Advertiser Agency Import
Import Names
User can import any number of companies or individuals in the same sheet into the advertising system to be used like any other advertiser or agency created from within the application.
To do so, navigate to the advertising module menu Setup -> Admin -> Advertiser/ Agency Import.
Duplicate Option field allows you to choose one of the following:
Allow for Duplicate Name and Address: If you choose this option, the system allows you to import a client name and address which already exists resulting in double the account name and address in the system.
Do Not Allow for Duplicate Name and Address: If you choose this option, the system prevents you from importing accounts which have the same name and address in the system. The import will not take place.
Dedupe Name and Address and Append Legacy ID: If you choose this option, the system checks first for duplicates and imports if the following conditions are not satisfied:
Name: First 6 characters of the account name in the application match the name in the import sheet; and
Address: First 5 characters of line 1 of the account address in the application match the name in the import sheet; and
Zip Code: First 5 characters of the account zip code in the application match the ones in the import sheet.
If these conditions are not met, the system checks for the following conditions to verify if the sheet account is a duplicate of an account:
Address: First 5 characters of line 1 in the address on the account in the application; and
Zip Code: First 5 characters of account in the application; and
Phone Number: The full phone number of the account in the application.
If none of the above sets of conditions are met, then the import will be successful, and the legacy ID is added to the account when imported. The system would append all the deduped records legacy ID, so they could be used for order imports later. It will also add the company name to the Alias field on the advertiser record created so that the user can see them in search screens.
Choose the option which suits your needs.
Import Names Template
Click the button “Download Template”.
This will open the excel spreadsheet for you to fill out. The fields are as follows:
Field Name
Sample
Source
Optional/ Mandatory
Type
C
Must be C (for company) or I (for individual)
Mandatory
Legacy Company ID
SH6543
Free form alphanumeric for the legacy ID of this company
Mandatory (if Type is C)
Legacy Individual ID
SH6543
Free form alphanumeric for the legacy ID of this individual
Mandatory (if Type is I)
Name
SH Advertiser
Free form alphanumeric
Mandatory
Name2
Abbreviation or other name
Free form alphanumeric
Optional
Address 1
87 Advertiser road
Free form alphanumeric. Note that the system will accept only one address per advertiser/ agency. Multiple addresses can only be added after the import from the Account Maintenance screen.
Optional
Address 2
Suite 300
Free form alphanumeric
Optional
Address 3
3rd floor
Free form alphanumeric
Optional
City
New York
Free form alphanumeric
Optional
State / Region
NY
Free form alphanumeric
Optional
Postal Code
10002
Free form alphanumeric
Optional
Country ID
US
Must match the country setup in the system
Optional
Is Agency
N
Y for yes or N for No
Optional
Is Billing Contact
Y
Y for yes or N for No
Optional
Telephone
2024359999
Free form alphanumeric in the form of:
(xxx)xxx-xxxx or
xxx-xxxxxxx or
xxxxxxxxxx
Optional
Fax
2028988888
Free form alphanumeric in the form of:
(xxx)xxx-xxxx or
xxx-xxxxxxx or
xxxxxxxxxx
Optional
Mobile
2128786655
Free form alphanumeric in the form of:
(xxx)xxx-xxxx or
xxx-xxxxxxx or
xxxxxxxxxx
Optional
Tax Code
10
Must match the system tax code table
Mandatory
Terms Code
10
Must match the system terms code table
Mandatory
Agency Commission Percent
2
Free form numeric
Optional
Credit Limit
10000000
Free form numeric
Optional
Currency ID
USD
Must always be blank for customers that are billed in your local currency and only populate this field if the customer must always be billed in a foreign currency, in which case you must use a valid currency ID that has already been set up in your system in the System Tables Setup menu. If any customer might be billed in multiple currencies, leave the field blank and you will be able to select the appropriate currency in campaign entry.
Optional
Website URL
https://naviga.com
Free form alphanumeric of the account website
Optional
Email Address
Free entry alphanumeric email address format which is imported to display in the account’s Advertising Setup node in the maintenance screen. This is the COMPANY email address, and doesn't have much of a function in the system. The more important/useful one will be the email address on the contact people who work for the company. See CRM Name Import
Optional
Invoice Delivery Method
P or B or N or C or E
These are the values from the application indicating the delivery method of the invoice being Print (P), Print & Email (B), Email (E), for Email Invoices and Print Credits (C) and Do Not Send Invoice (N).
