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Receipts Importer

  • Updated

With the Receipts Importer, you can import documents from external sources or other systems into Xentral directly via a CSV file. This is ideal for transferring data from another ERP or accounting system, from service providers, or from external billing systems — for example, for sales orders, delivery notes, invoices, or credit notes. The import is executed via a process starter, so that the documents can be automatically processed in the ERP after uploading.

Tip

If you want to import master data (e.g., items, addresses), use the CSV Importer (Connect).

For shop orders, use the standardized Connect shop interfaces with no-code import to take over orders directly and automatically.

Receipts Importer Features

The Receipts Importer supports the import of the following document types: Quotes, Sales orders, Delivery notes, Invoices, Credit notes, price inquiries, Purchase orders, Production orders, proforma invoices, addresses (the Import Center is better suited for this).

Note

You can upload multiple documents in one CSV file — each row corresponds to one document position.

  • Import a wide range of document types: Sales orders, quotes, purchase orders, invoices, credit notes, proforma invoices, and more.

  • Direct customer assignment: Specify customer numbers or supplier numbers directly in the import.

  • Automatically apply alternative delivery addresses: incl. name, department, street, city, postal code, and country.

  • Import complete document and payment details: Document numbers, requested or actual delivery date, payment method, payment terms, and cash discount.

  • Set shipping and delivery terms: Specify shipping method, delivery terms, and document status individually.

  • Create document links: e.g., link invoices to sales orders or delivery notes.

  • Import detailed item positions: Item number, description, quantity, price, discount, currency, tax rate, country of origin, customs tariff number, and more.

  • Flexible document structure: Group positions into one document using PARENT and NEW logic.

  • Add individual texts: Include free texts and header texts directly in the document.

  • Create complete address data: incl. contact person, departments, phone number, email, VAT ID, and salutation.

Usage and Workflow

The following steps show you the exact process from CSV selection to data transfer into the system.

Steps in the Receipts Importer:

  1. Select file – Select your prepared CSV file.

  2. Define document type – Specify whether you are importing, e.g., sales orders, invoices, or credit notes.

  3. Assign status – Define what status the documents should have after import (e.g., created, released).

  4. Start upload – Start the import process. Optional: Clear buffer – If you want to cancel the import or make changes.

Note

In the Formats tab, you will find a list of all possible field names. The first row of your CSV must contain exactly these column headers, and the rule is: one position = one row.

Important Fields in the Receipts Importer

The following table lists all supported field names of the Receipts Importer with their respective meanings. It serves as a reference to correctly structure your CSV file and ensure that all data is assigned to the correct fields in the system.

Note

The first row of the CSV file to be uploaded must contain the column headers according to the field definitions in Xentral. The file must be a CSV with semicolon-separated values (;).

  • Customer number missing: Xentral automatically creates a new address and a new customer record.

  • Item number missing: Xentral automatically creates a new item.

  • Tax rate in percent: Corresponds to the Individual tax rate field in Xentral.

Tip

The import does not change any existing master data. Deviations from saved address or item data are only applied to the imported document.

Field name

Description

art

Document type (e.g., sales order, quote, purchase order, invoice, address, etc.)

beleg_belegnr

Manually assigned document number

beleg_datum

Manually assigned document date

beleg_lieferdatum

Manually assigned requested delivery date

beleg_tatsaechlicheslieferdatum

Manual warehouse delivery date in the sales order

beleg_versandart

Manually assigned shipping method

beleg_status

Manually assigned document status. Overwrites the status selected during file upload.

beleg_hauptbelegnr

Main document number, if partial order

beleg_kundennummer / adresse_kundennummer

Customer number

beleg_lieferantennummer

Supplier number

beleg_name / adresse_name

Customer name

beleg_abteilung / adresse_abteilung

Customer department

beleg_unterabteilung / adresse_unterabteilung

Customer sub-department

beleg_adresszusatz / adresse_adresszusatz

Customer address supplement

beleg_ansprechpartner / adresse_ansprechpartner

Contact person at the customer

beleg_telefon / adresse_telefon

Customer phone number

beleg_email / adresse_email

Customer email address

beleg_land / adresse_land

Customer country (ISO-3166, e.g., DE, AT, FR)

beleg_strasse / adresse_strasse

Customer street including house number

beleg_plz / adresse_plz

Customer postal code

beleg_ort / adresse_ort

Customer city

beleg_projekt / adresse_projekt

Abbreviation from Xentral

beleg_ihrebestellnummer

Purchase order number / commission from Xentral

beleg_aktion

Promotion code from Xentral

beleg_internebemerkung

Internal note from Xentral

beleg_internebezeichnung

Internal description from Xentral

beleg_zahlungsweise

Payment method (please use the "Type" column)

beleg_zahlungszieltage

Document payment term (days)

beleg_zahlungszieltageskonto

Document payment term cash discount (days)

beleg_zahlungszielskonto

Document cash discount

beleg_freitext

Free text from Xentral

beleg_bodyzusatz

Header text from Xentral

beleg_lieferbedingung

Delivery terms from Xentral

beleg_art

Create documents in auto-shipping (standard order, delivery, invoice)

