Import definitions
With Spend Cloud, it's possible to automatically add data such as creditors, general ledger accounts, cost units, cost centers, and employees at the click of a button.
If you want to use this feature, you need to add an import definition in the "Import Definition" menu section.
Adding an Import Definition
To add a new import definition, click the 'Add' button at the top. Then, you'll see the following screen where you can enter various details. Alternatively, you can use the "Copy" button located under the three dots on the far right. This can be beneficial as some settings, as shown in the image below, might already be pre-filled.
- Name
First, you can specify a name for the import definition. For instance, if it's a creditor import, you can name it 'Creditors'. It's often useful to include whether it's a CSV or Webservice import in the name, such as 'Creditors CSV'.
- Input Type
Do you want to import a CSV or Excel file? If so, choose 'Normal' for the input type. If you're using a Webservice, select the appropriate Webservice type. If you're unsure which type to choose, contact our support department.
- Import Type
In the import type section, indicate what you want to import. This could include creditors, general ledger accounts, cost centers, employees, cost types, etc.
- Number of Fields
If you're working with a CSV or Excel file, you need to specify the number of fields in the file. For example, if there are 12 filled columns in the file, you should enter '12' as the number of fields.
- Import First Row
The first row in a file often indicates the type of information in each column, such as a number, name, or address. You wouldn't want to import this as a creditor. Therefore, choose 'No' for importing the first row. If the first row directly contains a general ledger account or creditor, select 'Yes'.
- Connector/Webservice Name
If you're performing a Webservice import, you might encounter the 'Connector/Webservice Name' field. In this case, you need to enter the name of the connector or Webservice for the specific import you're executing. If you're unsure what to enter, contact our support department.
- Deactivate before Import
Selecting 'Yes' for this field will deactivate all data in Spend Cloud that isn't included in the import file or Webservice.
Example: Let's say the creditor 'ProActive Software' is active in Spend Cloud, but it's not present in the import file. Choosing 'Yes' for deactivating before import will deactivate 'ProActive Software' in Spend Cloud. If you choose 'No', the data will always remain active after an import.
- Field with Empty Value
If there are values in the file that you want to skip, you can use a column in the file specifically for skipping and not importing certain rows. Indicate which column to use as the field with empty value. Then, specify what value should be skipped.
- Empty Value
Specify the value that Spend Cloud should look for in the designated column to skip and not import a row.
Example: For instance, if you've chosen 'Column 8/H' for the field with an empty value and you've entered 'Do not import' as the empty value, Spend Cloud will check column 8/H in the file to see if the value 'Do not import' is filled. If this condition is met, the row will be skipped and not imported.
Afterwards, click the 'Save' button, and you'll see in the overview that the import definition has been successfully added.
You're not done yet. You still need to specify where the values from the file/Webservice should go in Spend Cloud. As a final step, you need to define the field layout of the import definition.
Setting the field mapping
Click on the 'Mapping' button:
Next, you will see a screen where you can enter the various details. For a relations import, it might look something like this:
If the number is provided in 'Column 1/A' in the CSV file containing the creditors, then you would choose 'Column 1/A' for the number field. If the postcode is provided in 'Column 7/G', then you would choose 'Column 7/G' for the postcode field, and so on. Make sure to provide all required fields.
For a Webservice import, you often have the option to choose from various values for the respective fields:
If you're not sure which value to choose, feel free to get in touch with our support department.
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