Vendor detail Data import

It is possible to import vendors to Netvisor from Excel-tables or other systems. It is also possible to update existing vendor data using an Excel-table. 

Data import -function enables importing vendor data from other systems into Netvisor in CSV (Comma delimited / Luetteloerotin) -format. CSV-format is a common data transfer format used when transferring data between systems. You can create a CSV-file by for example saving a spreadsheet file in CSV (Comma delimited / Luetteloerotin). Please note that if the file name has special characters it can cause an error when importing the file.

The Data import -function is available for all companies without additional costs. The user must have editing authorization for "Perustietojen hallinta" and "Perustietojen tuonti" in Accounting Function specific rights. Data import -function can be found in Netvisor from Company menu > Data import and export > Data import.

Fields used in Vendor detail Data import

If all compulsory information fields are not given, the import cannot be done. The information has to be given in rows.

Imported data in Finnish	Imported data translation	Description
Toimittajakoodi	Vendor code	Recommended.When updating vendor info, this field is used in targeting information to existing vendors.
Nimi	Name	Compulsory, max. 250 characters
Osoite	Address	Compulsory
Postinumero	Postcode	Compulsory
Postitoimipaikka	City	Compulsory
Y-Tunnus	Business ID	Compulsory
Pankkitilitieto *	Bank account number *	In IBAN format. No blanks. Max 8 bank accounts per vendor.
BIC/SWIFT -koodi	BIC/SWIFT	Compulsory if Bank account number is given.
Pankkitilin nimi	Bank account name	Compulsory if Bank account number is given
Pankin osoitetiedot viedään maksusanomalle	Bank's address data for payment message
Pankkitilin Clearing koodi	Bank account Clearing code
Pankkitilin Clearing -numero	Bank account Clearing number
Pankin osoitetiedot	Bank address data
Pankkitiliä käytetään oletuksena	Set account as default
Pankkitilin maa	Bank account country
Pankkitilin valuutta	Bank account default currenct
Kotisivut	Homepage
Lisätietoja	Comment
Maa	Country
Oletus ALV-kanta	Default VAT base
Oletusmaksuehto	Default term of payment
Puhelin	Telephone number
Sähköposti	E-mail
Telefax	Telefax
Toimittajaryhmä	Vendor group
Yhteyshenkilö	Contact person
Yhteyshenkilön puhelin	Contact person telephone number
Yhteyshenkilön sähköposti	Contact person E-mail
Kirjanpidon tili	Bookkeeping account number	Numeric, max 5 accounts per vendor
Kirjanpidon oletustili	Default ledger account	If the account is used as a default ledger account on vendor's purchase invoice, give value 1. If the account is not a default account, give value 0.
Laskentakohde	Default cost objects	Max 5 per vendor. The cost object headers must exist in Netvisor before import.

 * Each bank account is given in their own column, not in the same cell. Same goes for Bookkeeping account, Default ledger account and Default cost objects.

Here are the example files for import:

• Excel
• CSV

Getting started

In the CSV file the data of one vendor needs to be given on one row, each field separated in their own column. Remove the empty columns so that if there is no information in the column, remove it completely.

Format the file as text before import to avoid problem with numbers. If the file is handled with default settings, it can cause problems with numbers starting with zeros (e.g. 00130 Helsinki -> 130 Helsinki).

The format can be changed:

1. Select the whole table
2. Click the mouse's second button
3. Select "Format cells"
4. Select category "Text" (see picture below)
   

If you are using MAC, the format should be "Windows- comma separated (.csv)" or "Windows Comma Separated (.csv)". Newer MAC's may not have these formats and in these cases the import should be done on Windows workstation.

Steps of Vendor detail Data import

1. Open Company menu and find "Data import".
2. Select the correct data type "Toimittajatietojen tuonti" (see picture below, point 1) and press "Selaa..." (2).
3. Find the file you are importing and press "Submit data" (3).
   
4. The next step is to link imported fields to corresponding fields in Netvisor vendor details. These are shown only in Finnish so please see the table in "Fields used in Vendor detail Data import" to link the fields correctly. By pressing "choose" (see picture below, step 1) a dropdown menu will open. From the dropdown menu you can choose what information is imported in the selected column. In the picture below the selection has been made (2) and the column includes vendor code.

5. If the imported file has column headlines, by selecting "First row contains column headlines (not imported)" these headlines are not imported to Netvisor (3).

6. After all the fields have been selected, press "Update selected fields" (4). If you are updating vendor information and the vendor code matches with an existing vendor code, after pressing "Update selected fields", the Operation column is updated to show "Edit". Before that the Operation column always shows "Insert" even if the vendor code exists in Netvisor.
   
   

7. Green colour indicates that the imported information is correct (see picture below, step1). Red indicates error and the row is not imported.

8. Summary (see picture below, step 2) shows that the file has one edited vendor and no new ones. "Edits" tells that the vendor already exists in Netvisor. If the summary has "Error lines", these lines are not imported. If this vendor needs to be imported as well, correct the errors into CSV file and start the import from the beginning.

9. "Reference" -link (see picture below, step 3) will redirect to the existing vendor details in Netvisor.

10. After selecting the fields, two different functions are shown:

    1. "Update only above updatable fields" (4) - This will handle only "Edit" (3) fields and all new fields are skipped.

    2. "Continue to choose relation infromation" (5) - This will import all new vendors (Inserts) to Netvisor and also update existing ones (Edits).
       

11. After pressing "Continue to choose relation information" reference fields are chosen. The selected fields are:

    1. Vendor group - Toimittajaryhmä

    2. Default VAT base - Oletus ALV-kanta

    3. Country - Maa

    4. Default term of payment - Oletusmaksuehto

12. The fields on the CSV file will be updated to existing fields automatically. If the fields are not updated or the field has been empty in the CSV file, you can choose the field (e.g. vendor group, country) manually from the dropdown menu. After the fields have been selected, the import is done by pressing "Save data".

    
    

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