Import clients or vendors from Alegra or another system
A contacts export (Alegra, another invoicing system, a spreadsheet) imports as clients or vendors with their phones, their primary contact and their Hacienda location: province, canton and district are looked up by name in the official catalog.
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Steps
Export the contacts (in Alegra, Contacts → Export) and upload them in Import data. Tario recognizes the usual columns by itself: Nombre, Tipo de identificación, Identificación, Correo, Teléfono 1, Teléfono 2, Fax, Celular, Provincia, Cantón, Distrito, Barrio, Dirección, Estado del contacto and Término de pago. When the file name says "vendors" (or "proveedores") it is classified as Vendors; otherwise you can change it in the review.
Phones: Teléfono 1 is the client's phone (the one sent to Hacienda); Teléfono 2, Celular and Fax go on its primary contact. Costa Rican numbers are stored as "+506 6045-7385" even when written "(506) 6045-7385" or "60457385"; foreign ones ("+1 …") are kept as written. With only a mobile number, that is also the client's phone.
Primary contact: created with the client's name, email and phones. When the file has contact columns (Contacto or Nombre del contacto, Correo del contacto, Teléfono del contacto, Cargo), those are used.
Location: Provincia, Cantón and Distrito are looked up in the Hacienda catalog regardless of case and accents ("San josé" / "Montes de oca" / "San pedro" → 1 / 15 / 01); the district is looked up within its canton. Barrio is stored as text and Dirección goes to Other signs and to the billing address (neighborhood and district on the second line, canton as the city). A name the catalog does not know is kept as text in the address and the row says so.
Término de pago, Lista de precios, Vendedor and Cargo have no field of their own on a client: they are kept as lines of its notes ("Payment terms: 15 days"). Estado del contacto is informational: Tario has no inactive clients, so all are imported and inactive ones get a warning and a line in their notes. Cuenta por cobrar and Cuenta por pagar are not imported: every client and vendor uses the company's control accounts.
With Create or update, an existing client is found by its identification (with or without dashes) and only what it lacks is filled in: a value it already has is never replaced or blanked; its contact keeps its name, email and phones and gains the new phone kinds. A namesake with another ID is another client. When the same client appears twice in the file, one record is kept and the repeated row says so.
Tips
- An identification "0" or "000" is how some exports write "no identification": the client is imported without an ID or ID type.
- Cédulas jurídicas of the State and its institutions (2-… and 4-…, like a public university) are accepted just like companies' (3-…).
Common errors
| Code or message | What it means | How to fix it |
|---|---|---|
Not found in the Hacienda catalog: … | The row's province, canton or district does not match the catalog (a typo or a location outside Costa Rica). | The client is imported anyway with the text in its address. Open the client and pick the right location before invoicing it. |
The Country field is required. | The row is a foreigner (identification type 05) with a number, and the file has no country. | Add a País column with the ISO code (US, GB…) or import the row and fill in the country on the client. |
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