BEST POS - Import export customers CSV

Import / Export Customers (CSV) in BEST POS (Retail)

Import / Export Customers (CSV) in BEST POS (Retail)

Summary

This article explains how to export customers to CSV for backup or mass edits, and how to import customers (create/update) with column mapping, validations, and duplicate control. It also includes backup and rollback best practices.

Step-by-step Instructions

1) Prerequisites

  • Access to Back Office with import/export permissions.
  • Spreadsheet tool (Excel, LibreOffice) and CSV UTF-8 format.
  • Policy: defined tax groups, price levels, required fields, and duplicate rules (phone/email/ID).
  • Backup first: full customer export before any import.

2) Export customers to CSV

  1. Open Back Office > Customers and click Export.
  2. Choose the scope (all / filtered) and the column set (basics, credits, groups, etc.).
  3. Select CSV (comma separator; UTF-8) and save the file.
  4. Check: open the CSV to verify the header, accented characters, and row integrity.

3) Prepare an import file

  • Start from an export sample or a template provided by Vic-Tek.
  • Minimum fields: Customer Name, at least one Contact (phone/email), and when applicable Tax Group, Price Level.
  • For updates, keep the customer ID to target the existing record.
  • Normalize values: state/province, postal codes, group names (exact existing labels).
  • Save as CSV UTF-8 with no formulas or special formats.

4) Import and map columns

  1. Go to Back Office > Customers > Import and select your CSV file.
  2. On the mapping step, align each CSV column with a customer field (e.g., name → Name, phone → Phone, price_level → Price Level).
  3. Choose the duplicate key (e.g., Customer ID; otherwise email/phone) and set the behavior: create if missing, update if existing.
  4. Run a pre-validation (preview) to surface issues (formats, unknown values, empty required fields).
  5. Start the import and monitor the job log (success, warnings, errors).

5) Validate and fix after import

  • Spot-check records: tax groups, price levels, addresses, balances (unchanged for creates).
  • Test register search (name/phone) and attach a customer to a test sale.
  • Fix failed rows and re-run a delta import with only those lines.
  • Archive the imported CSV with date and job log for traceability.

Fixes and FAQs

  • Duplicate records created: adjust the key (ID/email/phone), run a merge or a corrective update import with the proper key.
  • Garbled accented characters: resave as UTF-8 (no BOM) and reimport.
  • Unknown value (tax/price): align labels with those configured in BEST POS (case/spelling sensitive).
  • Shifted columns: ensure comma separator and quote text containing commas.
  • Import aborted: read the job log, correct error rows, rerun those only.
  • Update not applied: confirm mapping, mode (update), and the chosen key.


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