a job list, you may work on the input file in between the time you scheduled the import and the time you actually run it. However, if you add or remove customer fields in the input file, it will be reported in the 'Import Customer Data' report and the field(s) will not be imported.

 

See Also