Uploading master data
If the Master data service is enabled, you can use AP Essentials Connect to upload master data to Kofax AP Essentials in XML format. Alternatively, you can import master data from Microsoft Excel. There are predefined master-data types for the most popular forms of master data, such as suppliers and currencies. There is also a generic master data type that you can use to import master data structures that are not covered by the predefined types.
Typically, master data is routinely generated by a target system and saved to a folder location that is accessible by Kofax AP Essentials Connect. To keep master data synchronized, Kofax AP Essentials Connect routinely checks the folder for new XML files to upload. When a new XML file is detected, Kofax AP Essentials Connect uploads it to Kofax AP Essentials.
See the Kofax AP Essentials Connect guide for procedural information about uploading master data.
You can also upload master data using the API.
Master-data types
The master-data files that you upload using Kofax AP Essentials Connect must be in XML format and they must conform to a schema.
| Example XML | Schema | Maximum count allowed | Maximum file size |
|---|---|---|---|
| Accounts (general ledger) | Accounts (general ledger) | 100,000 | 200 MB |
| Currencies | Currencies | 500 | 200 MB |
| Supplier banks | Supplier banks | 300,000 | 200 MB |
| Suppliers | Suppliers | 150,000 |
200 MB |
| Generic master-data objects | Generic master-data objects | 500,000
You can have up to 40 different generic master-data types, each with up to 500,000 objects. |
200 MB |
| Purchase orders * | Purchase orders | 200,000 Up to 200,000 purchase orders are allowed for each buyer or customer account. After the initial upload, you cannot add, update, or delete more than 5,000 purchase orders per upload. Each purchase order can have a maximum of 5,000 order lines. |
200 MB |
| Customers | Customers | 1,000,000 When uploading customer master data on the seller level, the total count from all sellers of the parent account cannot exceed 1,000,000. After the initial upload, you cannot add or update more than 2,000 customers per upload. |
200 MB |
* Although purchase orders are not technically master data, the information is listed here for convenience.
Schemas for cost centers and field values have been deprecated. Please use generic master-data objects instead.
Max length of master data field values
The values of the master-data fields below cannot exceed the maximum length specified in this table:
| Field | Maximum length |
|---|---|
| Generic master-data objects | |
| Type name | 50 |
| Value | 150 |
| Name | 150 |
| Description | 200 |
| Currencies | |
| Code | 40 |
| Name | 100 |
| Accounts (general ledger) | |
| Code | 100 |
| Name | 220 |
| Group | 100 |
| Description | 500 |
| Suppliers | |
| Supplier number | 200 |
| Name | 400 |
| Description | 2000 |
| Organization number | 100 |
| Tax registration number | 200 |
| Tax code | 200 |
| Payment term | 300 |
| Payment method | 200 |
| Currency code | 50 |
| Location | 300 |
| Street | 500 |
| Postal code | 100 |
| City | 200 |
| State | 100 |
| Country name | 100 |
| Telephone number | 250 |
| Fax number | 250 |
| Supplier banks | |
| Bank name | 200 |
| Bank number type | 20 |
| Bank number | 50 |
| Account number type | 20 |
| Account number | 250 |
| Purchase orders | |
| Order number | 50 |
| Supplier number | 200 |
| Supplier name | 400 |
| Currency code | 40 |
| Contact name | 200 |
| Description | 1500 |
| Status text | 100 |
| RequisitionedBy | 254 |
| CreatedBy | 254 |
| Purchase orders lines | |
| Order line number | 40 |
| Article number | 1500 |
| Article description | 5000 |
| Supplier article number | 300 |
| Category number | 80 |
| Category description | 1500 |
| Unit | 50 |
| Status text | 100 |
| DeliveryNoteNumber | 50 |
| DeliveryDate1 | 8 |
| DeliveryDate2 | 8 |
| UniqueArticleNumber | 20 |
| Purchase order search query | |
| Sort field | 500 |
| Customers | |
| Customer number | 100 |
| Name | 100 |
| TaxRegistrationNumber | 30 |
| OrganizationNumber | 30 |
| Street | 100 |
| PostalCode | 20 |
| Country | 100 |
| City | 100 |
| State | 50 |
| TelephoneNumber | 30 |
| FaxNumber | 30 |