Optional
Credit Status
Good
Free entry alphanumeric value which display in the account maintenance
Optional
Credit Controller
SGILI
This will set the Credit Controller on the account. The format should be the User ID from user Administration and the user must also be set in A/R User Security to be a Controller or a manager, NOT a default A/R User
Optional
Collection Status
Coll
Collection Status ID according to the AR Setup menu -> Collection Status Setup. This ID must match a value from this table in the application
Optional
Tax Exemption Number
435
Alphanumeric entry of the company exemption number if any
Optional
VAT Number
UK VAT number
Optional
VAT Validation Result
good
UK VAT validation result - this is a free format text field
Optional
VAT Validation Ind.
Y
Works in conjunction with the validation result above. Valid responses here are Y, N or blank. N or blank in this field will display "Not Validated/Valid" in the validation status field onscreen, regardless of what is entered into VAT Validation Result column in the spreadsheet. Y in this column will result in the text from the VAT Validation Result being displayed.
Optional
Registered Company Number
3245
Alphanumeric entry of the registered company number
Optional
Approved Date
05/21/2018
Date of approval of account
Optional
PO Required
Y
This is a Yes or No answer
Optional
Legacy Company ID 2
4344
Free entry second legacy ID for the company
Optional
Is Statement Contact
Y
This is a Y or N field for yes or no as to whether the contact is the one to receive A/R Statements when generated.
Optional
Statement Delivery Method
P, B, N or E
This value must match the values in the system for Print (P), Email (E), both (B), Do Not Send Statement (N). Note that the column for Generate Statements below could contradict what is entered here. For example, you could say Print here, but indicate N later that this customer does not receive statements. For this to be honored, be certain to indicate Y in the Generate Statements column.
Optional
On Credit Stop
Y
Y for yes and N for no to indicate whether this client is on credit stop or not.
Optional
AD Client Type
ART
This must match one of the ID values defined in the Setup menu under Client Type Setup screen.
Optional
Prepayment Required
Y
“Y” is Yes value will check the flag for this advertiser that his orders must be prepaid for them to be processed in the system. “N” is No which marks the account as not requiring prepayment for orders which will be processed normally through the system.
Optional
Billing Group ID
SH
This value is the Billing Group ID in the menu AR menu Setup -> Misc. Invoice Billing Groups and must match one of these values.
Optional
Account Opened Date
03/01/2019
This is a free entry date format MM/DD/YYYY of when the account was created.
Optional
Client Group ID
SH
This value must match the system’s Client Group ID found in the AR module -> Setup menu -> Client Group Setup. Once the import is complete, the account is listed in this specific group in this menu.
Optional
Salesforce ID
33232
Salesforce external ID value
Optional
External IDs
If there is only one system, this is the format: ADC,434343 If there are two systems, this is the format: ADC,434343;COL,4445555
This is for another system’s ID attached to the advertiser. This value is related to values in the Naviga system under the menu Setup -> System Tables Setup -> External Systems ID Codes. The concept is that a customer maybe used in multiple systems and can have a separate external id for each system. The External Systems Setup table will be set up for all systems. In Name Maintenance you can associate external id for wherever the client is used - basically a cross ref between systems. In the example to the left, there is a system setup with ID = COL and a system called ADC. Each system has their own unique account number. The ID is 434343 in ADC System and 4445555 in the COL System.
Optional
Default Invoice Form Detail Level
1
Valid Values are:
1 = Show only the Description and Total Price
2 = Show Each Line - No Costs
3 = Show Each Line - Including Costs
Optional
Cap Actuals
Y
N or blank for No Caps
Y for Capped at Individual Monthly Goals
C for Capped at Total Campaign Goal
Optional
Job Title Code
PRES
The values must match the Job Title IDs from the CRM menu Setup -> CRM System Settings -> Job Titles -> Job Title ID
Optional
Credit Stop Days (AD)
15
Numerical entry of the number of days past which an unpaid invoice triggers this client being placed on credit stops.
Optional
Territory Code
GL
This must match the territory ID code in the table for territory setup in the menu Setup -> Sales Rep Setup and Budgets -> Sales Rep Setup.
Optional
Service Charge
Y
Y for yes to flag the field in the advertiser maintenance screen to generate a service charge. N for No and to leave the flag unchecked.
Optional
Performance Invoice Form
PI1
Invoice Form Template ID for the performance campaign. Must match the ID in Naviga as per the Invoice Setup screen
Optional
Flexible Invoice Form
FI1
Invoice Form Template ID for the flexible campaign. Must match the ID in Naviga as per the Invoice Setup screen.
