Import/Export Customers, Products and Orders

Updated 22/09/2026 Import/Export Settings Menu

In the Settings menu, the Import/Export option enables you to:

  • Import new Customers , Products, and Orders or update existing ones from a CSV file
  • Export your existing Customers and Products in CSV file format

Both importing and exporting are done via comma-separated values (CSV) files, where the first line is a header line containing valid field names. In each import/export pair, the same field names are used for both the import and the export. This means:

  • If you currently have no customers and/or no products, you can use Export to create a CSV file that contains only the valid field names
    • This may be useful for ensuring the correct field names are used in the header line when you are importing
  • If you currently have customers or products, you can do a bulk update by exporting your current data, updating the exported file, and then re-importing the updated file
    • For example, if you have a price change for many products on the same date, you could export your current products, update the Price Starting Date and prices for each product with a price change, and re-import the products to create a new price list.

 

Overview      Customers      Products      Orders      Standard Order Settings      Standard Orders      Using Export/Import for Bulk Updates                                                                                                Top

 

Overview

  • Select Import/Export from the Settings menu
  • Use the tabs on the left of the screen to switch between importing/exporting Customers, Products and Orders.
  • Importing
    • Create or update the CSV file to be imported: 
      • Use spreadsheet software such as Excel to create a new CSV file, or to edit a CSV file you have exported from EasyVend or other software
      • The first row must be a header line containing valid field names spelt exactly as detailed in Importing Customers or Importing Products below
        • Field names that are misspelt or contain spaces, or are otherwise not one of the valid field names listed, will be ignored when importing
        • Some fields are mandatory, but most fields are optional
          • When adding new customers or products, missing fields will result in blank or default values in EasyVend
          • When updating existing customer or products, missing fields will leave the value of that field unchanged in EasyVend
      • Each row after the header row will contain the data for one customer or product that is to be added or updated
        • Existing customers in EasyVend will be matched by the Customer Code in the CustomerCode field of the file being imported
        • Existing products in EasyVend will be matched by the Product Code in the ProductCode field of the file being imported
        • If a match is not found, then a new customer or product will be created. Otherwise, the existing customer or product will be updated
      • Save the file in comma-separated values (CSV) format
    • Make sure that any prerequisites in EasyVend, as detailed in Importing Customers and Importing Products below, have been fulfilled
    • In EasyVend, select the file to be imported
      • Click Choose File
      • Select the .csv file you have just created or updated
      • Once a file has been selected, the Import Data button will become active
    • Click Import Data
    • A status window is displayed once the import is finished:
      • The window displays:
        • Number of records inserted
        • Number of records updated
        • Number of records that failed to import
          • The failed records and the reason(s) for each failure are listed in the Records Not Imported section
        • Total number of records in the file
    • If records have failed to import, you can re-import the file after:
      • Adding any information that is missing in EasyVend (such as a missing Round or Price List),
        and/or
      • Re-editing the file you are importing to correct or add data
  • Exporting
    • Select the Customers or Products tab on the left, as appropriate
    • Click the Export Data button on the top right of the screen
    • Select the location where you want the file to be saved
    • Click Save
    • All your current Customers or Products will be exported to a CSV file
    • The first row of the exported file will be a header record containing all the field names listed in  Importing Customers and Importing Products
    • Each row after the header row will contain the data for one customer or product in EasyVend

 

Customer

Prerequisites in EasyVend

Before importing customers, you must first ensure the following prerequisites are met in EasyVend:

  • Rounds  - at least one Round must exist in EasyVend and Round Codes must match
    • You must have at least one Round in EasyVend General Settings before customers can be imported
    • When present in the file being imported, a Round Code in the the Rounds field must match exactly a Round Code that is already present in EasyVend
      • If the import file contains a Round Code that is not present in EasyVend, the record will be rejected and that customer will not be added/updated
    • If the Rounds field in the file being imported is missing or blank, the first Round in EasyVend will be assigned to the customer by default
  • Customer Groups - if importing customer records that have Customer Group codes, Customer Group Codes must match
    • If you are importing customers records that contain a Customer Group Code, that Customer Group Code must already exist in EasyVend
  • Price Levels - at least one Price Level must exist in EasyVend and Price Level Descriptions must match
    • You must have at least one Price Level in EasyVend General Settings before customers can be imported
    • When present in the file being imported, a Price Level description in the PriceLevel field must match exactly a Price Level Description that is already present in EasyVend 
      • If the import file contains a Price Level Description that is not present in EasyVend, the record will be rejected and that customer will not be added/updated
    • If the PriceLevelfield in the file being imported is missing or blank, the first Price Level in EasyVend will be assigned to the customer by default
  • Suppliers - if importing Supplier customers, Supplier Codes must match
    • If you are importing Supplier customers (customers  with a Billing Method of "Central Billing" or "Fee for Service"):
      • The Supplier customer record being imported must also contain a Supplier Code in the Supplier field
      • That Supplier Code must already exist in EasyVend Suppliers

