It is easy to import accounting data from other systems or Excel tables into Netvisor. Data import -function enables importing accounting 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.
The fields used in Accounting material Data import
If all compulsory information fields are not given, the import cannot be done. The information has to be given in rows.
|Voucher type||The given voucher type is show in row's Row specification field in parenthesis. The voucher type for imported vouchers is always"Pump Tuodut tapahtumat".|
|Voucher number||Voucher number|
|Definition 1-5||There can be maximum of 255 charachters in Definition fields altogether.|
|Account number||Compulsory. Only the account number, no name.|
|Debit||Compulsory. Debet and credit can be given in the same column. When given in the same column, debet and credit are separated with + and - signs.|
|Credit||Compulsory. If debet and credit are in own columns, the credit numbers must have minus sign (-) and empty information must be given as zero (0).|
|Sum ( + = Debit / - = Credit)||Compulsory*, given without thousand delimiter. If thousand delimiter is used, it should be a space, not point. Decimal delimiter is comma.|
|Sum ( - = Debit / + = Credit)||Compulsory*, given without thousand delimiter. If thousand delimiter is used, it should be a space, not point. Decimal delimiter is comma.|
|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, integer, no other characters. E.g. 24.|
|Cost object header||Cost object header given as in Netvisor. Cost objects are linked later.|
*Debet and credit can also be imported in the same column. When imported in the same column they are separated with + and - sign. If debet and credit are in their own columns, credit numbers must have minus sign (-) and empty information must be given as zero (+).
Accounting data is always imported using net handling and when using net handling, the systems doesn't calculate VAT rows automatically. This means that VAT rows must be included in the import file. Imported vouchers must be completely ready when importing because Netvisor doesn't do VAT handling for them after import.
If the voucher line doesn't have VAT percentage or VAT ID, the systems sets default values: 0% and "No VAT handling".
Column with no sum can't be empty but it must have the value zero, please check the example material enclosed: Example file.csv
If you are importing accounting material from previous accounting period, please open the previous period in Netvisor if needed.
- Open Company menu and find "Data import".
- Select the correct data type (see picture below, point 1) and press "Selaa..." (2).
- Find the file you are importing and press "Submit data" (3).
- The next step is to link imported fields to corresponding fields in Netvisor. By opening the dropdown menu (see picture below, point 1) you can choose what information is imported in each column. In the picture below (2) the choice has been made and the column includes Account numbers.
- After linking all columns press "Update" in the bottom of the page.
In the next phase the imported data is linked to Netvisor voucher's information fields. If there are errors in the selections, you can link the column to a different field in Netvisor. When the changes have been made, save the information by pressing "Update".
From the summary you can find the amount of rows to be imported and the amount of incorrect rows. When all information is correct, the import can be continued by pressing "Ready".
Linking of account information
In this view the account number are linked. The account suggestions can be searched using the first three digits of the account number and/or based on account names. The button "Suggest selections" makes the suggestions based on the selections and "Clear suggestions" removes the suggested accounts (see picture below, point 1).
The suggestions can also be retreived based on a saved profile. Profile can be selected from the dropdown menu and after pressing "Find suggestions from profile" the account suggestions from profile are offered (2). The saved profile can be deleted by pressing "Delete selected profile" (3).
After the linking between imported accounts and Netvisor's accounts has been made, the new profile can be saved (4). If the profile is saved, it can be used later on in accounting data import and account information can be linked automatically without linkin accounts manually.
Account information can also be linked manually. Account is entered by pressing "link" and wanted account is selected from dropdown menu. Account number can also be removed by pressing "delete" after the original account number. If 5 digit account numbers are used, they are listed last in the dropdown menu.
When linking of account information has been done, press "Save choices" (6). Succesfull account linkings are shown in green.
Selecting an account from dropdown menu doesn't make a request to the server so save the account linking information every half hour so that the session doesn't expire.
Finalize the import by pressing "Import data".
After the import, the system directs the user to Voucher browsing where the imported vouchers can be checked. If there are errors in the imported material the whole entry can be removed by selecting Company menu > Data import. The page has a list of most recent imported bookkeeping items. The user can check or remove imported accounting material from each import by selecting "Transactions in voucher browsing". In voucher browsing the user can remove single voucher or the whole imported material.
Enclosed are the example files for importing accounting material:
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