beleg_auftragsnummer

Linking invoices and delivery notes to the sales order

beleg_rechnungsnumer

Linking sales orders, delivery notes, and credit notes to the invoice

beleg_bearbeiter

Document editor

beleg_sprache

Document language

beleg_liefername

Alternative delivery address – Name

beleg_lieferabteilung

Alternative delivery address – Department

beleg_lieferunterabteilung

Alternative delivery address – Sub-department

beleg_lieferland

Alternative delivery address – Country

beleg_lieferstrasse

Alternative delivery address – Street

beleg_lieferort

Alternative delivery address – City

beleg_lieferplz

Alternative delivery address – Postal code

beleg_lieferadresszusatz

Alternative delivery address – Address supplement

beleg_lieferansprechpartner

Alternative delivery address – Contact person

beleg_abschlagauftrag

Sales order number associated with the deposit invoice

beleg_abschlagauftragbezeichnung

Description of the deposit invoice

beleg_waehrung

Currency (e.g., EUR, USD)

beleg_bundesstaat

State / province (ISO-coded, e.g., BY for Bavaria)

beleg_internet

Shop order number or external reference number

artikel_nummer

Item number for position

artikel_bezeichnung

Description for position

artikel_beschreibung

Long description for position

artikel_menge

Quantity for position

artikel_preis

Unit price (net) for position

artikel_preisfuermenge

Price applies to the following quantity (empty = 1)

artikel_waehrung

Currency for position

artikel_lieferdatum

Delivery date for position

artikel_sort

Sort order in position table

artikel_umsatzsteuer

VAT (empty = standard, otherwise "ermaessigt")

artikel_steuersatz

Tax rate

artikel_einheit

Unit for position

artikel_rabatt

Discount for position (in %)

artikel_zolltarifnummer

Customs tariff number for position

artikel_herkunftsland

Country of origin for position

artikel_artikelnummerkunde

Customer’s item number

artikel_freifeld1 – artikel_freifeld10

Custom fields 1 to 10

adresse_typ

Customer salutation type (firma, herr, frau)

adresse_ustid

Customer VAT ID

adresse_anschreiben

Salutation at customer

adresse_freifeld1 – adresse_freifeld20

Custom fields 1 to 20

Keywords for Dynamic Document Numbers (Receipts Importer)

The Receipts Importer recognizes two special control keywords:

  • NEW – Creates a new document number based on the document type. Example: Each row with NEW creates a new document.

    Caution

    Do not mix with fixed document numbers in the same file!

  • PARENT – Uses the document number from the previous row to group multiple positions into one document.

    Note

    If the first row is PARENT — i.e., no document number is provided — NEW is used automatically.

Example Structure (Receipts Importer)

Example:

beleg_belegnr;beleg_kundennummer;artikel_bezeichnung;artikel_nummer;artikel_preis;artikel_menge
203567;10456;Artikel A;A_100001;19.90;1
PARENT;10456;Artikel B;A_100002;29.90;2
NEW;10456;Artikel C;A_100003;15.50;1

  • 203567 = first document number (e.g., invoice or sales order).

  • PARENT = Item B is assigned to the previous document (same document number as Item A).

  • NEW = creates a new document for Item C.

  • 10456 = customer number.

  • A_100001 / A_100002 = item numbers from your example.

The resulting document structure based on the CSV example:

Document 203567
  - Item A (A_100001, 19.90 EUR, Qty 1)
  - Item B (A_100002, 29.90 EUR, Qty 2)

Document 30001  (newly created by NEW)
  - Item C (A_100003, 15.50 EUR, Qty 1)

How it works:

  • The first item determines the starting document (203567).

  • PARENT appends the next item to the same document.

  • NEW starts a completely new document with an automatically assigned number (here, e.g., 30001).

Note

Note on NEW: After the first row with NEW, no static document numbers may follow — otherwise positions end up on the wrong documents.

Status 'created': If the target status is 'created', every document number ≠ PARENT is treated as NEW; the temporary ENTWURF_X_ numbers serve only for assignment and are discarded during the final import.

PARENT in the first row: Is treated like NEW (a new document number is generated).

CSV structure: One position = one row; the first row contains exactly the field names (from the Formats tab).

Preview & release: After uploading, check the assignments and only then click "Import documents now".

Master data remains unchanged: Deviations from item/address master data are displayed in red and only apply to the imported document.

Process starter: The import is executed via a process starter — this must be running, otherwise the uploaded documents will not be processed.

Best Practices for Importing (Receipts Importer)

  • Check the CSV in Excel or LibreOffice beforehand to avoid formatting errors.

  • Always use the official field names from the Formats tab.

  • For large numbers of documents, initially run the import with a small test file.

  • Regularly monitor the process starter during import to ensure it is running.

Caution

Technical note on large data volumes:

For very high document and position volumes, processing via the Xentral API, the Shop Importer, or the Transfer module (3PL) is recommended. The Receipts Importer is not optimized for high-volume data imports.

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