Importing or exporting article records

You can update your article record in an efficient and easy way by using the export and import functionality in Visma eAccounting Standaard. To be able to import the article 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 Visma eAccounting Standaard, 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 in Visma eAccounting Standaard when you create a new article. Please see the field explanations below for more information about the different fields in the file. An easy way to create a file with correct headings and format is to export an article record to use as a template for an import. Read more about how to make an export to create a correctly formatted CSV file below.

Add or change existing articles

In order to update your article record, you export a CSV (Excel) file, update the article record and then import the record into the program again. Please note that if a value is unique (for example an article 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 article when you import the file, and leave the original article unchanged.

Delete articles

It is not possible to delete articles from a record by exporting and importing. Rows that are deleted from an exported file that later is imported into Visma eAccounting Standaard again will still be shown in Visma eAccounting Standaard. If you want to delete an article you do this in Visma eAccounting Standaard.

Default value

There are fields that are not mandatory but still have a value by default, for example Unit. If you add rows to a CSV file but do not add values before you import the file into Visma eAccounting Standaard, the program will add the default value for you.

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

  1. Create a new article in Visma eAccounting Standaard. Read more about this in the topic Create article.
  2. Choose to export the article record. Read more about this in the topic Import or export records (CSV file).

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

  1. Delete the article in the program. Read more about this in the topic Delete article.

The file can now be used for importing records.

  1. Select Save as in the format comma-separated CSV file and decide where it should be saved on your computer.
  2. You can now start pasting in the article information that you want to import to Visma eAccounting Standaard into the different fields of the CSV file.

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 Visma eAccounting Standaard.

Making a CSV export of your article register is an efficient way to update the Purchase price and Freight costs for the articles. When you import the file again the purchase price and freight cost will be updated on the individual articles.

Please note that you cannot make changes to the Stock balance by importing a CSV file. To update the stock balance for an article go to Stock and articles - Stock adjustments and make an inbound or outbound delivery.

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.

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

Field name in file Field name in Visma eAccounting Standaard Value in file

Comment
IsActive Article is active or not True for active
False for inactive		  
SendToWebshop Active or not - only shown if activated True for active
False for inactive		  
Number Article no   Mandatory and unique value
Name Article name   Mandatory
NameEnglish Article name in English    
Notes Notes    
Barcode Barcode   Is included in the file only when the stock extension is activated
StockReference Stock reference   Is included in the file only when the stock extension is activated
ArticleAccountCoding Sales category   Requires code
Unit Unit   Requires code
NetPrice Sales price excl. VAT    
PurchasePrice Purchase price, excl. VAT    
FreightCosts Freight cost excl. VAT   Is included in the file only when the stock extension is activated
StockArticle Stock article True for active
False for inactive		 Is included in the file only when the stock extension is activated
StockBalance Stock balance   When the stock extension is activated, the Stock balance cannot be updated via a file import. You should then use the Stock adjustment functionality.

The following codes must be used for the program to be able to import different units.

 

Unit Code in CSV file
Box CA
Bundle BE
Centigram CGM
Centilitre CLT
Centimetre CMT
Day DAY
Decigram DG
Decilitre DLT
Decimetre DMT
Matchbox PK
Bottle BO
Gram GRM
Hectare HA
Hectogram HGM
Shelf pack SP
Kilo KGM
Kilometre KTM
Bale BL
Tin box TN
Cubic metre MTQ
Square metre MTK
Litre LTR
Running meter LM
Metre MTR
Milligram MGM
Millilitre MLT
Millimetre MMT
Overtime OT
Pack PKT
Packs PA
Pallet PF
Pair PR
Shipment SE
Tube TU
Roll RO
Sack SA
Page ZP
Piece PCE
Timer HUR
Inch INH
Tonne TNE
Tonne DR

The following codes must be used for the program to be able to import different sales category templates.

Sales category template

Code in CSV file
Goods 0% VAT 10
Goods 9% VAT 20
Goods 21% VAT 30
Service 0% VAT 40
Service 9% VAT 50
Service 21% VAT 60

Related topics

Import or export records (CSV file)
Importing or exporting customer records

Importing or exporting supplier records

Searchword: Bulk update