A definition for each column in the Client file.


Format


The import file should be in the format of a comma separated or CSV file.


You can order the columns in your file as it suits you but you must make sure that the column names are correct and as specified below.


You can delete columns that you don't need.


What goes into each column


You can put all of the different types of Client you have e.g. individuals, sole traders, companies etc. into the import file but the columns you need will be different depending on the type. The following table explains each column and gives you guidance on what is expected in each column, whether or not you need to put it in and how it is used.


Name of the column
 Do I have to put this in?
 What values can I put in?
 How is this column used?
UID
 Yes
 Number
 This column must be completed.

This is a sequential unique number that you provide. onkho uses this number to report on errors and to update your Client records if you import this file again. If you don't fill this out properly or each number is not unique, you will get unpredictable results from your import.

UID should be unique across all the CSV files you create to import into onkho. This means that you can't re-use numbers in one file in another file otherwise the Client you've already created will get updated.
Type
 Yes
 Choose one of the following:
  • Individual
  • Person
  • Sole Trader
  • Partnership
  • Company
  • LTD
  • LLP
  • LP
  • LLC
 This column must be completed.

This column tells onkho what type of Client should be created.
YourRef
 No
 Anything
 This column is optional.

This is your own reference number for the client. It could be from your existing systems or your own internal code. It's optional so don't worry if you don't have it.
FirstName
 See "How is this column used?"
 Text
 This column is required if Type is set to Individual, Person or Sole Trader.
LastName
 See "How is this column used?"
 Text
 This column is required if Type is set to Individual, Person or Sole Trader.
DateOfBirth
 No
 A date in one of the following formats:
  • 11/01/1999
  • 11-Jan-1999
  • 11 January 1999
 This column is optional.
Gender
 No
 Choose one of the following:
  • Male
  • Female
  • M
  • F
 This column is optional.
LegalName
 See "How is this column used?"
 Text
 This column is required if Type is set to Partnership, Company, LTD, LLP, LP or LLC. This column is ignored if Type is Individual, Person or Sole Trader.

The legal name is the name your Client uses to enter into contracts.
TradingName
 No
 Text
 This column is optional.

The trading name is the name by which your Client is known to its customers.
IsCharity
 See "How is this column used?"
 Choose one of the following:
  • Yes
  • No
  • Y
  • N
  • 1
  • 0
 This column is optional.

This column tells onkho if your Client is a Charity.

If you leave this column blank, onkho will assume that your Client is NOT a Charity.

The abbreviations Y and 1 are treated as Yes, N and 0 are treated as No.
RelatedToID
 See "How is this column used?"
 Number
 This column is required if RelationshipType has been filled out.

You should use this column if you want to link this Client to another Client. This column should contain the UID of the Client you want to link this Client to.

Note:
  • You cannot create a relationship between a Client and themselves.
  • You cannot set up a relationship from A to B and then from B to A - the relationship should be set only once.
  • If you want to link a Contact to a Client, you need to use the Contact import file instead.
RelationshipType
 No
 Text
 This column is optional.

If this column is filled out, it will be used to name the relationship that will be created between this Client and the Client identified from the RelatedToID column.

The following relationship types are supported:
  • Officer
  • Owner
  • Shareholder
  • Partner
  • Director
  • Employee
We can also use a value that you provide.
CompaniesHouseRegistrationNumber
 No
 Text
 This column is optional.

If this column is filled out, onkho can use it to get information from Companies House either at the time when you import the file or in the future.
AccountingReferenceDate
 No
 A date in one of the following formats:
  • 11/01/1999
  • 11-Jan-1999
  • 11 January 1999

 This column is optional.

You should fill this out if you want onkho to automatically schedule your annual accounts jobs when you import this file.
LastConfirmationStatementDate
 No
 A date in one of the following formats:
  • 11/01/1999
  • 11-Jan-1999
  • 11 January 1999

 This column is optional.

You should fill this out if you want onkho to automatically schedule your confirmation statement jobs when you import this file.
VATRegistrationNumber
 No
 Text
 This column is optional.
VATReturnSchedule
 No
 Choose one of the following:
  • Monthly
  • Quarterly
  • Annually
 This column is optional.

You should fill this out if you want onkho to automatically schedule your VAT return jobs when you import this file.
VATAccountingPeriodStarts
 See "How is this column used?"
 A month in long form e.g. "January" or short form e.g. "Jan"
 This column is required if VATReturnSchedule is set to Quarterly or Annually.

This column should be set to the start of the Client's VAT accounting period.

Some examples:
  • Client pays VAT quarterly with quarters ending in March, June, September and December. You should set this column to be either January, April,
  • Client pays VAT annually with the VAT year ending in June. You should set this column to July.
UTRNumber
 No
 Text
 This column is optional.
NINumber
 No
 Text
 This column is optional.
UsesGovernmentGateway
 No
 Choose one of the following:
  • Yes
  • No
  • Y
  • N
  • 1
  • 0

 This column is optional.

If you leave this column blank, onkho will assume that this Client's tax returns are submitted electronically i.e. via the UK Government Gateway.

The abbreviations Y and 1 are treated as Yes, N and 0 are treated as No.
Address-Type
 No
 Choose one of the following:
  • Home
  • Work
  • Main
  • Registered Office
  • Trading
 This column is optional.

If you leave this column blank and you have specified an address in the columns that follow, onkho will set a default value when it imports the file.
Address-Line1
 No
 Text
 This column is optional.
Address-Line2
 No
 Text
 This column is optional.
Address-City
 No
 Text
 This column is optional.
Address-County
 No
 Text
 This column is optional.
Address-Postcode
 No
 Text
 This column is optional.
Telephone-Type
 No
 Choose one of the following:
  • Home
  • Work
  • Main
  • Landline
  • Mobile
 This column is optional.

If you leave this column blank and you have specified a telephone number in the column that follows, onkho will set a default value when it imports the file.
Telephone-Number
 No
 Number
 This column is optional.

If you're using Excel you must put an apostrophe in front of the "0" to make sure that the telephone number is correctly formatted.
Telephone-Extension
 No
 Number
 This column is optional.
Email-Type
 No
 Choose one of the following:
  • Home
  • Work
  • Main
  • Personal
 This column is optional.

If you leave this column blank and you have specified an email address in the next column, onkho will set a default value when it imports the file.
Email-Address
 No
 Text
 This column is optional.