Matching existing customer records

Customer Import can be used to both add new customers and update existing customers. Existing customers in EasyVend will be matched by the CustomerCode field in the file being imported:

  • If the CustomerCode value in the import file matches a Customer Code that already exists in EasyVend, that customer will be updated
  • Otherwise, if no matching Customer Code is found, a new customer will be created

CSV Import File Requirements

  • A comma-separated values (CSV) file is a delimited text file that uses a comma to separate values when viewed in a text editor.
  • For files imported into EasyVend, the first line must be a header line containing valid field names separated by commas
    • Field names in the header line must be spelt exactly as listed below
    • Field names that are misspelt or contain spaces, or are otherwise not one of the valid field names listed, will be ignored when importing
    • This means, for example:
      • If you use a field name of "Post Code" instead of "Postcode", no postcodes will be imported
      • On the other hand, if you have exported data from other software and the exported file contains field names that are not recognised by EasyVend, those unrecognised extra fields do not need to be deleted, as they will simply be ignored when importing the file into EasyVend
  • Each line of the file after the header line is a data record. Each record consists of one or more fields, separated by commas

Mandatory Fields:

  • The CustomerCode and Name fields must exist in the file being imported
  • If you are importing customers with a Billing Method of "Central Billing" or "Fee for Service", both the BillingMethod and Supplier fields must also exist

Valid Field Names

  • CustomerCode (Maximum Length: 20)
    • Mandatory
      • If this column is missing or empty, the file will not be imported
    • Existing records will be matched by the CustomerCode field
      • If a match is NOT found, a new customer will be created
      • Otherwise, the existing customer will be updated
    • Name(Max Length: 100)
      • Mandatory
        • If this column is missing or empty, the file will not be imported
      • Email (Max Length: 100)
      • BillingEmail(Max Length: 100)
      • Phone(Max Length: 20)
      • Fax(Max Length: 20)
      • Contact(Max Length: 50)
      • Mobile(Max Length: 20)
      • Mobile2(Max Length: 20)
      • ContactBySMS
        • Allowed values: TRUE | FALSE
        • Default value when adding a customer: FALSE
      • DeliverInvByEmail
        • Allowed values: TRUE | FALSE
        • Default value when adding a customer: FALSE
      • DeliverInvByPrint
        • Allowed values: TRUE | FALSE
        • Default value when adding a customer: FALSE
      • Rounds
        • When present, must contain a single Round Code that matches an existing Round Code in EasyVend
          • If the Round Code is not found in EasyVend, the customer record will not be added/updated
        • When adding new customers, if the Rounds field is missing or blank, the first Round in EasyVend will be assigned to the customer by default
      • CustomerGroup
        • When present, must contain one or more Group Codesthat match existing Group Codes in EasyVend
          • Multiple Group Codes can be assigned to the customer separating the codes with a comma (",")
        • PriceLevel
          • For the PriceLevelfield, please enter the Price Level Description. The value needs to match with an existing Price Level in EasyVend Web.
          • In the case of a new customer, if the PriceLevel value is missing, Price Level 01 will be assigned to the customer.
        • ABN_ACN(Max Length: 20)
        • Address(Max Length: 100)
        • City(Max Length: 50)
        • State(Max Length: 50)
        • Postcode(Max Length: 10)
        • BillingAddress(Max Length: 100)
        • BillingCity(Max Length: 50)
        • BillingState(Max Length: 50)
        • BillingPostcode(Max Length: 10)
        • BillingMethod
          • For the BillingMethod field, valid values are: "Trade", "Central Billing" or "Fee for Service"
          • Only one value is accepted. If an invalid value is provided, the customer will not be created/updated
          • In the case of a new customer, if the value is missing, the Billing Method will default to "Trade"
          • BillingMethod will also set the Customer Type
            • If BillingMethod is "Trade", Customer Type will be 'Vendor Customer'
            • If BillingMethod is "Central Billing" or "Fee for Service", Customer Type will be 'Supplier Customer'
          • For existing Supplier customers, Central Billing can be changed to Fee for Service only and vice-versa
          • For existing Vendor customers, Billing Method will always be Trade, any other method provided will prevent record from being updated
        • PaymentMethod
          • For the PaymentMethod field, valid values are: "Cash", "Debit Credit Card", "Debit Bank Account", "Cheque", "Electronic" or "Other"
            • If the value is invalid, the record will not be imported
          • In the case of a new customer, if the value is missing, the Payment Method will default to "Cash".
        • TaxExempt
          • Allowed values: TRUE | FALSE
            • If the value is invalid, the record will not be imported
          • Default value when adding a customer: FALSE
        • DaysBtnInvoice
          • Valid values for Days Between Invoices are:
            • "1" - Daily
            • "7" - Weekly
            • "14" - Fortnightly
            • "28" - Four-weekly
            • "99" - Monthly
            • "100" - End of Month
          • In the case of a new customer, if the value is missing it will default to 7
        • NextInvoiceDate
        • CreditTerm
          • in the case of a new customer, if the value is missing it will default to 7
        • CreditLimit
          • in the case of a new customer, if the value is missing it will default to 0
        • Note(Max Length: 4000)
        • RunSheetNotes(Max Length: 1000)
        • Supplier
          • Please enter the Supplier Code
            • This only needs to be populated when the BillingMethod is "Central Billing" or "Fee for Service".
            • The Supplier field will NOT be updated for existing customers - any value provided will be ignored
          • SupplierAccountNumber(Max Length: 20)
          • InActive
            • Allowed values: TRUE | FALSE
            • Default value when adding a customer: FALSE 

