User roles Admin✗ Accountant

Accounton offers the option to import your existing customers with their basic information. This way, the already known information is present on the Accounton platform and can be pre-filled in the customer's questionnaires. In this article, we explain how the Excel import will look for a user.

TABLE OF CONTENTS

There are two ways to import customers in bulk:

  • From AdminPulse or IS | Consult: You can refer to the article "Getting Started: Connecting with AdminPulse or Admin IS | Consult. 
  • Via an Excel file

Getting Started with Excel Import

  • Go to the Personal Income Tax module and click on Customers.
  • In the (possibly empty) overview, click on Import customers or data in the top right corner and choose Excel file.
  • You will now enter the environment where you can upload the Excel file.

The Excel Template

  • Download the template document - Click on 'Download template' to download the document and ensure you save it locally on your computer before working on it.
  • Fill in the data in the corresponding columns:
    • Name and email columns are mandatory. Please ensure they are not left empty.
    • If you do not have other information available or do not wish to fill it in, please leave those cells empty.

Explanation of Information in the Excel Template:

Important! Ensure each row pertains to one declaration. For joint declarations, fill in the contact person in columns B-F and partner information in column O. Do not add the partner on a separate row, as that would be considered a separate file (instead of a joint declaration).

Additional Information about the different columns: 

  • person: Keep this as 'person.'
  • Firstname: First name of the customer (mandatory)
  • Lastname : Last name of the customer (mandatory)
  • Email: Email address to which the questionnaire should be sent (mandatory)
  • Mobile Number: : This is the customer's personal phone number. It should be in the format: +324xxxxxxxx (a + with the country code followed by the number, without spaces).
  • Registration Number:  This is the customer's registration number. Please enter only the number, without punctuation (.) or hyphens (-).
  • Street, House Number, Bus, Postcode, City, Country: This is the address where the customer resides.
  • Extra PB: Please leave this column empty.
  • Labels: You can add labels specific to your office here. Labels allow for easy filtering of files. Want to add multiple labels to one customer? That's possible! Place them in one column, separated by a comma (without spaces after the commas, e.g., office Ghent, file manager X).
  • Spouse Registration Number/Rijksregisternummer partner: This is the partner's registration number. Again, only enter the numbers, without punctuation.
  • Language (mandatory): The customer's language. Possible options are 'dutch' (Dutch), 'english' (English), and 'french' (French) - please list them in English. These will depend on the chosen languages during the setup.
  • Customer Code: If you want to link a specific code to a file.
  • KBO Number: Only relevant for sole proprietorships.
  • Partner's KBO Number: Only relevant for sole proprietorships.
  • Deadline PB: Here you can fill in the deadline for the PB Declaration. Note: It's recommended to leave this empty as our system will automatically fill it in once it is known from MyMinfin/Tax-on-Web.
  • Responsible: This is the person responsible for this customer within your accounting office. Please enter the email address of the respective colleague here.

Once this information is supplemented with your customer data, save the file. We will then import this into our platform.

Uploading the Excel File

  • Click on 'Click here to upload a file' and browse for the file on your computer.
  • You will then see an overview of all imported customers and their status:

Overview of Customers After Import:

  • Customers only in import: In this section, you see the customers present in the Syneton import but not yet in Accounton. These are new customers to be added to our platform. By selecting or deselecting customers, you can choose to import some or all of the customers.
  • Customers only in Accounton: Here you see the customers currently in Accounton but not in Syneton. This usually occurs when the Syneton sync is performed again after a long time, often with dossiers that are no longer customers or not linked to the selected task flow. Note: In the 'Customers only in Accounton' section, you see the customers found in Accounton and not linked to the selected task flow.
  • Duplicate customers: This section shows customers present in both Syneton and Accounton. Nothing is done with these; this is more for informational purposes.
  • Invalid customers: Accounton also validates the uploaded data. In 'Invalid customers', you will find the customers that cannot be uploaded due to, for example, an invalid email address or registration number. Hover over a customer to see why they are invalid.

Some common errors are:

Enter Valid Registration Number: This means the registration number is incorrect. Make sure to avoid punctuation in this column in the Excel file.

Mobile number is invalid or enter mobile number with country code: Make sure the phone number contains the country code (+32), followed by the remaining digits, without spaces.


Linking the Correct Questionnaire

Before clicking on 'Import customers to Accounton', it is important to first link the correct language and questionnaire to the new customers. This is done under 'Customers only in import', in the dropdown menus 'Language' and 'Select questionnaire'. Are you adding Dutch customers for the personal tax return? Then select 'Dutch' and 'checklist of the personal tax return'.

Then click on 'Add the selected customers to Accounton'. The new customers will now be uploaded and immediately have the correct questionnaire added to their dossier (Status: Not yet sent).

Note! The customers are now added to your account with the correct questionnaire in their dossier, but the questionnaires still need to be sent out. After a final check, you can send the emails with the questionnaires. You can read how to do this in the article about Inviting Customers in Bulk