Bookkeeping & Invoicing
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 Bookkeeping & Invoicing. To be able to import the supplier record to the program, the file must be created as a comma-separated CSV file. You can read more about saving data in CSV format below.
When you import a CSV file to Bookkeeping & Invoicing, 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 Bookkeeping & Invoicing. 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 into the program again. Please note that if a value is unique (for example a supplier number), the value will not change in the program even if it has changed in the CSV file. If you make changes to a unique value, the program will add a new supplier when you import the file, and leave the original supplier unchanged.
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 Bookkeeping & Invoicing again will still be shown in Bookkeeping & Invoicing.
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 Bookkeeping & Invoicing, 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.
Create a correctly formatted CSV file
To obtain a correctly formatted CSV file that you can use, proceed as follows:
- Create a new supplier in Bookkeeping & Invoicing. Read more in the topic Add supplier.
- 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.
- Delete the supplier in the program. Read more in the topic Delete supplier.
The file can now be used for importing records.
- Select Save as in the format comma-separated CSV file at the required spot.
- You can now start pasting in your supplier information that you want to import to Bookkeeping & Invoicing into the different fields of the CSV file.
Saving data in the CSV format
For importing to the program to work problem-free, all data must be saved in the correct way 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 Bookkeeping & Invoicing.
Field explanations
The field explanations below provide more information about which fields must be included for the program to be able to accept an import and how these must be coded. It is important that you read through these to ensure correct coding.
Field explanations for the exported file
Certain fields in the list are mandatory. These must be included to be able to import to Bookkeeping & Invoicing.
| Field name in file | Field name in Bookkeeping & Invoicing | Value in the file | Comment |
|---|---|---|---|
| IsActive | Is active or not | True for active False for inactive |
|
| SupplierNumber | Supplier no | Mandatory and unique | |
| Name | Supplier name | Mandatory | |
| Corp.ID no. | Corporate identity no | ||
| Address 1 | InvoiceAddress1 | ||
| Address 2 | |||
| PostalCode | Delivery postcode | ||
| Delivery city | Delivery city | ||
| CountryCode | Delivery country | Codes | Requires code |
| Telephone | Phone no | ||
| MobilePhone | Mobile no | ||
| EmailAddress | Email address | ||
| WwwAddress | Website | ||
| Note | Notes | ||
| ContactPersonName | Name | ||
| ContactPersonEmail | |||
| ContactPersonPhone | Phone no | ||
| ContactPersonMobile | Mobile no | ||
| TermsOfPaymentCode | Terms of payment | Codes | Requires code |
| CurrencyCode | Currency | Codes | Requires code |
| BankgiroNumber | Bankgiro | ||
| PlusgiroNumber | PlusGiro | ||
| Ocr | OCR | ||
| AutomaticPaymentService | Do not send purchase invoices to bank | ||
| BankName | Bank | ||
| BankCountryCode | Delivery country | Codes | |
| BankBic | BIC | ||
| BankIban | IBAN | ||
| BankBban | BBAN | ||
| BankCode | Bank code | ||
| ForeignPaymentCode | Payment code | Codes | Requires code |
| BankFeeCode | Fee code | Codes | Requires code |
| PayFromBankAccount | Pay from bank account |
Terms of payment codes
For the program 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 |
|---|---|
| Net 0 days | 0 |
| Net 10 days | 10 |
| Net 14 days | 20 |
| Net 15 days | 15 |
| Net 20 days | 30 |
| Net 30 days | 40 |
| Net 45 days | 50 |
| Net 60 days | 60 |
| Net 90 days | 70 |
| Net 120 days | 80 |
| Cash | 90 |
| Cash on delivery | 100 |
| Payson Invoice | 110 |
| Card payment | 200 |
| Online payment Netaxept | 210 |
| Online payment PayPal | 220 |
| Online payment Payson | 230 |
Country codes
For the program to be able to load country codes, they must be entered according to 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
Currency codes
For the program to be able to load currency codes, they must be entered according to 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
Bank charge codes
For the program 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 |
Foreign payment codes
For the program to be able to import the payment code for payments to foreign suppliers, the column must be coded as specified in the table.
