This article will go through the spreadsheet supplied, what information is required and how to enter it.
You should already have received a link to download a copy of the google sheet, here it is just in case you haven't
Clicking on this link will take you to Google - you will either need to sign-in or create a new account
TABLE OF CONTENTS
Google account
Either create an account or sign in to one you already have.
Once in, there will be a prompt asking you to copy - click on "Make a copy":
Filling in the form
The sheet has 5 tabs: Instructions, 1-Customers, 2- Vehicles, 3-Suppliers & 4-Stock
It is suggested to work from left to right - start at the instructions
Instructions
This contains a brief description of what to do:
- Please fill in as much information as possible
- Leave the header info (Row 1)
- Please remove the sample data (Row 2 - highlighted in red)
- Each vehicle MUST have a correct CusomerID (from 1-Customers)
- Each stock item MUST have a correct Supplier ID (from 3-Suppliers)
- "Exported data from another system?
- It is suggested that you move columns to match the webSAM template"
- Any questions? Contact the SAM support team: websam@sam.co.nz
Each table has what we call user-defined fields.
These are fields that can be defined by you for information that is important to you and to record additional information.
Past examples of this have included a Drivers license number for a customer
Some fields have a character limit - this includes EVERY character, including spaces
Anything after this limit will be cut off.
1-Customers
As above - remove the first row in red:
Columns:
| Column Header | Description | Character limit |
| Customer ID | Mandatory & must be unique NB: Used in sheet "2-Vehicles" | 32 |
| First Name | If not a company | 30 |
| Last Name | If not a company | 20 |
| Is a Company | 1 = Company, 0 = Person | |
| Company Description (Company Name) | If a company | 50 |
| Contact Name (contact at company) | If a company | 50 |
| Primary Phone | ||
| Mobile | ||
| Home Phone | ||
| Web Address | ||
| Address1 | Main address details - normally Postal NB - if only one address - use this | |
| Address2 (Suburb) | ||
| Address3 (City/State) | ||
| Postcode | ||
| 2nd Address1 | Secondary address Typically delivery | |
| 2nd Address2 (suburb) | ||
| 2nd Address3 (City/State) | ||
| 2nd Postcode | ||
| Account Type | Only use A, C or I A = Account, C = Cash, I= Internal NB: Cash will be used if blank | |
| GST Type | S = Standard Rate, E = Exempt NB: S will be used if left blank | |
| Terms | 14 DAY, 20TH, 7 DAY, CASH When do you want to be paid 7 or 14 days from invoicing, 20th of next month or COD | |
| Credit Limit | For this customer, can leave blank | |
| Price Level | R= Retail, T= Trade, I= Internal | |
| User defined 1 | Spare fields to record additional information. If using please rename these headers to reflect data | 20 |
| User defined 2 | 20 | |
| User defined 3 | 20 | |
| Notes | Any additional notes about customer |
2-Vehicles
The owner MUST match the ID previously entered in the Customer sheet
Vehicles can have up to 50 user-defined fields - enter more columns as required
| Column Header | Description | Character limit |
| Rego | Mandatory & must be unique Registration Plate | 15 |
| Owner | Mandatory Must match to the customer ID | |
| Make | ||
| Model | ||
| Variant | ||
| Type | Convertible, Hatchback, Light Van, Motorcycle, Saloon, Sports Car, Station Wagon, Utility | |
| Year | ||
| Colour | ||
| Reading1 | Kms/Miles | |
| Reading2 | Hubo | |
| Reading3 | Hours | |
| VinNo | ||
| ChassisNo | ||
| EngineNo | ||
| EngineSize (CC) | ||
| Cylinders | ||
| Fuel | Petrol/Diesel/Electric/Hybrid/Other | |
| FleetNo | ||
| Transmission | M = Manual, A= Auto | |
| TransSpeed | ||
| WOF Expiry Date | DD/MM/YYYY | |
| Rego Expiry Date | DD/MM/YYYY | |
| COF Expiry Date | DD/MM/YYYY | |
| Service Expiry Date | DD/MM/YYYY | |
| Service Notes | Additional notes about vehicle | |
| User Defined 1 | Spare fields to record additional information. If using please rename these headers to reflect data NB: Can have up to 50 user defined fields Add columns and label as required | 20 |
| User Defined 2 | 20 |
3-Suppliers
In this file we want all suppliers, for which the business has captured name and address data
One row per Supplier, always provide all fields even if many are blank.
| Column Header | Description | Character limit |
| Supplier ID | Mandatory & must be unique NB: Used in sheet "4-Stock" | 15 |
| Description | Supplier Name | 50 |
| Contact Name | contact at company | 30 |
| Phone | ||
| Mobile | ||
| Web Address | ||
| Address1 | Main address details - normally Postal NB - if only one address - use this | |
| Address2 | ||
| Address3 | ||
| Postcode | ||
| 2nd Address1 | Secondary address Typically delivery | |
| 2nd Address2 | ||
| 2nd Address3 | ||
| 2nd Postcode | ||
| Account Type | Use I if it is internal, or leave blank | |
| Terms | 4 DAY, 20TH, 7 DAY, CASH When do you want to pay your supplier? 7 or 14 days from being invoiced, 20th of next month or COD | |
| Account No | Your account number with the supplier | |
| User defined 1 | Spare fields to record additional information. NB: If using please rename these headers to reflect data | 20 |
| User defined 2 | 20 | |
| User defined 3 | 20 | |
| Notes |
4-Stock
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