Table of Contents
Introduction
Ordermentum allows you to efficiently manage your customer details using three different methods:
One by one, by accessing each customer's details page.
In bulk, by updating multiple customers from your customers list.
In bulk, by updating customer details via CSV import (Advanced).
This guide will focus on options 2 and 3, providing detailed instructions on how to manage your customer details in bulk while integrating the latest improvements to the customer import and export functionalities.
Methods to Update Customer Details
Option 1: Update Customers Individually
Note: This guide focuses on bulk updates. For individual updates, navigate to each customer's details page and make the necessary changes.
Option 2: Updating Customers in Bulk from the Customers List
Use this method to update multiple customers simultaneously directly from the Ordermentum platform.
Option 3: Updating Customers in Bulk via CSV (Advanced)
For advanced users, updating customer details via CSV import allows for comprehensive edits and additions.
Updating customers in bulk from the Customers list
Step 1: Select Customers
Navigate to the Customers section in Ordermentum.
Select the customers you would like to update by checking the box next to each customer's name.
Step 2: Choose Actions
After selecting the customers, click on the Actions button.
From the dropdown menu, choose the action you wish to perform.
Available Bulk Actions
Update Properties: Modify custom properties for the selected customers.
Apply Profile: Update customer terms and groups based on a predefined profile you've set up.
Update Visibility: Adjust which products your customers can see by updating their visibility tags.
Update Customer Status: Activate or deactivate customer accounts in bulk.
Updating Customers in Bulk via CSV (Advanced)
Step 1: Export Customer Data
Navigate to Settings > Exports, and select Customers to download a CSV file of all your existing customers.
Save this CSV file as a backup in case you need to revert any changes.
Step 2: Edit the CSV File
Open the CSV file using spreadsheet software (e.g., Microsoft Excel, Google Sheets).
Make the necessary edits to your customer data.
Optional Columns: Existing data won’t be deleted if optional columns are missing.
Trim Spaces: Ensure there are no leading or trailing spaces in fields like visibility and pricing group to avoid duplicates.
Email Validation: Verify that all email addresses are correctly formatted.
Important: Do not modify the
Customer IDcolumn, as it is the primary key used by the system.
Step 3: Import the Updated CSV File
Navigate to Settings > Imports, and select Customers.
Click Upload File and select your updated CSV file.
Ordermentum will process the file and update your customer details.
Duplicate Customer IDs: The system will ignore duplicate customer IDs if that customer is not included in the import file.
Notifications: Customers will be notified of any changes to their business details.
Important Notes about Uploading the Customer CSV
Customer ID as Primary Key: The
Customer IDcolumn should not be updated. The system uses this key to find and update or create customer records.Handling Duplicate Customer IDs:
If two customers have the same
Customer ID, updates will not be applied to that customer, even if one is archived or only one is in the CSV.Recommendation: Before bulk updating, export all your customers (including archived ones) and check for duplicate
Customer IDs. If duplicates exist, update one of them in Ordermentum before proceeding.
Email Validation: The system now validates email addresses to ensure they are correctly formatted.
Bulk Update Limitations: You cannot bulk update data under customer details such as address, ABN, etc.
Properties Header Format:
When bulk updating properties, ensure the header follows this format:
Property: Property NameNote: There must be a space between the colon and the property name (e.g.,
Property: Preferred Delivery Day).
Improvements in Customer Import and Export
Customer Import Improvements
Optional Data Preservation: Existing data will not be deleted if optional columns are missing from the import file.
Trimming Spaces: Spaces in fields like visibility and pricing group are automatically trimmed to prevent duplicates.
Email Validation: Enhanced validation ensures all email addresses are correctly formatted, reducing import errors.
Ignoring Duplicate Customer IDs: Duplicate customer IDs will be ignored if that customer is not included in the import file, streamlining the import process.
Customer Notifications: Suppliers are informed that customers will be notified of any changes to their business details upon import.
Customer Export Improvements
Billing Email Replacement: The legacy email field has been replaced with the Billing Email field for clarity and consistency.
Excluded Unsupported Columns: Meta-data columns and 'trade-account' have been excluded from the Payment Method field, as they are not supported in the importer and could cause issues.
Best Practices
Backup Your Data: Always export and save a backup of your customer data before making bulk changes.
Check for Duplicates: Ensure there are no duplicate
Customer IDs in your data to prevent update conflicts.Validate Emails: Double-check that all email addresses are valid to avoid import errors.
Trim Spaces: Remove any leading or trailing spaces in fields to prevent duplication and formatting issues.
Use Correct Header Formats: Especially when updating properties, make sure headers are correctly formatted with a space after the colon.
Inform Your Team: Make sure relevant team members are aware that customers will be notified of changes to their business details.