Importing or exporting supplier records

You can update your supplier record in an efficient and easy way by using the export and import functionality in Visma eAccounting Pro. In order to import a file, it must be in CSV format. You can read more about saving data in CSV format below.

When you import a CSV file to Visma eAccounting Pro, for the import to be successful it is important that each column has the correct header, is in the correct order, uses correct coding, and has a value in the mandatory fields. The column header represents the fields you find when you create a new supplier in Visma eAccounting Pro. Please see the field explanations below for more information. Please see the field explanations below for more information. An easy way to create a file with correct headings and format is to export a supplier record to use as a template for an import. Read more about how to export and import a correctly formatted CSV file below.

Add or update supplier records

In order to update your supplier record, you export a CSV (Excel) file, update the supplier record and then import the record again. Please note that if a value is unique (for example a supplier number), the value will not change even if it has been changed in the CSV file. Instead, a new supplier will be added when you import the CSV file.

Delete suppliers

It is not possible to delete suppliers from a record by exporting and importing. Rows that are deleted from an exported file and that later is imported into Visma eAccounting Pro again will still be shown in Visma eAccounting Pro.

Default value

When adding new suppliers there are fields that are not mandatory but still have a value by default, for example the field Terms of payment. If you add rows to a CSV file but do not add values before you import the file into Visma eAccounting Pro, the program will add the default value for you.

Invite suppliers to send e-invoices

When importing new suppliers, you can invite them to send e-invoices. A checkbox for this will be pre-selected in the final step of the import. Make the most of how convenient e-invoices are.

To obtain a correctly formatted CSV file that you can use, proceed as follows:

  1. Create a new supplier in Visma eAccounting Pro. Read more in the topic Add supplier.
  2. Choose to export the supplier record. Read more in the topic Import or export records (CSV file).

A comma-separated CSV file with the exported supplier record is then created.

  1. Choose to delete the added supplier. Read more in the topic Delete supplier.

The file can now be used for importing records.

  1. Select Save as in the format comma-separated CSV file at the required spot.
  2. You can now start pasting in your supplier information that you want to import to Visma eAccounting Pro into the different fields of the CSV file.

For the import to work smoothly, all data must be saved correctly in a comma-separated CSV file. In the file, information is separated with semicolons. In Microsoft, the file is called CSV comma separated or CSV comma delimited, depending on which Office package you have installed. In Mac, the same format is called Windows comma delimited (.CSV).

The format in which your exported information is created can vary slightly depending on the program, but you can format them so the information can be imported into Visma eAccounting Pro.

The field explanations below provide more information on which fields need to be included for the import to work, as well as how to code them. It is important that you read through these to ensure correct coding.

Certain fields in the list are mandatory. These must be included to be able to import to Visma eAccounting Pro.

Field name in file Field name in Visma eAccounting Pro Value in the file Comment
IsActive Active or not True for active
False for inactive		  
SupplierNumber Supplier no   Mandatory and unique
Name Supplier name   Mandatory
CorporateIdentityNumber Corporate identity no    
Address 1 Address 1    
Address 2      
PostalCode Postcode    
City City    
CountryCode Country Codes Requires code
VatNumber VAT no

Example:
NL123456789B12

  
Telephone Phone no    
MobilePhone Mobile no    
EmailAddress Email address    
WwwAddress Website    
Note Notes    
ContactPersonName Name    
ContactPersonEmail Email address    
ContactPersonPhone Phone no    
ContactPersonMobile Mobile no    
TermsOfPaymentCode Terms of payment Codes Requires code
CurrencyCode Currency Codes Requires code
IBAN IBAN    
AutomaticPaymentService Do not send purchase invoices to bank    
BankName Bank    
BankCountryCode Country Codes  
BankBic BIC    
BankIban IBAN    
BankBban BBAN    
BankCode Bank code    
BankFeeCode Fee code Codes Requires code

To be able to import different payment terms, they must be coded as specified in the table below.

Payment terms in program Code in CSV file
Invoice date +0 days 0
Invoice date +7 days 170
Invoice date +10 days 140
Invoice date +14 days 70
Invoice date +15 days 130
Invoice date +20 days 80
Invoice date +21 days 60
Invoice date +30 days 110
Invoice date +45 days 180
Invoice date +60 days 160
End of month from invoice date +10 days 20
End of month from invoice date +14 days 120
End of month from invoice date +15 days 150
End of month from invoice date +20 days 10
End of month from invoice date +21 days 30
End of month from invoice date +30 days 100
End of month from invoice date +45 days 190
End of month from invoice date +60 days 40
Cash payment 90
Mollie 50

To load country codes, they must be entered according to the ISO standard. You can find the codes to be used at countrycode.org in the ISO Country Codes column. The codes must be specified with two letters.

Example: Brunei = BN

To load currency codes, they must be entered according to the international standard. The codes which must be used can be found at nationsonline.org. The codes must be specified with three letters.

Example: Euro = EUR

To be able to import who pays the bank fee, the column must be coded as specified in the table.

Bank fee code in program Code in CSV file
Sender pays all bank charges 1
Receiver pays all bank charges 2
Receiver pays foreign costs 3

Related topics

Import or export records (CSV file)
Importing or exporting article records
Importing or exporting customer records
Importing or exporting chart of accounts

Searchword: Bulk update