Optional
Statement Form
ARS1
Statement Form Template ID for the AR Statement in the AR module. Must match the ID in Naviga as per the Statement Setup screen.
Optional
Generate Statements
Y
Y to check the flag in Advertiser Maintenance screen to allow for generating statements. N for No. If blank, the customer will not receive a statement
Optional
Forms Logo
FL1
Forms Logo ID for the invoices. Must match the ID in Naviga as per the System Tables Setup -> Forms Logos screen.
Optional
Auto Apply COA
Y
Y for Yes and N for No. When Yes, this means that the advertiser on import is setup in the system to enforce applying COA when available as a payment of the campaign at the confirmation time of the campaign.
Optional
Exhibitor Type
AD
Must have the same value as in Naviga from the menu Setup -> Exhibition Code Tables -> Exhibitor Type Setup
Optional
Exhibition Tax Code
VAT
Must match a value in the Naviga system from the menu Setup -> System Tables Setup -> Tax Setup
Optional
Exhibition Payment Terms
510
Must match a value in the Naviga system from the menu Setup -> System Tables Setup -> Payment Terms Setup
Optional
EX Invoice Delivery Method
P or B or N or C or E
This value must match the values in the system for Print, Email, or both.
Optional
EX Billing Contact
Y
Y for yes or N for no that this is the billing contact for trade shows or not.
Optional
Client Access Codes
01, 03
One or more than one comma separated Client Access Codes which must values in Naviga Accounts Receivable Setup menu -> Client Access Code Setup.
Optional
Actuals Reconciliation
E
E for Estimates
Y for Third party
N or blank for Ad Server Numbers
V for Ad Server Viewable Numbers
Optional
Preferred Forms Language
es-ES or fr
Code for the language which must match the value in Naviga. These are the same found in the Advertiser Maintenance screen under the AR node and field “Preferred Forms Language”. Case must match exactly what is in the ID field for Language. Fr or FR won't work, only fr for French or fr-BE for Belgium French, for example.
Optional
Source
CI
Must match values of the source ID in the CRM Settings -> Name Sources menu in the CRM module.
Optional
Legacy Parent ID
123456
Free form alphanumeric for the legacy Parent ID of this company's Parent
Optional (Required only if the account being imported is to be a child of this parent account)
Is in the ELMA Registry
Y
Enter Y to set the flag that this client is part of the ELMA registry
Optional
Use Electronic Payments
Y
Yes/No flag on client account to use Electronic Payments. use Y or N
Optional
IBAN
123456
Numeric code to represent the IBAN or Bank Account number
Optional
Swift BIC No.
123456
Numeric code to represent the Swift code or Routing Number
Optional
Industry Category/PIB ***
AUTO
See Note below about how use of multiple brands affects this field.
Optional (but if used, must match ID setup in PIB/Industry Setup)
Credit Application on File
Y
Yes/No flag on the A/R Node of Name Maintenance. Informational field, does not have other function within the system. Enter Y or N.
Optional
Misc Invoice Delivery Method
P
These are the values from the application indicating the delivery method of the Misc invoice being Print (P), Print & Email (B), Email (E), and Do Not Send Invoice (N).
Optional
Once you enter the data, save the excel template to your desktop and note the path.
Click the “Select” button in the import pop up screen and browse to find the saved excel. Choose the file to upload it into the system.
You must click the button “Check Data” before performing the import to correct any errors.
If you have errors, you will receive a message indicating this and when you click OK, you will be given the location and reason for the error.
Click close and return to the pop-up import screen on the system. Click the “Remove” x button.
Correct the indicated errors in the template. Resave the template to your desktop. Then repeat the process of uploading the file until all errors have been corrected.
Once all the data is correct, click the button “Import File”. You will receive a warning that only valid rows will be imported. Click OK, and then you will receive a success message of the import.
Click OK and note the import ID.
Click the node “List of Imported Names”. Choose the import ID from the drop down menu and click “Get Names”.
The list of names from the sheet display with hyperlinks to the name ID for further use.
Import Name Addresses
User can import multiple addresses for one advertiser/ agency using this import template. This is meant for existing advertisers in the application who have more than one address.
Navigate to the menu Setup -> Advertisers/ Agency Import -> Import Name Addresses node.