| Foreign payment code | Code in CSV file |
|---|---|
| Shares, participations, shareholder contributions, etc. in Swedish company | 600 |
| Shares, participations, shareholder contributions, etc. in foreign company | 602 |
| Income earned outside of home country | 550 |
| Architectural, engineering and other technical services | 442 |
| Inheritance | 553 |
| Fees and commissions for banking, brokerage and asset management, etc. | 331 |
| Accounting, auditing and administration | 431 |
| Residence/plot in Sweden | 710 |
| Residence/plot in foreign country | 712 |
| Renew fuel, stores and provisions | 163 |
| Boat | 200 |
| Computer services (design, programming, processing, etc.) | 410 |
| Emigration/immigration | 551 |
| Compensation/royalty in connection with the granting of rights (patents, licences, franchises, etc.) | 423 |
| European Union (EU) | 520 |
| Vessel | 160 |
| Sea freight | 140 |
| Financial leasing (comparable with a hire-purchase agreement, where the ownership of goods passes over) | 701 |
| Air travel | 201 |
| Air freight | 141 |
| Aircraft | 161 |
| Research and development (R&D) | 441 |
| Shipping of goods for export | 131 |
| Shipping of imported goods | 130 |
| Shipping insurance for goods import/export | 300 |
| In Sweden | 413 |
| In foreign country | 412 |
| Information services (database services, news services, subscriptions, etc.) | 411 |
| Agriculture and forestry | 450 |
| Legal services | 430 |
| Rail freight | 142 |
| Bank card payments | 221 |
| Purchases and sales (including issues/redemptions) | 633 |
| Purchases and sales (including issues/redemptions) | 631 |
| Purchases and sales, holdings <10% | 622 |
| Purchases and sales, holdings <10% | 620 |
| Storage, forwarding and transit costs, port and terminal costs, etc. | 173 |
| Land-based vehicles | 162 |
| Life insurance and pensions | 302 |
| Loans from foreign country/amortisation of loans from foreign country | 681 |
| Loans to foreign country/amortisation of loans to foreign country | 683 |
| Loans to/from foreign owner | 601 |
| Loans to/from foreign subsidiaries/group companies | 603 |
| Long-term rental of durable good (comparable with a hire-purchase agreement, where the ownership of goods passes over) | 701 |
| Salaries and remuneration to own employees | 470 |
| Value-added tax | 552 |
| Environmental services (waste management, recycling, purification, etc.) | 452 |
| Minerals, oil and gas (prospecting, extraction, etc.) | 451 |
| Netting, payment of net amount after offsetting | 941 |
| This code can be used if there is no information about what the payment is for. Note that code 999 may only be used in exceptional cases. | 999 |
| Operational leasing (the leasing party has no obligation to take over the goods) | 401 |
| Option premiums and margin payments and payments associated with the settlement of financial derivatives when they go to the maturity/redemption. (The completion of the underlying transaction is reported under code corresponding to the underlying instrument, e.g. stock options, see shares; currency futures, see currency exchange.) | 670 |
| Patents, licences, franchises, etc. | 723 |
| Postal services, courier services | 402 |
| Production of films, sound recordings, radio and TV programs, etc. | 460 |
| Commissions for intermediation of goods | 473 |
| Advertising and market research | 440 |
| Interest on inter-company loans to/from a foreign country | 801 |
| Interest on inter-company loans to/from a foreign country | 803 |
| Interest on Swedish debt securities | 831 |
| Interest on foreign debt securities | 833 |
| Interest income on loans to foreign country. Influx only | 883 |
| Interest income, Swedish issuer | 831 |
| Interest income, foreign issuer | 833 |
| Interest income/expense on loans to/from foreign subsidiaries/group companies, direct foreign investment | 803 |
| Interest expense on loans to foreign country. Outflow only | 881 |
| Interest expense/income on inter-company loans to/from foreign owner/foreign sister companies, direct investment in Sweden | 801 |
| Swedish company's account in Sweden for foreign party's behalf | 751 |
| Telecommunications, transmission via telephone lines, computer networks and satellites, including radio and TV broadcasting | 403 |
| Services in connection with insurance (brokerage, consulting, valuation, etc.) | 321 |
| Train and bus | 202 |
| Developing countries | 510 |
| Dividends from direct investment company | 902 |
| Dividends on Swedish shares (not direct investment) | 910 |
| Dividends on Swedish shares of holdings <10% | 910 |
| Dividends on foreign shares (not direct investment) | 912 |
| Dividends on foreign shares of holdings <10% | 912 |
| Dividends to Swedish owners with ownership =>10% | 902 |
| Dividends to foreign owners | 900 |
| Dividends to foreign owners with ownership =>10% | 900 |
| Goods that have not passed the Swedish border; purchase of goods abroad with the intent to sell them. | 122 |
| Export/import of goods | 101 |
| Road freight | 143 |
| Exchange abroad of amount first taken out and then after exchange brought home. (Exchange abroad in connection with another payment is indicated with the code of the underlying transaction.) | 940 |
| Reinsurance | 310 |
| Assignment - purchase/sale - of rights (patents, licenses, franchises, etc.) | 723 |
| Other direct insurance (illness, accident, transport, fire and other property damage, credit losses, etc.) | 303 |
| Other freight insurance | 301 |
| Other culture, recreation, etc. | 461 |
| Other interest | 893 |
| Other international organisations | 540 |
| Other capital transactions | 793 |
| Other travel expenses (hotel and subsistence costs, course and conference expenses, additional cash inflow, etc.) | 223 |
| Other services | 462 |
| Other transfers (damages, maintenance, membership fees, gifts, retirement, etc.) | 560 |
| Other transportation | 150 |
Related topics
|
Import or export records (CSV file) |
|
|
Importing or exporting article records |
|
|
Importing or exporting customer records |
|
|
Importing or exporting chart of accounts |
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