 

Products

Prerequisites in EasyVend

Before importing products, you must first ensure the following prerequisites are met in EasyVend:

  • Suppliers  - at least one Supplier must exist in EasyVend and Supplier Codes must match
  • Product Categories - at least on Product Category must exist in EasyVend and Product Category Descriptions must match
    • You must have at least one Product Categoryin EasyVend General Settings before products can be imported
    • When present in the file being imported, a Product Category Descriptionin the the ProductCategory field must match exactly a Product Category Description that is already present in EasyVend
      • If the import file contains a Product Category Descriptionthat is not present in EasyVend, the record will be rejected and that product will not be added/updated
    • If the ProductCategoryfield in the file being imported is missing or blank, the first Product Category Descro[topm in EasyVend will be assigned to the product by default

Matching existing product records

Product Import can be used to both add new products and update existing products. Existing products in EasyVend will be matched by the ProductCode field in the file being imported:

  • If the ProductCode value in the import file matches a Product Code that already exists in EasyVend, that product will be updated
  • Otherwise, if no matching Product Codeis found, a new product will be created

CSV Import File Requirements

  • A comma-separated values (CSV) file is a delimited text file that uses a comma to separate values when viewed in a text editor.
  • For files imported into EasyVend, the first line must be a header line containing valid field names separated by commas
    • Field names in the header line must be spelt exactly as listed below
    • Field names that are misspelt or contain spaces, or are otherwise not one of the valid field names listed, will be ignored when importing
      • If you have exported data from other software and the exported file contains field names that are not recognised by EasyVend, those unrecognised extra fields do not need to be deleted, as they will simply be ignored when importing the file into EasyVend
  • Each line of the file after the header line is a data record. Each record consists of one or more fields, separated by commas

Mandatory Fields:

  • The ProductCode, ProductName and Supplier fields must exist in the file being imported

