This utility allows you to import a tab delimited file into Minfos to create new customers.
You can create a customer import by selecting optional import fields and adding them to the File Format box. The order of the Import Field you place in the File Format must match the format of the file you are importing. The Preferred Surname is mandatory and is populated in the File Format box by default.
Please note:
- The customers will be added as the next customer in the database and be assigned a unique customer code, just as if they were added manually in Minfos
- Preferred Surname is mandatory. If the surname field is blank for a customer in the file, that customer will NOT be created
- Some fields require an exact match with Minfos e.g. Gender, Nursing Home or Allergies. If an exact match cannot be found, this data addition will be skipped (the customer will still be created)
- If the email or phone number in the file do not pass validation, these data additions will be skipped
- If the data in the file exceeds a field length in Minfos, the information will be truncated
- After the utility has been run a report will display a summary of the import:
- Number of customers created successfully
- Customers that could not be created will be listed
- If a customer was created but some of the data was problematic i.e., didn’t match in Minfos, didn’t pass validation or if it was truncated (not all truncated fields are reported on), it will be displayed in the report
- Pharmacies that use Centralised Customer Accounts can use this utility to add new customers, however customer account information cannot be imported
Run the Create Customers utility
Once you have prepared and saved the tab-delimited file.
From the Minfos Launch Pad:
1. Click the Special menu and select Utilities.
The Utilities module is displayed.
2. Click the Special menu and select G. Create Customers.
The Create Customers window is displayed.
3. Click Browse.
The Open window is displayed.
4. Navigate to the location of the saved tab-delimited file and click Open.
5. From the Import Fields section, click to highlight the required option and click Add. Ensure the order in the File Format section matches the order in the txt file.
- If an option is incorrectly added, or added in the incorrect order:
a. Highlight the option from the File Format section and click Remove to delete.
b. Highlight the option from the File Format section and click Up or Down to change the order.
Note: Preferred Surname MUST be listed first in the File Format section for the utility to run. Each option can only be added once, however, the Ignore option can be selected multiple times.
6. Click OK to start the utility.
The Processing window showing the progress of the utility is displayed.
Once the import has finished the Import Customers Result Report is displayed.
7. Print or Export the report to investigate/action the exceptions, refer to the below table for further information.
Warning: If the same file is imported multiple times, the customers will be duplicated. If the file needs to be imported a second time, ensure you remove customers that have already been added from the file.
Detailed file import information
Import Fields | File Requirements | Displayed on Report |
Details | ||
Preferred Surname | Mandatory field. Truncates if more than 20 characters. | Yes, reports as Failed if Surname is not included in the file. |
Preferred First Name | Truncates if more than 20 characters. | Yes, if truncated. |
Medicare Surname | Left blank if not provided. Truncates if more than 33 characters. | Yes, if truncated. |
Medicare First Name | Left blank if not provided. Truncates if more than 33 characters. | Yes, if truncated. |
Gender | Female or Male accepted. If not either of these values or it’s not stated, field is set to Not Stated. | No. |
Title | Left blank if not provided. Truncates if more than 6 characters. | No. |
Street | Left blank if not provided. Truncates if more than 40 characters. | Yes, if truncated. |
Suburb | Left blank if not provided. Truncates if more than 30 characters. | No. |
State | ACT, SA, NSW, NT, QLD, TAS, VIC, WA. If not one of these values or it’s not stated field is set to None. | No. |
Post Code | Left blank if not provided. Truncates if more than 4 characters. | No. |
Home Phone | Left blank if not provided. Truncates if more than 12 characters. | No. |
Mobile | Must pass validation. If validation fails, field is left blank. | Yes, if validation fails. |
Customer Type | Must match Minfos list.
If not one of these values or is not stated, field is set to 1. Customer. | No. |
DOB | Format dd/mm/yyyy or similar. If not in this format or not provided then field is left blank. | If validation fails (date format). |
Must pass validation. If validation fails, field is left blank. | If validation fails. | |
Current Status | Must match Minfos list.
If not one of these values or is not stated, field is set to G. General. | No. |
Medicare No | Left blank if not provided. Truncates if more than 15 characters. | Yes, if truncated. |
Medicare Expiry (Valid to) | Format dd/mm/yyyy or similar. If not in this format or not provided then field is left blank. | No. |
Concession No | Left blank if not provided. Truncates if more than 15 characters. | Yes, if truncated. |
SNN | Left blank if not provided. Truncates if more than 15 characters. | Yes, if truncated. |
Repat No | Left blank if not provided. Truncates if more than 15 characters. | Yes, if truncated. |
CTG (Y/N) Close the Gap | Y or N. If not stated the CTG checkbox is left unchecked. | No. |
SOF (Y/N) Scripts on File | Y or N. If not stated the Scripts On File checkbox is left unchecked. | No. |
Medical: | ||
Allergy List - by name | Must exactly match to generic name in Minfos. If not, fields are left blank. Note: Allergies must be separated by a comma e.g. ADAPALENE,AMOXICILLIN | Yes, if exact match could not be found. |
| Up to six allergies will be imported. If more than six allergies listed in the file, only the first six will be used. | No. |
Carer | ||
Type of Carer | Nursing Home, Hospital, Third Party accepted. If not listed as one of these values in the file, then None is selected as the Type of Carer. | Yes, if exact match could not be found. |
Nursing Home – by name | Must be matched to a nursing home already set up in Minfos, if not the field is not populated. | Yes, if exact match could not be found. |
Nursing Home – by code | Must be matched to a nursing home already set up in Minfos, if not then the field is not populated. | Yes, if exact match could not be found. |
Ward No/Claimant No. | Left blank if not provided. Truncates if too long. | No. |
Bed Number | Left blank if not provided. Truncates if too long. | No. |
Unit Record No. | Left blank if not provided. Truncates if too long. | No. |
Admitted | Format dd/mm/yyyy or similar. If not in this format or not provided then field is left blank. | No. |
Release Date | Format dd/mm/yyyy or similar. If not in this format or not provided then field is left blank. | No. |
Account * | ||
Account Customer (Y/N) | Y or N. If not stated the Account Customer checkbox is left unchecked. | No. |
Credit Limit | Numbers, up to 2 decimal point. If not in this format, then field is left blank. | No. |
Account balance | Numbers, up to 2 decimal points. If not in this format, then field is left blank. | No. |
Print Statement (Y/N) | Y or N. If not stated the Print Statement checkbox is left unchecked. | No. |
Email Statement (Y/N) | Y or N. If not stated the Email Statement checkbox is left unchecked. | No. |
Email statement to | Must pass validation. If validation fails, field is left blank. | Yes, if fails validation. |
Direct Debit (Y/N) | Y or N. If not stated the Direct Debit checkbox is left unchecked. Note: When the Customer’s Account tab is opened in Minfos, the BSB and Account number must be entered. | No. |
Use this address (Y/N) | Y or N. If not stated the Use this Address checkbox is left unchecked. | No. |
Care of | Left blank if not provided. Truncates if more than 60 characters. | No. |
Street | Left blank if not provided. Truncates if more than 40 characters. | Yes, if truncated. |
Suburb | Left blank if not provided. Truncates if more than 30 characters. | No. |
State | ACT, SA, NSW, NT, QLD, TAS, VIC, WA. If not one of these values or it’s not stated field is set to None. | No. |
Post Code | Left blank if not provided. Truncates if more than 4 characters. | No. |
*Account information not available for import if pharmacy is set up for Centralised Customer Accounts.