N3 AI Cloud POS Import Promoters ©

Overview:

Use the Promoter option in Data Migration to import promoter records from a CSV or Excel file into N3 AI POS. The template lets you prepare promoter codes, names, active status, gender, contact details and identification card numbers together. Review the file and its preview carefully before importing, then check the records in Customers > Promoters.

At the end of this article, you will be able to:

• Open Promoter Data Migration and download the template

• Use the Promoter and Information worksheets

• Identify required and optional fields

• Prepare active status and gender values correctly

• Upload, verify and import promoter records

View Promoter Data Migration

1. Check the company shown at the top of the portal. Make sure it is the company you intend to maintain.

2. Expand Company > Tools in the left navigation panel, then click Data Migration.

3. Under Account Receivable, click the Promoter icon. The next screen is titled Data Migration [Promoters].

Tip – Choose the Promoter icon under Account Receivable. The screenshot highlights its location.

Before you begin

Complete General Setup and Tax Settings, as indicated on the migration page. Prepare the promoter details you intend to maintain and check existing promoter codes before preparing the import file.

Understand the Promoter Import Template

On the Upload File screen, click Get Template. The downloaded Excel workbook contains Promoter and Information worksheets. The images below come directly from that workbook.

1. First worksheet – Promoter

Row 1 contains the import fields. Enter your values in the blank rows below it, with one promoter per row. Keep the headings unchanged. The wide worksheet is shown in two parts.

Promoter worksheet – columns A to D

Promoter worksheet – columns E to G

2. Second worksheet – Information

Read this sheet before entering data. It provides brief instructions and a guide to each field’s description, data type, required status and maximum length.

Note – Code is the only field marked Required = Yes. The other six fields may be left blank. Gender uses 0 for Male and 1 for Female, as shown in the template.

Prepare and Upload Promoters

1. Complete the Promoter worksheet. Fields marked * are required. Use a unique code for each promoter.

*Code – Promoter code, up to 50 characters. Check for duplicates in your file and existing promoter records.

Name – Promoter’s full name, up to 100 characters. Enter a clear name so staff can identify the correct promoter.

Is Active – Use true for an active promoter or false for an inactive promoter. Review the on/off switch in the preview before importing.

Gender – Enter 0 for Male or 1 for Female. If this optional field is not needed, you may leave it blank. Check the displayed selection in the preview.

Mobile No. – Mobile phone number, up to 20 characters. Preserve leading zeros and the intended country prefix.

Email – Promoter’s email address, up to 100 characters. Check that the address is correct.

IC No – Identification card number, up to 20 characters. Keep the value as Text in Excel to preserve its original format.

2. Check the Information sheet for the field limits. Keep codes, mobile numbers and identification card numbers as Text where needed. Review each value before uploading.

3. Save the completed file. The portal accepts one .csv, .xlsx or .xls file at a time. Click the upload area to select the file, or drag it into that area.

Note – Optional fields may be left blank. Do not assume that reimporting a matching promoter code updates the existing record or preserves its current values.

Verify and Import Promoters

1. At Verify, compare the Preview record count with your file. Check Code and Name on every row, then review Is Active and Gender.

Tip – The example contains two fictional promoters: true and 0 appear as active and Male; false and 1 appear as inactive and Female. Contact and IC fields are left blank.

2. Use the horizontal scrollbar to review Mobile No., Email and IC No on the right. Please check these details carefully and preserve leading zeros where applicable.

Note – You can edit values in the preview. Review the switches and selections even when optional fields were left blank. To replace the file, click Back, select Promoter again and upload the corrected file.

3. Once every row is correct, click Import Data. Read the result shown by the portal. If issues are reported, correct the affected records before retrying.

What’s Next

1. Expand Customers > Promoters in the left navigation panel. Find the imported codes and review each promoter’s name, active status and other details.

2. Confirm the records you intended to import are present and accurate before staff use them for daily work.

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