Importing master data from Microsoft Excel

The ReadSoft Online Data Import app for Microsoft Excel lets you easily import master data from Microsoft Excel to ReadSoft Online.

Office Store

Tip The add-in supports Excel 2013 (desktop), Excel 2016 (desktop), Office 365 and Excel Online. Earlier versions are not supported. Note that Excel Online cannot open workbooks larger than 5 MB.

To import master data from Microsoft Excel to ReadSoft Online:

  1. Install and activate the app from the Microsoft Office Store.
  2. Open an Excel document that contains the master data that you want to upload to ReadSoft Online.

    Make a separate Excel sheet for each master-data type. For example, you can have one sheet for suppliers and one sheet for currencies. Each sheet must be named according to the master data type: Suppliers, Currencies, GLAccounts, etc.

    PurchaseOrders and PurchaseOrderLines also need one sheet each. OrderNumber is used to connect line items (PurchaseOrderLines) to corresponding purchase orders (PurchaseOrders), so lines matching an order number are imported as a part of the purchase order.

    Make sure that the column names in Excel conform to the names specified in the tables below. The column names are not case sensitive, and spaces are ignored.

    MS Excel See examples in this Excel file.

  3. Open the ReadSoft Online Data Import app and specify:
    • The Login URL that you use to log in to ReadSoft Online.
    • The Administrator user name and password of a customer administrator. Single sign-on credentials are not supported.
    • If two-factor authentication is enabled, you must specify a Two-factor token. The token is automatically saved in the current workbook for 30 days. If you create a new workbook, you must provide a new token.
  4. Click Synchronize to start the master-data upload. The app searches the current Excel document for spreadsheets that contain master data and uploads the data to ReadSoft Online.

Note that when you save the Excel document, the login address and user name are saved with the Excel document. The password is not saved.

Suppliers

Note Each time you import supplier data, all existing suppliers are removed, then the new data is imported. This ensures that your supplier master data only includes current suppliers.
Column name Alternative names Sample data
Name * SupplierName Polychemtex Inc.
Number * SupplierNumber 00001
Street StreetAddress, Address 1 Main Street
Description Desc Supplier of quality goods
Buyer Organization, LegalEntity My Buyer

You can specify buyer names or external IDs.

TaxCode VATCode 123456789
TaxRegistrationNumber VatRegistrationNumber, TaxRegNo GB999999973
OrganizationNumber OrganisationNumber, OrgNo 5561947986
PostalCode ZipCode, Zip DH9OTB
City Town Townsville
Location - North
State - Texas
Country CountryName US
PhoneNumber TelephoneNumber, PhoneNo, Phone (312) 555-1234
FaxNumber FaxNo, Fax (312) 555-2234
PaymentTerm PaymentTerms 30 Days
PaymentMethod - Direct Deposit
CurrencyCode Currency, Cur GBP
Blocked

(Active)

Disabled

(Enabled)

1/true/X

(0/false)

* Required

Currencies

Column name Alternative names Sample data
Code * CurrencyCode, Number SEK
Name CurrencyName, Description Swedish Krona
Rate ExchangeRate 1.0
Active Enabled 1/true/X

(0/false)

Buyer Organization, LegalEntity My Buyer

You can specify buyer names or external IDs.

* Required.

GLAccounts (requires Workflow services)

Column name Alternative names Sample data
Code * AccountCode, AccountNumber, Number 1000
Name AccountName Telephone costs
Group AccountGroup Main accounts
Description Desc Supplier of quality goods
Active Enabled 1/true/X

(0/false)

Buyer Organization, LegalEntity My Buyer

You can specify buyer names or external IDs.

* Required.

Other master data (must be named according to the master data type)

In addition to GL accounts, you can also upload financial dimensions that are setup as coding fields in the Workflow service, such as Project, CostCenter, Employee, etc.

Tip Only master data that is connected to a field is uploaded to ReadSoft Online.
Column name Alternative names Sample data
Value * Code, Number, Type + Number (for example: DepartmentNumber) 200010
Name Type + Name (for example: DepartmentName) Marketing
Description Desc The marketing department
Active Enabled 1/true/X

(0/false)

Buyer Organization, LegalEntity My Buyer

You can specify buyer names or external IDs.

* Required.

PurchaseOrders

Column name Alternative names Sample data
OrderNumber * OrderNo, Number CE123456789
SupplierNumber * SupplierNo, VendorNumber, VendorNo 00001
CurrencyCode Currency, Cur USD
DateCreated Orderdate, Created, Date 11/4/2015
ContactName Contact Ben Martin
Description OrderDescription Anything can go here.
StatusText Status, OrderStatus Open order
SupplierName VendorName Polychemtex
Buyer Organization, LegalEntity My Buyer

You can specify buyer names or external IDs.

* Required.

PurchaseOrderLines

Column name Alternative names Sample data
OrderNumber * OrderNo, Number CE123456789
OrderLineNumber * LineNumber, RowID 1
ArticleNumber ArticleNo 234233
SupplierArticleNumber SupplierArticleNo, SupplierArticle 123456
ArticleDescription Description, Desc, ArticleName Stereo headphones
CategoryNumber CategoryNo 123
CategoryDescription CategoryDesc, CategoryName Electronics
Quantity Qty, OrderedQuantity 7
Unit UOM, UnitOfMeasure kg
UnitPrice PricePerUnit, Price 2.00
RowTotal RowTotalAmount, RowTotalAmountVATExcluded, LineTotal 25.00
StatusText Status, Linestatus Received
InvoicedQuantity InvoicedQty, Invoiced 10
DeliveredQuantity DeliveredQty, Delivered 10
IsDeliveryRequired DeliveryRequired, ReceiptRequired 1/true/X

(0/false)

PriceUnit PriceFactor, UnitPriceFactor 1

(Default: 1)

Buyer Organization, LegalEntity My Buyer

You can specify buyer names or external IDs.

* Required.