The data import function enables importing accounting data from other systems into Netvisor in CSV (Comma delimited / Luetteloerotin) format. There is a separate guide for importing accounting data from Fivaldi to Netvisor: Importing accounting data from Fivaldi to Netvisor
CONTENTS
- Permissions and settings
- Preparation of material to be imported
- Fields used in accounting data import
- Starting the import of accounting data
- Linking account information
- Common error situations and their handling
- Frequently asked questions
Permissions and settings
The data import function is available for all companies without additional costs. You can find the data import function in Netvisor from the Company menu located in the interface: Company menu > Data import and export > Data import. The user importing the data must have Sales, products, purchases and accounting section specific rights "Basic information management" and "Basic information import".
Before importing data, it must be checked that the fiscal year to which the data is being imported is established in Netvisor (Accounting > Financial statements > Fiscal year management > New fiscal year)
Preparation of material to be imported
It is advisable to make at least these preparations for the material to be imported into Netvisor before the import. This way, error situations can be avoided.
- Removing empty columns and rows
- Removing so-called unnecessary data
- Removing balance rows
- Copying voucher and date information to each row to be imported
- Removing extra spaces
- Also check that all mandatory information for the import is present. See the section "Fields used in accounting data import"
- The file is saved in csv format (Comma delimited / Luetteloerotin)
- The file name does not contain special characters
If opening balances or data from previous fiscal years are being imported, it is also good to consider these
- The material must be imported by accounting period, i.e. one material can only contain events from one accounting period. Multiple fiscal years can be imported, each fiscal year is imported as its own csv file.
- You can import accounting data from previous fiscal years as opening balances or vouchers, e.g. as journal or ledger material. If you import voucher material as a journal or ledger, it is recommended to also import opening balances for the preceding fiscal year. For example, if historical data is imported into Netvisor with journal material starting from fiscal year 2023, opening balances are needed as of 31.12.2022
- The fiscal year's profit/loss should not be imported with the material. Netvisor automatically records the fiscal year's profit/loss when the fiscal year is closed.
- Netvisor has default accounting accounts that the program uses for automatic entries, and it is not recommended to record e.g. opening balances or other own entries on these. See replacement accounts in the table below
| Data cannot be imported to the following accounts | Alternative accounts |
| 1701 | 1702 |
| 1763 | 1761 |
| 2371 | Fiscal year's result account: do not import |
| 2375 | Fiscal year's result account: do not import |
| 2939 | 2946, 2948 |
| 2871 | 2872, 2873 |
Fields used in accounting 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 | Description |
| Voucher type | The given voucher type is shown in the row's Row specification field in parenthesis. The voucher type for imported vouchers is always "Pump Tuodut tapahtumat" |
| Voucher number | Voucher number |
| Date | Compulsory. Note that import doesn't check VAT and fiscal year locks set in Netvisor. |
| Definition 1-5 | There can be a maximum of 255 characters in Definition fields altogether Note! If definitions include special characters, e.g. / , the limit is smaller. In this case, shorten the definition well below the maximum limit. |
| Account number | Compulsory. Only the account number, no name. Max 55 characters. |
| Debit | Compulsory. Given without thousand delimiter or with space as thousand delimiter, not point. Decimal delimiter is comma. |
| Credit | Compulsory. The credit numbers must have a minus sign (-) and empty information must be given as zero (0). Given without thousand delimiter or with space as thousand delimiter, not point. Decimal delimiter is comma. |
| Sum ( + = Debit / - = Credit) | Compulsory, given without thousand delimiter or with space as thousand delimiter, not point. Decimal delimiter is comma. When debit and credit are given in the same column, credit entries are separated by a prefix -. |
| Sum ( - = Debit / + = Credit) | Compulsory, given without thousand delimiter or with space as thousand delimiter, not point. Decimal delimiter is comma. When debit and credit are given in the same column, debit entries are separated by a prefix -. |
| VAT ID | VAT ID. You can check Netvisor's VAT IDs here. E.g. KOMY. Given if VAT percent is given. |
| VAT percent | VAT percent. E.g. 24, 25.5. Decimal separator is comma |
| Cost object header | Cost object header as in Netvisor. Cost objects are linked later in the import. |
Debit and credit can also be given in the same column, in which case they are separated with + or - signs. If debit and credit are in their own columns, the credit numbers must have a minus sign (-) and empty information must be given as zero (0). A column without a sum cannot be empty, but must have zero as a filler.
Accounting data is always imported using net handling, which means the system doesn't calculate VAT rows automatically, so VAT rows must already be included in the import material. Imported vouchers must be completely ready in the import file, as no automatic VAT handling is done for them in Netvisor.
If the voucher line doesn't have a VAT percentage or VAT ID, the system sets default values: 0% and "No VAT handling".
Here is an example file for download: Example material.csv
Starting the import of accounting data
If you are importing opening data from the previous fiscal year, open the previous fiscal year in Netvisor if necessary.
- Open the Company menu and select "Data import"
- Select the most suitable file format for the data type (see picture below, point 1) and press "Browse" (2)
- Find the file containing the accounting material you saved and press "Submit data" (3).
- In the next step, the fields of the imported data are linked to the corresponding fields in Netvisor's voucher. By opening the dropdown menu (see picture below, point 1), a dropdown menu opens for each column, and you select what information the column contains. In the picture below (2), the selection has been made. In the guide picture, this column is marked as containing Account numbers.
- After linking, press the button at the bottom of the page "Update".
In the next phase, the fields of the imported data are linked to the corresponding fields in Netvisor's voucher. If there are still errors in the selections, a new link information can be selected for the column from the dropdown menu. When the changes have been made, save the link information by selecting "Update".
The summary shows the number of rows to be imported and the number of incorrect rows at this stage. When the information is correct, the transfer can be continued by pressing the button "Ready".
Linking account information
In this view, account information is linked. Account suggestions can be searched using the first three digits of the account number and/or based on the account name. The button "Suggest selections" makes suggestions based on the selections, and "Clear suggestions" clears the suggested account selections (see picture below, point 1).
Suggestions can also be retrieved from saved profiles. You can select a saved profile from the dropdown menu, and after clicking "Find suggestions from profile", the suggestions saved in the profile are offered (2). You can delete the saved profile from the dropdown menu by clicking "Delete selected profile" (3).
When the desired links have been made between the imported and existing account numbers in Netvisor, a new profile can be saved with the desired name (4). This way, the profile can be used in similar imports in the future, and the link information can be obtained automatically without making link information selections again
Account information can also be linked manually. In this case, select the option "link". The desired account information can be selected from the dropdown menu. The account can also be removed from the import by selecting the link "delete" (5) next to the desired original account number. If 5-digit accounts are used, they are listed at the bottom of the dropdown menu during the account linking phase, not in numerical order.
Selecting an account from the link list does not make a side search on the server, so save the links, for example, every hour so that your session does not expire on the server. The session is valid for two hours from the last side search.
When the link information has been made, select "Save choices" (6). Successful link information is shown in green. Finalize the import by pressing the button "Import data".
After the import, the program directs the user to the accounting reports, where the created vouchers can be checked. If errors are found in the imported accounting data, the entire import batch can be deleted by selecting Company menu > Data import.
The page lists the most recently imported accounting batches. You can check the imported accounting data in each batch by clicking the link "Transactions in voucher browsing" next to the desired import batch. In the voucher browsing view, you can delete or void individual vouchers or void the entire batch.
Here are example files for importing accounting data:
Common error situations and their handling
Frequently asked questions
Keywords: Accounting data, Netvisor, CSV file, Fiscal year, Voucher data, Import, Posting, Permissions
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