Valid Field Names

  • ProductCode(Maximum Length: 20)
    • Mandatory
      • If this column is missing or empty, the file will not be imported
    • Existing records will be matched by the ProductCode field
      • If a match is NOT found, a new product will be created
      • Otherwise, the existing product will be updated
    • ProductName(Max Length: 80)
      • Mandatory
        • If this column is missing or empty, the file will not be imported
      • SupplierProductCode(Max Length: 20)
        • For products from a Standard Supplier, the SupplierProductCode must be entered correctly to match with the Supplier Product
      • Supplier
        • Mandatory
          • If this column is missing, the file will not be imported
        • Please enter the Supplier Code
        • The value must match an existing Supplier Codein EasyVend
          • If the value is missing or the Supplier is not found, the record will not be imported
        • This value will NOT be updated for existing Products
      • ProductCategory
        • Please enter the Product Category Description
        • When present, the value must match an existing Product Category Descriptionin EasyVend
          • If a match for the ProductCategoryis not found, the product will not be created/updated
        • If no ProductCategory is entered, it will default to the first Product Category in EasyVend
      • BarCode(Max Length: 20)
      • UnitsPerCrate (Allowed Values: 0 to 32767)
      • DisplaySequence(Allowed Values: 0 to 99999999)
      • Literage(Allowed Values: 0 to 99999999)
      • Reserve(Allowed Values: 0 to 32767)
      • UOM(Max Length: 20)
      • Size(Max Length: 20)
      • Picking Location(Max Length: 20)
      • GrossWeight(Allowed Values: 0 to 99999999)
      • TaxExempt
        • Allowed values: TRUE | FALSE
        • Default value when adding a product: FALSE
      • StartingDate
        • When one of StartingDate, CostPriceEx and ListPriceEx is present, all three must be present
          • If at least one of the fields has a value then all of the fields are required, otherwise the record will not be created/updated
        • These fields are required for adding a price change, or for updating the product's existing price
        • StartingDate is the date on which the prices become effective in "DD/MM/YYY" format
          • The date from which a product's prices are effective is matched based on the StartingDate value provided
            • If a matching price starting date is found, the existing prices will be updated
            • Otherwise, a new price record will be created for the product
          • If none of the fields have a value, then:
            • A new product will be created without a price record, or
            • An existing product will be updated without a change in pricing
          • CostPriceEx (see StartingDate)
          • ListPriceEx(see StartingDate)
          • Price01, Price02 ... through to Price24
            • Where present, must contain a valid number with up to 4 decimal places
            • Where Price Levels are left empty, they will be calculated automatically
          • SubjectToCDS
            • Allowed values: TRUE | FALSE
            • Default value when adding a product: FALSE
          • InActive
            • Allowed values: TRUE | FALSE
            • Default value when adding a product: FALSE

 

Orders

The Orders tab in the Import/Export screen enables you to import customer orders from a CSV file or export existing orders for a selected delivery date and customer range.

Importing Orders

Before importing orders, prepare the CSV file containing the order information.

      In the Orders tab:

  •  Click the first here link to download more detailed instructions on the required import file format
  •  Click the second here link to download an Example File

The import file can contain information about the Order, Customer and Order Items.

Order

  • Delivery Date: Required
  • Order Number: Optional
  • External Order Number: Optional
    • EasyVend will first attempt to match an existing order by Order Number
    • If a matching Order Number is not found, EasyVend will attempt to match by External Order Number
    • If an existing order is found, that order will be updated
    • If an existing order is not found, a new order will be created
  • PO Reference: Optional
  • Order Note: Optional
  • Docket Note: Optional

If an existing order is in a status that cannot be modified, that row will be skipped and the order will not be updated.

Add Item to Existing Order

Tick Add Item to Existing Order if imported product items are to be added to an existing order rather than replacing the existing order items.

If the Order Number and External Order Number are not found, EasyVend will add the item to an order for the same delivery date.

Customer

You can provide a Customer Code for an existing customer, or provide the customer details required to create a new customer.

  • Customer Code: Optional
    • EasyVend will first attempt to match the customer by Customer Code
    • If a matching Customer Code is not found, EasyVend will attempt to match by Customer Name and Email
  • Customer Name: Required when creating a new customer
  • Mobile: Optional
  • Email: Optional
  • Delivery Address: Required when creating a new customer

If a matching customer is not found, a new customer will be created.

When updating an existing order, the customer assigned to that order cannot be changed.

Order Item

  • Product Code: Required
    • The Product Code must already exist in EasyVend
    • If a Product Code in the order cannot be found, the order will not be imported
  • Qty: Required
  • Unit PriceEx: Optional
    • If no Unit PriceEx is provided, EasyVend pricing will be used
  • Tax Rate: Optional
    • If no Tax Rate is provided, the tax rate will be based on the product and customer tax exemption settings
  • Item Description: Optional
  • Reason Code: Required when the Qty is negative

A negative quantity represents a product return and requires a Return Reason Code.

To import the file:

  • Click Choose File
  • Select the CSV file to be imported
  • Tick Add Item to Existing Order if required
  • Click Import Order

 

Exporting Orders

The Export Orders section enables you to export existing order information to a CSV file.

Enter the criteria for the orders to be exported:

  • Delivery From and Delivery To: Select the delivery date range of the orders to be included
  • Customer From and Customer To: If required, select a range of customers to be included; leave empty to include all customers

Click Export Data.

The selected order information will be downloaded as a CSV file that can be opened and manipulated in spreadsheet or database software.

