Vendor detail Data import

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

CONTENTS

• General
• Fields used in vendor detail data import and update
• Preparing data
• Steps of data import

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 details from another system into Netvisor in CSV (Comma delimited / Luetteloerotin) format. CSV file format is a commonly used transfer file format that is often used when transferring data between different software. You can create a CSV file, for example, with a spreadsheet program by selecting CSV (Comma delimited / Luetteloerotin) as the file format. Please note that if the file name contains special characters, it may cause an error in data import.

The function is available for all companies without additional costs and the user must have editing authorization in the Accounting section’s function-specific rights for "Perustietojen hallintaan" and "Perustietojen tuontiin". You can find the Data import function in the Netvisor user interface in the Company menu view: 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.

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

Here are the example files for vendor detail data import:

• Excel version
• CSV version

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. Handling number series starting with zeros can cause missing leading zeros in Excel (for example: 00130 Helsinki -> 130 Helsinki) if the table is handled with default settings.

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 workstation, the format should be "Windows- comma separated (.csv)" or "Windows Comma Separated (.csv)" to get special characters correctly. 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 select "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 material has one edited vendor card but no new vendor cards. "Edits" tells that the vendor already exists in the vendor register. If the summary has a number in "Error lines", these lines are not imported. The erroneous rows must be corrected in the CSV file and the import started from the beginning so that the data can be imported into Netvisor.
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 function handles only editable rows, new records are skipped.
    2. "Continue to choose relation information" - This function imports all new vendors (Inserts) to register and also updates existing ones (Edits).
11. "Handle only above editable rows and selected fields" button updates existing vendor details to the vendor register. "Continue to choose relation information" button continues to choosing relation information. The linked items are: 
    1. Vendor group
    2. Default VAT base
    3. Country
    4. Default payment term
12. The fields on the CSV file will be updated to existing records automatically. If the automatic allocating 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

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