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Master data: Customers

You can use customer master data to populate the Customer box with field suggestions (autocomplete). When you verify a purchase order, you must specify a customer for each purchase order. To simplify this process and ensure that accurate customer information is specified, you can use customer master data to populate the Customer box. Customer master data can also increase customer identification rates.

You can use AP Essentials Connect to import master data in XML format. When you upload customer master data to AP Essentials, the data is immediately available for field suggestions (autocomplete) in AP Essentials Office, however, it can take up to an hour before the data is available for automatic customer identification.

To use this feature:

  • The customer number for each customer must be unique.

  • Boolean XML elements cannot be empty. You must specify true or false. If the element is optional, you can omit the element from the XML, but you cannot have an empty boolean element.

Customer XML Schema

The customer schema is listed below for your convenience. For the most up-to-date and complete schema, refer to the API documentation.

Creating master data in XML format requires knowledge of XML. Master data must adhere to an XML schema, which describes the structure the XML document you upload. Only the fields specified in the schema are allowed. You can omit some elements, but the order must remain the same. See the schema and example XML below for reference. 

<xs:complexType name="MasterDataCustomer">
    <xs:sequence>
      <xs:element minOccurs="0" name="Name" nillable="true" type="xs:string" />
						<xs:element minOccurs="0" name="CustomerNumber" nillable="true" type="xs:string" />
      <xs:element minOccurs="0" name="Description" nillable="true" type="xs:string" />
      <xs:element minOccurs="0" name="TaxRegistrationNumber" nillable="true" type="xs:string" />
      <xs:element minOccurs="0" name="OrganizationNumber" nillable="true" type="xs:string" />
						<xs:element minOccurs="0" name="CountryName" nillable="true" type="xs:string" />
      <xs:element minOccurs="0" name="PostalCode" nillable="true" type="xs:string" />
      <xs:element minOccurs="0" name="State" nillable="true" type="xs:string" />
      <xs:element minOccurs="0" name="City" nillable="true" type="xs:string" />
      <xs:element minOccurs="0" name="Street" nillable="true" type="xs:string" />
      <xs:element minOccurs="0" name="TelephoneNumber" nillable="true" type="xs:string" />
      <xs:element minOccurs="0" name="FaxNumber" nillable="true" type="xs:string" />
      <xs:element minOccurs="0" name="Blocked" type="xs:boolean" />
      <xs:element minOccurs="0" name="BypassVerification" nillable="true" type="BoolValue" />
      <xs:element minOccurs="0" name="ExcludeFromIdentification" nillable="true" type="BoolValue" />
      <xs:element minOccurs="0" name="LockOnlineLearning" nillable="true" type="BoolValue" /> 					
    </xs:sequence>
  </xs:complexType>

Example

You can use the XML below as an example to create your own customer data. 

