Contact account numbers

Add account numbers to your contact records, then customize a standard or custom (DOCX) branding theme to show account numbers on your documents such as customer invoices and purchase orders. You can add account numbers either manually one at a time or by importing a CSV file.

About contact account numbers

Contact account numbers help to identify and search for your customers and suppliers.

  • Choose contact account numbers that suit your organization. For example, registration, membership or identification references.
  • You can use a combination of letters and numbers. For example, if you have a customer called ABC Furniture Inc, you might like to give them the account number ABC-100.

Manually add contact account numbers

Manually add the account number to each contact. Use this method if you have only a few contacts or you can't import a CSV file.

  1. Click Contacts, then select All Contacts.
  2. Click the name of the contact you want to update.
  3. Click Edit.
  4. Click Add Account Number and enter the number in the Account Number field.

    Image showing the 'Add Account Number' field.

  5. Click Save.

Import a CSV file of contact account numbers

If you have many contacts, importing a CSV file is a quicker way to update your contact records.

  1. Click Contacts, then select All Contacts.
  2. Click Export.
  3. Open the CSV file that Xero downloads to your computer.
  4. In the AccountNumber column, enter your contacts' account numbers. Each contact number should be unique with fewer than 50 characters.

    Image showing the 'AccountNumber' column.

  5. (Recommended) Delete all columns except for Name and AccountNumber. You should now have a file with just 2 columns and 2 column headings.

    Deleting these columns ensures your existing data stays the same. Sometimes Microsoft Excel automatically reformats some columns such as bank account numbers.

    Image showing empty columns in the CSV file.

  6. Save your file with .csv as the file extension. For example, Contactupdate.csv.
  7. In Xero, click Import.
  8. Click Browse and select your saved CSV file.
  9. Make sure Ignore empty fields is selected.

    Image shwoing the 'Ignore empty fields' option.

  10. Click Import.
  11. Click Complete Import.

Show contact account numbers using a standard branding theme

  1. Click Settings, then select General Settings.
  2. Under Features, click Invoice Settings.
  3. Next to the standard theme you want to update, click Options then select Edit.

    Image showing the Options menu and Edit option in the Getting Started wizard.

  4. Select the Show Contact Account Number checkbox.

    Image of the standard branding 'Show Contact Account Number' checkbox.

  5. Click Save.

Repeat this process for the templates you want to edit.

Show contact account numbers using a custom (DOCX) branding theme

If you use custom (DOCX) branding themes, show contact account numbers on your documents.

Read the rules and recommendations for using custom templates before you customize your DOCX template.
  1. Click Settings, then select General Settings.
  2. Under Features, click Invoice Settings.
  3. Click Download next to the custom theme you want to update to download the DOCX templates in a ZIP file.

    Image of the Download button.

  4. Open the template you want to update from the ZIP file.
  5. Decide where you want to place the contact account number.
  6. Insert the account number:
    • Click Insert, then insert a field from Quick Parts.
    • From Field names, select MergeField.
    • Enter ContactAccountNumber into the field name. You could also include the label Account Number above your inserted field.

      Image showing the Field window with the ContactAccountNumber field name added.

      Image of the account number inserted into a DOCX invoice template.

  7. Save the file to your computer.
  8. In Xero on the Invoice Settings screen, click Upload to upload your edited file and update the custom template.

Repeat this process for the templates you want to edit.

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