Import data function can be used to import data from other systems or data that is manually created in, for example, an Excel worksheet.
Import data function is found in Management > Import data.
In general, import files must be in CSV format. However, invoice data import file can be also in .DDE or .ZIP format. More detailed instructions about import files are found in separate pages for each import file type. The pages are listed below.
The following types of import files can be imported with the Import data function:
- Business partner import data import file
- can be used to bring new business partners to Procountor’s business partner register or to update existing business partner information.
- Product data import file
- can be used to supplement Procountor’s product register or change the information of existing products in the register.
- Budget data import file
- used to import budgets (Basic budget,Dimension budget) to Procountor.
- Accounting data import file
- used to import accounting material to Procountor in the form of journal receipts.
- Invoice data import file
- can be used to import invoices and journal receipts into Procountor.
It is also possible to import the following files to Procountor:
- Dimension data import file (in Management > Accounting info > Dimensions)
- Salary info import file (in Payroll > Employee register)
- Salary data import file (in Payroll > New salary list)
Using Import data function
- Choose correct data type from the drop-down menu in Import data, phase 1 (2) view.
- Click Select file button in the top bar of the view. Choose a file to be imported in the Import file window that opens and click Continue button.
- After a file has been chosen, its name is shown in Import data, phase 1 (2) view under the Import type drop-down menu. Click Continue button in the top bar of the view.
- Depending on file type, do the necessary measures in Import data, phase 2 (2) view that opens. By clicking the following headings, you are taken straight to the right section:
- Import business partner data
- Import product materials
- Import budget
- Import accounting information
- Import invoices
Import business partner data
Imported data will be visible as a summary after the import is done. This view shows the total amount of rows (business partners) and amount of correct and invalid rows.
If the imported file includes invalid rows, these will be highlighted in red. Invalid columns in an invalid row are highlighted in dark red.
Business partners existing in the register are displayed in yellow. The processing of new and existing business partners is determined by the choice of Data import type. The default choice is “Save new rows and update old rows”. If it is wanted to only update the data of existing business partners included in the import data, “Update old rows” is chosen as the Data import type. If it is not wanted to update the data of existing business partners included in the import data, “Save new rows” is selected as the Data import type.
Please note! If you are about to import data about a customer that already exists in the customer register, and you are meaning to update the invoice channel from e-invoice to some other invoice channel, please note, that importing updates the invoice channel, but it also removes the e-invoice addresses from the customer's basic info.
Activating Delete? column cancels the processing of the row in question. Clicking the Delete all button will select the Delete? column with all rows. The entire data import can be cancelled by clicking the Cancel button.
When importing business partners, processing possible default account and dimension data included in the import material can be activated or deactivated. If data for the same business partners is imported constantly, and their default accounts and dimensions do not change, clearing this selection will speed up the processing of the import material.
If the processing of default accounts and dimensions has been selected, but the material does not include any default accounts, Procountor default options will be used. Likewise, if there are no default dimensions in the material, the business partner’s default dimensions will be cleared.
Clicking the Save button will import the data and save it in the system.
If there is a large amount of data, selecting the Background process option might be useful: this way the program will save the data in the background and the user can continue using Procountor normally. The program does not notify users of the completion of background processes. It can be checked from the Business partner register whether all business partners in the material have been imported.
The same business partner material can include customers, suppliers and persons. Nevertheless, it is simpler to only include one type of business partners in a single file.
More information about importing business partner data and instructions for the import file: Business partner data import file
Import product materials
Imported data will be visible as a summary after the import is done. This view shows the total amount of rows (products) and amount of correct and invalid rows.
If the imported file includes invalid rows, these will be highlighted in red. Invalid columns in an invalid row are highlighted in dark red.
Products existing in the register are displayed in yellow. The processing of new and existing products is determined by the choice of Data import type. The default choice is “Save new rows and update old rows”. If it is wanted to only update the data of existing products included in the import data, “Update old rows” is chosen as the Data import type. If it is not wanted to update the data of existing products included in the import data, “Save new rows” is selected as the Data import type.
Activating Delete? column cancels the processing of the row in question. Clicking the Delete all button will select the Delete? column with all rows. The entire data import can be cancelled by clicking the Cancel button.
Clicking the Save button will import the data and save it in the system.
If there is a large amount of data, selecting the Background process option might be useful: this way the program will save the data in the background and the user can continue using Procountor normally. The program does not notify users of the completion of background processes.
The same product data file can include both sales and purchase products. Nevertheless, it is simpler to only include one type of products in a single file.
More information about importing product data and instructions for the import file: Product data import file
Import budget
When Import budget is chosen as import type in Import data view and the import file is chosen, a new window opens after Continue button is clicked. This window is used to set a multiplier for the values of the imported budget data.
The upper section of the following view displays a summary of the imported material: the total amount of rows (budget rows) and amount of correct and invalid rows.
If the imported file includes invalid rows, these will be highlighted in red. Invalid columns in an invalid row are highlighted in dark red. For example, if the imported bookkeeping account is not found in the chart of accounts, this will result in a red Account no. column.
Activating Delete? column cancels the processing of the row in question. Clicking the Delete all button will select the Delete? column with all rows. The entire data import can be cancelled by clicking the Cancel button.
Clicking the Save button will import the data and save it in the system.
If there is a large amount of data, selecting the Background process option might be useful: this way the program will save the data in the background and the user can continue using Procountor normally. The program does not notify users of the completion of background processes.
More information about importing budget data and instructions for the import file: Budget data import file
Import accounting information
Imported data will be visible as a summary after the import is done. This view shows the total amount of rows (accounting rows) and amount of correct and invalid rows.
If the imported file includes invalid rows, these will be highlighted in red. Invalid columns in an invalid row are highlighted in dark red. For example, if the imported bookkeeping account is not found in the chart of accounts, this will result in a red Account no. column. If the material includes invalid rows, it is recommended to cancel the data import with Cancel button and fix the material. After this, the material can be imported again.
When accounting information is imported, Procountor creates a new journal receipt for the material. Imported journal receipts must be given a name and a date.
The Status selection can be used to specify whether the journal will be assigned a status of Unfinished or Approved. Default selection is Approved. If the data in the journal appears to be correct and the journal will be included in the official accounts, its status can be set directly to Approved, eliminating the need to verify the journal at a later date.
Activating Delete? column cancels the processing of the row in question. Clicking the Delete all button will select the Delete? column with all rows. The entire data import can be cancelled by clicking the Cancel button. If a row is going to be deleted by activating Delete? column on the row, the row of the reversing entry in question should also be marked in Delete? column. This way the journal receipt will be balanced.
Clicking the Save button will import the data and save it in the system.
If there is a large amount of data, selecting the Background process option might be useful: this way the program will save the data in the background and the user can continue using Procountor normally. The program does not notify users of the completion of background processes.
More information about importing accounting information and instructions for the import file: Accounting data import file
Import invoices
Imported data will be visible as a summary after the import is done. This view shows the total amount of rows (invoices) and amount of correct and invalid rows. Total sum of invoices in EUR (including VAT) is also visible.
A name (max. 80 characters) for an invoice group formed from the imported invoices is entered to the Group name for imported invoices field. The default name is the import date. However, the name can be freely changed. The name is a useful information in Receipt search: receipts can be searched with Invoice group search criterion.
If the imported file includes invalid rows, these will be highlighted in red. Invalid columns in an invalid row are highlighted in dark red. If there are no columns in dark red, the invalidity is probably in the dimension information that concerns either the row or the whole invoice.
If the invoice is allocated to a business partner and the data in the field was retrieved from the register, the field will be highlighted in yellow.
The Show row info button displays the invoice rows of the selected invoice. If there is an error on the invoice row, this will be highlighted in red, and any invalid columns will be highlighted in dark red. If there are no dark red columns, the dimensioning of the row is invalid. In such cases, the invoice and its rows will be imported but not dimensioned.
The Show attachment button displays the selected invoice’s file attachment. Each invoice in DDE or ZIP format may include a single file attachment.
Activating Delete? column cancels the processing of the row in question. Clicking the Delete all button will select the Delete? column with all rows. The entire data import can be cancelled by clicking the Cancel button.
Imported invoices are set to status Unfinished by default. Such invoices can be edited through Receipt search.
Individual sales invoices can be selected for sending by activating the Send? column. If all sales invoices are going to be sent, they can be selected conveniently by clicking the Send all button. If the invoice channel is No sending, the Send? function will approve the sales invoice and set its status to Not sent. In other cases, the Send? function will approve the invoice, send it and set its status to Sent. If the date of an invoice is further than three days ahead, the invoice will be left on hold to the sending list, waiting for automatic sending in the future. The invoice will be sent three days before its date. Otherwise the invoice will be sent after a delay of five to 15 minutes.
If Send? column of a purchase invoice is activated, this will send an e-mail notification to the purchase invoice’s verifier who is determined in Usage settings if the purchase invoice approval circulation is in use.
If handling of collection and delay costs is automated, uninvoiced collection and penal expenses can be added to invoices in the invoice material by activating Collection and penal expenses selection.
Clicking the Save button will import the data and save it in the system.
If there is a large amount of data, selecting the Background process option might be useful: this way the program will save the data in the background and the user can continue using Procountor normally. The program does not notify users of the completion of background processes. The completion of the data import can be checked by searching the invoices in Receipt search.
The same invoice material can include sales, purchase and travel invoices, as well as bills of charges and journal receipts. Nevertheless, it is simpler to only include one type of material in a single file.
It is not possible to update the information of invoices that have been imported and created with the import data function by importing the file again. If the same file is imported more than once, every import will form new invoices.
More information about importing invoice data and instructions for the import file: Invoice data import file
Pricing and implementation of the service
Importing data is included in the basic Procountor service. However, using the function requires that the other software that is sending the import material already has or will receive a possibility to create import material that matches specifically to Procountor’s specifications. No separate opening or monthly fee is charged for the Import data function. A receipt-based fee is charged for invoices imported through the function, in accordance with the Procountor normal service price list. If invoices (that are created with the Import data function) are later sent through Procountor, they as well are charged with sending fees just like any other normal invoices.
The function can be implemented as self-service when the customer or its software supplier creates and tests the export files described in Procountor’s specifications. We recommend opening a separate test environment for testing, particularly in cases where the exported software has not been linked to Procountor before.
Any additional work from Accountor Finago concerning duties during and after the function’s implementation will be charged according to the price list. Such additional work can include the review of software-integration processes, the review of data fields between programs, and the testing of data and interfaces. Fees related to these services will be charged on a monthly basis, in connection with other Procountor invoicing.
Help with implementation and other additional work can be ordered from Procountor’s customer service (contact form).