Visma eAccounting Smart
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 Smart. 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 Smart, 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 account in Visma eAccounting Smart. Please see the field explanations below for more information. 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 export and import 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 and that later is imported into Visma eAccounting Smart again will still be shown in Visma eAccounting Smart. If you want to delete an article you do this in Visma eAccounting Smart.
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 Smart, the program will add the default value for you.
Create a correctly formatted CSV file
To obtain a correctly formatted CSV file that you can use, proceed as follows:
- Create a new article in Visma eAccounting Smart. Read more about this in the topic Create article.
- 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.
- Delete the article in the program. Read more about this in the topic Remove article.
The file can now be used for importing records.
- When you create the file, you give it a name and decide where it should be saved on your computer.
- You can now start pasting in the article information that you want to import to Visma eAccounting Smart 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 Visma eAccounting Smart.
CSV imports and exports when using the stock extension
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.
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 Visma eAccounting Smart.
| Field name in file | Field name in Visma eAccounting Smart | Value in file |
Comment |
|---|---|---|---|
| IsActive | Article is active or not | True for active False for inactive |
|
| SendToWebshop | Active or not | True for active False for inactive |
|
| Number | Article no | Mandatory and unique value | |
| Name | Article name | Mandatory | |
| Name English | Article name 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 |
|
Codes for units
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 |
Codes for sales categories
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 |
|---|---|
| Shipping fee mva free | 10 |
| Shipping fee high mva | 20 |
| Services mva free | 30 |
| Services low mva | 40 |
| Services high mva | 50 |
| Goods mva free | 60 |
| Goods low mva | 70 |
| Goods standard mva | 80 |
| Goods high mva | 90 |
Related topics
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Import or export records (CSV file) |
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Importing or exporting customer records |
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Searchword: Bulk update