This guide covers importing and updating vendor details in Netvisor using CSV files.

CONTENTS

General

Vendor details can be imported into Netvisor from Excel spreadsheets or other systems. There may also be a need to update an existing vendor register based on an Excel spreadsheet. For these situations, the Data import function is used.

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

Mandatory information for the material includes

  • Vendor code (recommended)
  • Name
  • Address
  • Postcode
  • Postal address
  • Business ID
  • Note! If the vendor's bank account information is imported, BIC/Swift and the bank account name must also be found in their own column

Fields used in vendor detail data import and update

If all compulsory information fields are not given, the import cannot be done.

Imported data Description
Vendor code Recommended. When updating vendor info, this field is used in targeting information to existing vendors.
Name Compulsory, max. 250 characters
Address Compulsory
Postcode Compulsory
Postal address Compulsory
Business ID Compulsory
Bank account number * In IBAN format. No blanks. Max 8 bank accounts per vendor.
BIC/SWIFT Compulsory if Bank account number is given.
Bank account name Compulsory if Bank account number is given.
Bank's address data for payment message
Bank account Clearing code
Bank account Clearing number
Bank address data
Set account as default
Bank account country
Bank account default currency
Homepage  
Comment  Comes to Contact information tab's Comment field
Country  
Default VAT base  
Default term of payment  
Telephone number  
E-mail  
Telefax  
Vendor group  
Contact person  
Contact person telephone number  
Contact person E-mail  
Bookkeeping account number Numeric, max 5 accounts per vendor
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.
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 vendor detail data import:

Preparing data

In the CSV file the data of one vendor needs to be given on one row, each field separated in their own column. If you title the columns in the Excel file according to the list above, the columns will automatically match the fields used in Netvisor's vendor card during import. Remove the empty columns so that if there is no information in the column, remove it completely.

Format the table in Excel 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).

Do the following:

  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 data import

  1. Open Company menu and find "Data import"
  2. Select the correct data type "Vendor details import" (see picture below, point 1) and press "Browse" (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. 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)
  7. Green colour indicates that the imported information is correct (see picture below, step 1). Red indicates error and the row is not imported.
  8. Summary (3) shows that the file has one edited vendor card but no new vendor cards. "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 (2) will redirect to the existing vendor card in Netvisor (open with mouse's second button in a new window).
  10. After selecting the fields, two different functions are shown:
    1. "Handle only above editable rows and selected fields" - This will handle only editable rows, new records are skipped.
    2. "Continue to choose relation information" - This will import all new vendors (Inserts) to register and also update existing ones (Edits).
  11. "Handle only above editable rows and selected fields" button updates existing vendor details to the vendor register. After pressing "Continue to choose relation information" button, reference fields are chosen. The selected fields are:
    1. Vendor group
    2. Default VAT base
    3. Country
    4. Default term of payment
  12. The fields on the CSV file will be updated to existing records automatically. If the automatic allocation was not done or the field has been empty in the CSV file, you can choose the record (e.g. vendor group) manually from the dropdown menu. After the fields have been selected, the import is done by pressing "Save data" button. 

Keywords: Vendor details, Netvisor, CSV file, Excel, Import, Data linking

This article has been translated using an AI-based translation tool. The contents or wording of these instructions may differ from those in other instructions or in the software.

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