Master data import formats

The Kofax ReadSoft Invoices database contains the following tables for master data:

Supplier Contains supplier fields. The SupplierID field is used as an internal identifier, and the SupplierNumber field is the unique identification number of the financial system.

When importing master data, use this structure.

See also: Supplier identification.

SupplierBanks Contains fields with bank information for a specific supplier.

When importing master data, use this structure.

Buyer Contains fields about the buyers. The BuyerID field is used as the internal identifier, and the BuyerNumber field is the identification number of the financial system.

When importing master data, use this structure. You can import buyers that have the same buyer number. However, at least one of the other fields that identify the buyer (such as the name or postal code) must differ.

See also: Buyer identification.

You can import master data from these formats:

Notes

  • Files must be in ANSI or Unicode format.
  • All of the names of the master data structures are case sensitive (SupplierBank, SupplierNumber, CorporateGroupID, etc.). If you do not use the proper case, the import will fail.
  • The order of the fields/elements is not important.
  • Special characters, such as <, >, and &, must be represented as either character entity references, decimal character references, or hexadecimal character references. For example, the ampersand (&) must be represented as either &amp; or &#38; or  &#x26;

Apostrophes (') in names are not imported. Instead, use &#700; or &#x2bc;

Tab-separated text file

When using a tab-separated text to import data, you must use the structures in the master data tables (Supplier, SupplierBank, and Buyer).

You list the values in the text file in columns. The first line of the text file must specify the field names, and the remaining lines must contain the data to be imported. The number of tabs between the field names is optional, but at least one tab must separate each column.

Example of two suppliers in a tab-separated text file:

SupplierNumber CorporateGroupID Name1 CountryCoded Description
23411232 1 Some Name1 GBR 23353
24516345 2 Other Name1 DEU 45588

Notes

  • Files must be in ANSI or Unicode format.
  • All of the names of the master data structures are case sensitive (SupplierBank, SupplierNumber, CorporateGroupID, etc.). If you do not use the proper case, the import will fail.
  • The order of the columns/fields is not important.
  • Apostrophes (') in names are not imported.

Excel sheet

When using a Microsoft Excel sheet to import data, you must use the structures in the master data tables (Supplier, SupplierBank, and Buyer).

The first line of the Excel sheet must specify the field names, and the remaining lines must contain the data to be imported.

You must also name each worksheet so it corresponds with the information you import:

Data you want to import Worksheet name
Suppliers Suppliers
Supplier banks SupplierBanks
Buyers Buyers

Notes

  • Files must be in ANSI or Unicode format.
  • You must have Microsoft Excel installed in order to import master data in Excel format.
  • All of the names of the master-data structures are case sensitive (SupplierBank, SupplierNumber, CorporateGroupID, etc). If you do not use the proper case, the import will fail.
  • The order of the columns/fields is not important.
  • Apostrophes in names are not imported.