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Import/Export File Layout for Customer and Supplier Documents

Created on  | Last modified on 

Summary

In this article we provide the import & Export File Layout for Customer & Supplier Documents.

Resolution

You export and import customer and supplier document batches in the Process Customers and Process Suppliers functions.

Please note that the files should have the extension CSV.

There are two types of records:

  • Headers
  • Details

The header appears first, followed by the details for that record.

Header Record

Ref.

Field

Type

Format

Excel Ref.

1

Header

Character

The word "Header"

A

2

Document Number

Character

8 characters maximum, ignored when importing

B

3

Deleted

Character

Y=Deleted, <space>=not deleted, ignored when importing

C

4

Print Status

Character

Y=Printed, <space>=not printed

D

5

Customer Code

Character

6 characters maximum

E

6

Period Number

Numeric

1-13

F

7

Date

Character

DD/MM/YYYY

G

8

Order Number

Character

25 characters maximum

H

9

Inc/Exc

Character

Y=Inclusive, N=Exclusive

I

10

Discount

Numeric

 

J

11

Invoice Message 1-3

Character

3 separate fields of 30 characters maximum each

K-M

12

Delivery Address 1-5

Character

5 separate fields of 30 characters maximum each

N-R

13

Sales Analysis Code

Character

5 characters maximum

S

14

Settlement Terms

Numeric

0-32

T

15

Document Date

Character

DD/MM/YYYY, Expiry/Delivery/Due date

U

16

Telephone

Character

16 characters maximum

V

17

Fax Number

Character

16 characters maximum

W

18

Contact Person

Character

16 characters maximum

X

19

Exchange Rate

Numeric

1 in foreign currency, 7.6 maximum

Y

20

Freight Method

Character

10 characters maximum

Z

21

Ship/Deliver

Character

16 Characters maximum

AA

22

Additional Costs

Character

Y=Additional, N=Normal, supplier invoices only

AB
23Email StatusCharacterY=Emailed, <space>=not emailedAC
Detail Record

Ref.

Field

Type

Format

Excel Ref.

1

Detail

Character

The word "Detail"

A

2

Cost Price

Numeric

9.4 maximum

Note  When you import, you MUST set this field to zero. The system always uses the then current average cost price when you import lines.

B

3

Quantity

Numeric

9.4 maximum

C

4

Unit Selling Price

Numeric

9.4 maximum

D

5

Inclusive Price

Numeric

9.4 maximum

E

6

Unit

Character

4 characters maximum

F

7

Tax Type

Character

00-30

G

8

Discount Type

Character

0=None, 1=Settlement, 2=Invoice, 3=Both

H

9

Discount Percentage

Character

Omit decimals, for example 12.5% = 1250

I

10

Code

Character

15 characters maximum

J

11

Description

Character

40 characters maximum

K

12

Line Type

Character

4=Inventory, 6=GL, 7=Remarks

L

13

Projects Code

Character

5 characters maximum

M

14

Store

Character

3 characters maximum

N

 

Click Here for the step by step guide on how to import Customer/Supplier Documents.