 

Standard Order Settings

                                                                                                                                                                                                                                                        Top

Exporting Standard Order Settings

Click Export Data in the Export Standard Order Settings section. EasyVend
will download the current settings as a CSV file.

Importing and Exporting Standard Orders

The Standard Orders tab enables you to import or update the products and
quantities included in customers' standard orders. You can also export the
current standard orders to a CSV file.

Before importing, click the first here link on the screen to download the
detailed import instructions, or click the second here link to download an
example file.

Valid Field Names

  • CustomerCode: Mandatory
    • The Customer Code must match an existing customer in EasyVend
  • ProductCode: Mandatory
    • The Product Code must match an existing product in EasyVend
  • OrderType: Enter S or B
    • S = Standard
    • B = Build To
  • Sunday, Monday, Tuesday, Wednesday, Thursday, Friday and Saturday
    • Enter the required quantity for each day of the week
    • For Fortnightly and 3-Weekly to 8-Weekly delivery frequencies, only the quantity entered in Sunday will be used
  • AdjustmentType: Enter $ or %
    • $ = Adjust by an amount
    • % = Adjust by a percentage
  • Adjustment and EndPrice
    • Enter either Adjustment or EndPrice. Do not enter both
    • EndPrice includes GST and CDS, where applicable
    • When AdjustmentType is $, the adjustment amount includes GST
    • When AdjustmentType is %, enter the percentage as a decimal. For example, 0.2 represents 20%
  • VolumePricing: Allowed values are TRUE or FALSE
    • This only applies when the product has volume pricing with the type Selected Customers
  • Remove: Allowed values are TRUE or FALSE

To import the file:

  • Click Choose File
  • Select the CSV file to be imported
  • Click Import Standard Orders

EasyVend will process the file and display the import results. If a record
fails, correct the information shown in the results and import the file again.

Standard Orders

                                                                                                                                                                                                                                                                                 Top

Exporting Standard Orders

Exporting Standard Orders

The Export Standard Orders section enables you to export the current Standard Order details from EasyVend.

In the Standard Orders tab, click Export Data. EasyVend will download the information as a CSV file.

Each row represents a product included in a customer’s Standard Order. The exported file includes:

  • Customer Code and Product Code
  • Order Type
  • Quantity for each day of the week
  • Adjustment Type and Adjustment
  • Volume Pricing setting

The CSV file can be opened in spreadsheet software. It can also be used as a starting point when preparing a Standard Orders import file.

Importing Standard Orders

Before importing Standard Orders, prepare a CSV file containing the customer, product and quantity details.

The following fields are supported:

  • CustomerCode: Mandatory
    • The Customer Code must match an existing customer in EasyVend.
  • ProductCode: Mandatory
    • The Product Code must match an existing product in EasyVend.
  • OrderType: Enter S or B.
    • S = Standard
    • B = Build To
  • Sunday, Monday, Tuesday, Wednesday, Thursday, Friday and Saturday
    • Enter the required quantity for each day.
    • For Fortnightly and 3-Weekly to 8-Weekly delivery frequencies, only the quantity entered in Sunday will be used.
  • AdjustmentType: Enter $ or %.
    • $ = Adjustment by amount
    • % = Adjustment by percentage
  • Adjustment and EndPrice
    • Enter either Adjustment or EndPrice. Do not enter both.
    • EndPrice includes GST and CDS, where applicable.
    • When the Adjustment Type is $, the Adjustment amount includes GST.
    • When the Adjustment Type is %, enter the percentage as a decimal. For example, 0.2 represents 20%.
  • VolumePricing: Enter TRUE or FALSE.
    • This only applies when the product has Volume Pricing with the type set to Selected Customers.
  • Remove: Enter TRUE or FALSE.

To import the file:

  1. Click Choose File.
  2. Select the CSV file to be imported.
  3. Click Import Standard Orders.

Using Export/Import for Bulk Updates

If you currently have customers or products, you can do a bulk update by exporting your current data, updating the exported file, and then re-importing the updated file.

For example, if you have a price change for many products on the same date:

  • Export your current products from EasyVend
  • Open the exported file in your spreadsheet software
  • Optionally, you could delete the rows for products that do NOT have a price change, to make the editing process easier
  • For each product with a price change:
    • Update the StartingDate field with the Starting Date of the new price list
    • Update the CostPriceEx and ListPriceEx to the new price
  • Save the updated CSV file
  • Re-import the updated products to create a new price list effective from the starting date you entered