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Customers EDBL

Field reference for the Customers EDBL import in Encompass: creating or updating customers, chains, AR accounts and contacts from a file, with matching and default rules. Requires v24.01+.

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Written by Bailey Naas-Thornton

Minimum Version Required: 24.01

Steps

Overview

The Customers EDBL routine imports customer data into your Encompass system. It can create new customer records, update existing ones, and establish relationships with many supporting tables like Chains, AR Accounts, and Customer Types.

Import Actions

  • Add Only: Creates new customer records based on imported data

  • Update Only: Updates existing customer records without creating new ones

  • Update or Add: Updates existing customers when found or creates new ones when not found

Matching Logic

The system attempts to match existing customers using:

  • CustomerID (direct match to internal ID)

  • CustomerID_Translation (external identifier that maps to an internal ID)

  • Google Place ID (when MatchOnGooglePlaceID is enabled)

Key Fields

Required Fields

  • CustomerID OR CustomerID_Translation: At least one identifier is required

Important Fields

  • CustomerName: The customer's name (labeled as "Company" in some views)

  • LocationID: Defaults to your user's location if not provided

  • CustomerTypeID/CustomerTypeID_Translation: Defaults to "*" if not provided

Main Features

Customer Records

  • Creates or updates core customer data (name, address, contact info)

  • Sets default values for missing fields (Address="Not Available", City="Not Available", etc.)

  • Handles address information, contact details, and account status

Chain Integration

  • Links customers to chains via ChainID or ChainID_Translation

  • Can create new chain records if they don't exist

  • Manages chain AR account relationships

AR Accounts

  • Creates or updates AR accounts linked to customers

  • Handles billing address information

  • Maps AR account relationships to customers and chains

Customer Contacts

  • Creates user records for customer contacts when contact info is provided

  • Sets up primary contacts for customers using contact information

  • Associates email, phone, and contact name with customer records

Location/Territory Integration

  • Associates customers with locations, territories, areas, and jurisdictions

  • Manages income areas, charge areas, deposit areas, and counties

  • Supports geographic hierarchy relationships

Special Processing

Google Place ID Matching - When MatchOnGooglePlaceID is enabled, the system can:

  • Find existing customers using Google Place IDs

  • Create global customer records that map to distributor customers

  • Update geolocation data like longitude, latitude, and GPS accuracy

Bud Distributor Support - Special fields and processing for Bud distributors:

  • BudNet_BudRPF18_CustomerTypes mapping

  • Trade channel integration

  • Special customer type mapping

Common Use Cases

  • Customer Master Data Import: Bringing in your core customer list with basic information

  • AR System Integration: Importing customer data with AR information from financial systems

  • Chain/Corporate Customer Import: Creating chain relationships and hierarchies

  • Google Place Integration: Matching customers to Google Places for geolocation

Technical Notes

  • The routine creates TableTranslations entries to maintain mappings between external and internal IDs

  • Zero-padding correction is automatically applied to numeric identifiers to handle format variations

  • Default values are used extensively to ensure complete customer records even with partial data

  • Customer status can be set with values like "Active", "Inactive", or "OutOfBus"

Fields And Definitions

Required:

  • CustomerID or CustomerID_Translation: CustomerID_Translation will create customers, and their Table Translations, if they are not yet translated. CustomerID will not work if it doesn't exist.
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  • LocationID or LocationID_Translation: LocationID_Translation will not create a Location, as other ID_Translations do.

Recommended:

  • Company: Customer Name. If not mapped, will use CustomerID_Translation.
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  • AccountStatus: Will default to Active, if not mapped. 'Active', 'Inactive', 'OutofBus'
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  • Address: Customer Shipping Address
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  • Address2: Customer Shipping Address 2. Recommended, if exists.
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  • City: Customer City
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  • State: Customer State Abbreviation. 3 characters max
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  • ARAccountID or ARAccountID_Translation: Map same as CustomerID_Translation or Company. If you don't map, then it will choose Company name but with an _2.
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  • PostalCode: Customer Postal Code.
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  • ChainID or ChainID_Translation: If not mapped, will create Chain of 'Default' and assign to it.
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  • CustomerTypeID or CustomerTypeID_Translation: Creates Customer Types. It will fill in with a default if not provided.
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  • AreaID or AreaID_Translation: Distribution area to which to assign the Customer. Map this when there are multiple locations or the location mapped could be overridden.
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  • TerritoryID or TerritoryID_Translation: Territory to which to assign the Customer


Optional:

  • BillAddress: AR Account Address. Will assume Customer.Address if not mapped.
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  • BillAddress2: AR Account Address2. Will assume Customer.Address2 if not mapped.
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  • BillCity: AR Account City. Will assume Customer.City if not mapped.
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  • BillState: AR Account State. Will assume Customer.State if not mapped.
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  • BillPostalCode: AR Account Postal Code. Will assume Customer.PostalCode if not mapped.
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  • TermsID or TermsID_Translation: Will not create terms; set to existing term in system
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  • Contact: Name of user for contact information. This must be mapped for email or phone mapping to work; however if the value is null the name gets set to email or phone.
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  • SalesUserID_Translation/ID: ID or Translation of the SalesRep desired. This must exist before import. Use Users EDBL to import first.

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