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) 100,000 100 MB
Currencies Currencies 500 100 MB
Supplier banks Supplier banks 300,000 100 MB
Suppliers Suppliers

150,000

100 MB
Generic master-data objects Generic master-data objects 500,000 100 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.

100 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.

When you upload generic master data, the Master data type setting in Kofax AP Essentials Connect must be the same as the Type name of the field that uses the master data.

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
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
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