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 Smart. 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 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 supplier in Visma eAccounting Smart. 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 Visma eAccounting Smart again will still be shown in Visma eAccounting Smart.

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 Smart, the program will add the default value for you.

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

  1. Create a new supplier in Visma eAccounting Smart. 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. Delete the supplier in the program. 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 Smart 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 Smart.

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 Smart.

Field name in file Field name in Visma eAccounting Smart 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   Mandatory if self employed without fixed address is activated
Address 1 Address 1    
Address 2      
PostalCode Postcode    
City City    
CountryCode Country Codes Requires code
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
BankAccountNumber Bank account    
Ocr Customer Identification Number (KID)    
SelfEmployedWithoutFixedAddress Self employed without fixed address    
AutomaticPaymentService Do not send purchase invoices to bank    
BankName Bank    
BankCountryCode 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    

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 110
Card payment 100

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

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

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

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
Direct investment in other capital 45
Dividend 35
Inheritance, gift etc. 82
Interest 31
Life assurance/pension 71
Other finance investments 79
Other purchase/sale of service 29
Other return on capital 38
Purchase/sale of bonds and certificates, referring to portfolio investment 52
Purchase/sale of derivatives, referring to portfolio investment 53
Purchase/sale of goods 14
Purchase/sale of real estate and activated options abroad 41
Purchase/sale of shares and units, referring to direct investment 43
Purchase/sale of shares and units, referring to portfolio investment 51
Rent 26
Salary 81

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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