The Receipts Importer app allows you to import old receipts (orders, delivery nots, invoices, etc.) via CSV to xentral. The Receipt Importer app works with a process starter. In order to import data, you need to execute the process starter.
This module is especially relevant when receipts are to be imported.
In xentral you can import the following documents:
- Delivery notes
- Credit notes
- Price inquiries
- Goods orders
- Pro forma invoices
- Addresses (for this purposes however you can also use the Import/Export Center function)
When the app is launched, the home screen appears.
In the upper Import file area you can:
- Select the files to be uploaded
- Select the receipt type to be uploaded
- Determine which status should be assigned to the receipt
- Start uploading the documents via the dedicate button
- Empty the temporary storage in case the receipts should no longer be uploaded or in case they need to be edited
- If the process starter should not be active, a notification will appear in an info box
The import unfolds in two steps. First, all data is stored in a temporary table. These data can be checked again afterwards, whereby any differences (e.g. concerning the address) are displayed in red. To finally write the data into the system, press the Start import button.
Note: During the upload it seems as if nothing happens. Please be patient and do not refresh the browser or hit the upload button again. This may result in incorrect and delayed uploads. Keep the tab open. You can continue working in other tabs. After some time you can click on the Update tab. If the upload is finished, a gray box will appear with the message: Preparation completed as well as the button Start import. If the upload failed, empty the buffer and repeat the process.
The Formats tab contains a list of all importable fields with a short description. The exact field names must also be included in the first line of the file as column headings, making sure to add new a line for each position of the receipt. Below you can find a quick description of the required fields:
- receipt_receiptno: The receipt number for special operations, see NEW
- receipt_customernumber: Customer number linked to the receipt
- article_number: Article number of the position
- article_denomination: Denomination of the position
- article_quantity: Position quantity
- article_price: Position price
We recommend to import the currency ideally as well. It should be noted that no changes are made to master data during the import, i.e. neither to the master data of the articles nor to those of the addresses. Consequently, any deviations from the master data are displayed in red, so that these can be optionally corrected or confirmed, whereby these operations will be applied exclusively to the imported receipts. Once the file has been uploaded, it will appear in the overview. There you can check whether everything is properly detected and assigned as intended before clicking the button Import receipts now.
- Positions with a product quantity of 0 are ignored - they do not end up in the cache and no error message is displayed. You can work around this behavior by specifying at least 1 as the product quantity for all positions.
- Positions without a product number will be loaded into the cache (without an error message), but will not be imported afterwards, they will remain in the cache. This behavior can be avoided by assigning a fictitious product number.
- To address the delivery country with the variable receipt_suppliercountry, the country abbreviation must be used in the import file (e.g. DE, AT, etc.).
- Date format for receipts is DD.MM.YYYY. The format from Amazon with time does not work.
Note: The variable for linking the imported voucher to an invoice must actually be used as "Voucher_Invoice_number" with spelling error. The spelling "Voucher_Invoice_number" does not work.
Note: The variable artikel_preisfuermenge must be filled with 1 contrary to the description in the Format tab, this does not happen automatically.
The Receipt Importer additionally supports two keywords for dynamic receipt numbers.
The keyword NEW creates each time a new sequential receipt number based on the type of import.
IMPORTANT: Once a line with NEW is inserted, in the rest of the file it should not be followed by any other line with static receipt number. In the worst case, this could lead to articles being booked on the wrong receipt. If the status is set to “created”, any document number that is not PARENT is considered NEW. However, the (DRAFT_X_) receipt numbers assigned here are only temporary, and serve the purpose of sorting the various articles. During the actual import, the receipt numbers will be discarded.
The keyword PARENT takes the receipt number from the previous line. It is thus possible to group articles in the relevant receipts even if they still lack a receipt number. If the first line of the CSV file has the receipt number PARENT, it will be considered NEW and a new receipt number will be created.
123;999;Article 1; 101; 1; 1
124;999;Article 2; 102; 1; 1
PARENT;999;Article 3; 103; 1; 1
125;999;Article 4; 104; 1; 1
NEW;999;Article 5; 105; 1; 1
NEW;999;Article 6; 106; 1; 1
PARENT;999;Article 7; 107; 1; 1
PARENT;999;Article 8; 108; 1; 1
NEW;999;Article 9; 109; 1; 1
PARENT;999;Article 10; 110; 1; 1
The following structure is created: