Import definitions

Import definitions

With the Spend Cloud it is possible to automatically add data such as creditors, general ledger accounts, cost units, cost centers and employees at the touch of a button.

If you want to use this, you need to add an import definition in the menu item "Import definitions".

Add import definition

If you want to add a new import definition, click the "Add" button at the top. You will then see the following screen in which you can enter the various data. Or you use the button "Copy" which is located under the 3 dots on the far right. This can have the advantage that some settings have already been entered.
  1. Name
First you can enter a name for the import definition. For example, if it concerns a creditors import, you can specify 'Creditors' as the name. It is often also useful to state in the name whether it is a CSV or Web service import, for example "Accounts Payable CSV".
  1. Input type
Do you want to import a CSV or Excel file? Then choose 'Normal' for the type of input. Do you use a Web service? Then choose the correct Web service for the type of input. Not sure which type to choose? Then contact our support department.
  1. Type of import
Under type of import you can indicate exactly what you want to import. This can, for example, concern creditors, ledger accounts, cost centers, employees, cost types, etc.
  1. Number of fields
Is it a CSV or Excel file? Then you also have to indicate how many fields are used in the file. For example, if you see in the file that 12 columns have been filled, you should enter "12" in the number of fields.
  1. Import first line
Often the first line of a file indicates what information you can find in the column, such as a number, name or address. You do not want to import this as a creditor and that is why you have to select "No" at the first import line. Does the first line in the file immediately contain a ledger account or creditor? In that case, choose 'Yes' on the first line to import.
  1. Connector / web service name
Is it a Webservice import? Then it may happen that the "Connector / web service name" field appears. You must then enter the Connector or Webservice name of the relevant import that you want to perform. Not sure what to enter? Then contact our support department.
  1. Deactivate before importing
If you choose "Yes" in this field, we will passive all data in the Spend Cloud that is not included in the import file or the Web service.
Example: In the Spend Cloud creditor "ProActive Software" is active. There is no 'ProActive Software' in the import file. In the Spend Cloud, "ProActive Software" is then put on passive.
If you choose "No" when deactivating the import, the data will always remain active after an import.
  1. Field with empty value
Are there values ​​in the file that you want to skip? Then you can use a column in the file that is meant to skip lines and not to import. In the field with empty value, indicate which column this is. Then indicate which value should be skipped if the value is empty.
  1. Empty value
In this field, indicate at which value the Spend Cloud should skip a line in the file and not import it.
Example: if you have chosen 'Column 8/H' for a field with an empty value and you have entered 'Do not import' for an empty value, the Spend Cloud will check the file at column 8/H whether the value 'Do not import' 'is filled in. If so, the line will be skipped and not imported.

Then click the "Save" button and you will see in the overview that the import definition has been added successfully.

You're not done yet. You now have to indicate in which fields in the Spend cloud the values ​​from the file/Webservice should end up. As a last step, you must therefore define the field format of the import definition.

Set field format

Click on the 'Field Layout' button.
 
You will then be presented with a screen in which you can enter the various data. For example, for an accounts payable import.

If the number is given in 'Column 1/A' in the CSV file, containing the creditors, then you select 'Column 1/A' in the number field. If the zip code is entered in "Column 7 / G", then select "Column 7 / G" in the zip code field, etc. Make sure that all mandatory fields have been entered.

Is it a Webservice import? Then you can often choose from different values ​​in the relevant fields.

Not sure which value to choose? Then contact our support department.

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