In the filed “Name ID Selection”, choose one of two options indicating the ID you fill out in the import template:
Name ID is the Naviga Name ID: This is the system Advertiser ID generated by the system for the advertiser or agency.
Use the Legacy ID to derive the Naviga Name ID: This the Legacy ID associated with the system advertiser.
Click the button “Download Template”. This opens the spreadsheet template on your desktop which you then must fill out with the Advertiser ID and the address on each row as in the table below.
Multiple Addresses Template
Fill in the fields as indicated below with your own data and following the requirements and data sources explained.
Field Name
Example Data
Data Source and Restrictions
Mandatory/ Optional
Type
C
Must be C (for company) or I (for individual)
Mandatory
Name ID
255237
The application or Legacy Advertiser ID as you chose from the field on the import screen for the ID selection. This value must match the one which already exist in the system for this client
Mandatory
Name
Stone Works
Text name of the advertiser.
Optional
Address 1
76 Marble Road
Free alphanumeric entry of the first line of address for the advertiser.
Optional
Address 2
Suite 100
Free alphanumeric entry of the second line of address for the advertiser.
Optional
Address 3
Marble Department
Free alphanumeric entry of the third line of address for the advertiser.
Optional
City
San Francisco
Free alphanumeric entry of the city of address for the advertiser.
Optional
State / Region
CA
Free alphanumeric entry of the state of address for the advertiser.
Optional
Postal Code
94016
Free alphanumeric entry of the zip code of address for the advertiser.
Optional
Country ID
US
The country ID as per the systems table in the Address Setup menu.
Optional
Telephone
8009897777
Free form alphanumeric in the form of:
(xxx)xxx-xxxx or
xxx-xxxxxxx or
xxxxxxxxxx
Optional
Fax
8887875555
Free form alphanumeric in the form of:
(xxx)xxx-xxxx or
xxx-xxxxxxx or
xxxxxxxxxx
Optional
Address Type
HO
The address type ID as per the systems table in the Address Setup menu.
Optional
Save the data in the spreadsheet to your desktop.
Click the Select button on the import screen in the system and browse to upload the spreadsheet.
You must click the button “Check Data” before performing the import to correct any errors.
If you have errors, you will receive a message indicating this and when you click OK, you will be given the location and reason for the error.
Click close and return to the pop-up import screen on the system. Click the “Remove” x button.
Correct the indicated errors in the template. Resave the template to your desktop. Then repeat the process of uploading the file till all errors have been corrected.
Once all the data is correct, click the button “Import File”. You will receive a warning that only valid rows will be imported. Click OK, and then you will receive a success message of the import.
Navigate to the Account Maintenance screen for this advertiser and verify the addresses have been imported successfully; or navigate to the Customer Overview of the customer and verify that all the addresses in addition to the existing ones are listed in the Sales/ CRM tab.
Import External ID's
External ID's can be Imported using provided template on the node "Import External IDs"
Navigate to the menu Setup -> Advertisers/ Agency Import -> Import Import External IDs node.
In the field “Company Selection”, choose one of two options indicating the ID you fill out in the import template:
Company ID is the Naviga Name ID: This is the Advertiser ID generated by the system for the advertiser or agency.
Use the Legacy ID to derive the Naviga Name ID: This the Legacy ID associated with the system advertiser.
Import External ID's Template
Click the button “Download Template”. This opens the spreadsheet template on your desktop which you then must fill out with the required information on each row as in the table below.
Company ID
123456
The Naviga or Legacy Advertiser ID as you chose from the Company Selection field on the import screen for the ID selection. This value must match the one which already exist in the system for this client
Mandatory
System ID
OTHER
ID Code of the External System. Must match the ID previously setup in Setup -> System Tables Setup -> External System ID Codes
Mandatory
External ID
4328
Other system’s ID attached to the advertiser.
Mandatory
Save the data in the spreadsheet to your desktop.
Click the Select button on the import screen in the system and browse to upload the spreadsheet.
You must click the button “Test Import File” before performing the import to correct any errors.
If you have errors, you will receive a message indicating this and when you click OK, you will be given the location and reason for the error.
Click close and return to the import screen on the system. Click the “Remove” x button.
Correct the indicated errors in the template. Resave the template to your desktop. Then repeat the process of uploading the file till all errors have been corrected.
Once all the data is correct, click the button “Import File”. You will receive a warning that only valid rows will be imported. Click OK, and then you will receive a success message of the import.
Navigate to Customer -> Advertiser / Agency Maintenance and select the External System ID's node to see the imported data:
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