<MasterDataCustomers xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance">
  <MasterDataCustomer>
    <Name>Zrona Group</Name>
    <CustomerNumber>000001</CustomerNumber>
    <TaxRegistrationNumber>K9Y6VTJK8G</TaxRegistrationNumber>
    <OrganizationNumber>K28TF62YM3</OrganizationNumber>
    <CountryName>Anguilla</CountryName>
    <PostalCode>85357</PostalCode>
    <State>Nevada</State>
    <City>West Yolandaburgh</City>
    <Street>434 Jamal Expressway</Street>
    <TelephoneNumber>670.300.2195</TelephoneNumber>
    <FaxNumber>1-560-474-2335</FaxNumber>
    <Blocked>false</Blocked>
    <BypassVerification><Value>false</Value></BypassVerification>
    <ExcludeFromIdentification><Value>false</Value></ExcludeFromIdentification>
    <LockOnlineLearning><Value>false</Value></ExcludeFromIdentification>   
  </MasterDataCustomer>
  <MasterDataCustomer>
    <Name>Blocked Customer</Name>
    <CustomerNumber>000002</CustomerNumber>
    <TaxRegistrationNumber>5RIAE2KBQP</TaxRegistrationNumber>
    <OrganizationNumber>94U7P6GP7S</OrganizationNumber>
    <CountryName>El Salvador</CountryName>
    <PostalCode>16192</PostalCode>
    <State>Ohio</State>
    <City>Augustaburgh</City>
    <Street>7829 Auer Run</Street>
    <TelephoneNumber>(716)194-1937</TelephoneNumber>
    <FaxNumber>(999)920-3661 x670</FaxNumber>
    <Blocked>true</Blocked>
    <BypassVerification><Value>false</Value></BypassVerification>
    <ExcludeFromIdentification><Value>false</Value></ExcludeFromIdentification>
    <LockOnlineLearning><Value>false</Value></ExcludeFromIdentification>
  </MasterDataCustomer>
  <MasterDataCustomer>
    <Name>Reilly, Schinner and Hilll</Name>
    <CustomerNumber>000003</CustomerNumber>
    <TaxRegistrationNumber>8V34193UEE</TaxRegistrationNumber>
    <OrganizationNumber>FU51T30X13</OrganizationNumber>
    <CountryName>Korea</CountryName>
    <PostalCode>45461-7100</PostalCode>
    <State>Tennessee</State>
    <City>Ursulaburgh</City>
    <Street>982 Streich Pines</Street>
    <TelephoneNumber>711-666-3267</TelephoneNumber>
    <FaxNumber>(167)607-5696</FaxNumber>
    <Blocked>false</Blocked>
    <BypassVerification><Value>false</Value></BypassVerification>
    <ExcludeFromIdentification><Value>false</Value></ExcludeFromIdentification>
    <LockOnlineLearning><Value>false</Value></ExcludeFromIdentification>
  </MasterDataCustomer>
  <MasterDataCustomer>
    <Name>Pfannerstill Fay</Name>
    <CustomerNumber>000004</CustomerNumber>
    <TaxRegistrationNumber>JH3SGQIBDJ</TaxRegistrationNumber>
    <OrganizationNumber>ZM135JXOJF</OrganizationNumber>
    <CountryName>Malta</CountryName>
    <PostalCode>14520</PostalCode>
    <State>Nevada</State>
    <City>New Viviannebury</City>
    <Street>06054 Laverna Estates</Street>
    <TelephoneNumber>(083)047-4334</TelephoneNumber>
    <FaxNumber>1-545-286-6165 x1045</FaxNumber>
    <Blocked>false</Blocked>
    <BypassVerification><Value>false</Value></BypassVerification>
    <ExcludeFromIdentification><Value>false</Value></ExcludeFromIdentification>
    <LockOnlineLearning><Value>false</Value></ExcludeFromIdentification>
  </MasterDataCustomer>
  <MasterDataCustomer>
    <Name>Kris Group</Name>
    <CustomerNumber>000005</CustomerNumber>
    <TaxRegistrationNumber>8Z7MKP82NW</TaxRegistrationNumber>
    <OrganizationNumber>FTXDJ01KXL</OrganizationNumber>
    <CountryName>San Marino</CountryName>
    <PostalCode>26797</PostalCode>
    <State>Washington</State>
    <City>Lake Maryjane</City>
    <Street>7135 Johnston Isle</Street>
    <TelephoneNumber>368-850-5515 x1983</TelephoneNumber>
    <FaxNumber>1-269-953-9020 x109</FaxNumber>
    <Blocked>false</Blocked>
    <BypassVerification><Value>false</Value></BypassVerification>
    <ExcludeFromIdentification><Value>false</Value></ExcludeFromIdentification>
    <LockOnlineLearning><Value>false</Value></ExcludeFromIdentification>
  </MasterDataCustomer>
</MasterDataCustomers>

To ensure master data is synchronized on a regular basis, export master data from your ERP system and use automatic uploading, or update the master data using the API.