How to import / export data?

Modified on Tue, 23 Jan 2024 at 02:44 PM

Fact allows you to import/export the following data:

Categories
Products
Customers
Invoices

This page explains how to import categories, items and customers. For information on invoices, please consult the dedicated article.

Data import

The imported file

You can import data from .xlsx, .csv and .ods files.
The maximum number of lines is 2000.
The imported file must contain a header line with the name of each column.
In the journey, you will determine the correspondence of the columns in your file with the data model. As a result :
- The order of the columns in the file is not important;
- The file may contain superfluous columns, which will not be taken into account.
Some values must have a specific format, as specified in the "Import model and specific features" section below.
When importing accented characters, we recommend that you use the .xlsx format.
Templates: in the import path, you will find import file templates in the eligible formats.

The reference has to be unique for each category, each product and each customer.

Import process

This is the procedure for performing an import:

Click on “Settings”,
Select the “Import” menu,
Select the type of data to be imported, namely “Categories”, “Products” or “Customers”
To import invoices, please see the article: "Invoices import".
In the import window, drag and drop the file to be imported (for .csv files, specify the type of delimiter to be used). You can also find our import templates in this window.
Click on “Import”

In the column assignment screen, select fields corresponding to the file headers in order to match the data:
Confirm the import by clicking on "Import".

Once the import is complete, a summary screen gives you an overview of the imported data (total number of rows, rows with errors, new or existing rows). If there are any errors in your import file, a table lists the rows with errors, specifying the number of errors in each row and the concerned columns.

Import categories before items so that you can indicate the category reference on each item.

If you import an item, category or customer a second time, it will be updated.

Import template and specificities

In the import window, you will see the available templates in the different eligible formats (.xlsx, .csv, .ods) :

There are example lines in each file. Please delete them before importing the data.

Specificity for decimals

In cells corresponding to amounts (amounts, VAT rates, quantities and discounts), the comma is systematically transformed into a point to be considered as a decimal separator.

Specificity for .xlsx files

When importing Excel files, for values corresponding to a series of numbers (e.g. telephone number, SIRET, postcode, etc.), we recommend that you enter an apostrophe before the value to force the text format. Otherwise, the data could be misinterpreted during import.

Specificity for products imports

Regarding the "unit" field, please respect the following correspondences:

Libellé	Unité à saisir
Centimètre	centimeter
Mètre cube	cubic_meter
Gramme	gram
Forfaitaire	inclusive
Kilogramme	kilogram
Tonne	ton
Kilomètre	kilometer
Litre	liter
Mètre	meter
Milliltre	milliliter
Mètre linéaire	linear_meter
Mètre carré	square_meter
Unitaire	unitary
Pourcentage	percent
Heure	hour
Jour	day
Semaine	week
Mois	month
Année	year

Specificity of customer import

Auxiliary accounts

It is possible to automatically generate the accounting auxiliary accounts via the import.

To do this, simply fill in the "Accounting" and "Account name" fields in the import file, then tick the "Automatic generation of customer accounts" option. The accounts will then be created in the accounting software.

Be careful to respect the roots of accounts previously defined in the accounts.For more information, contact the accounting firm

Payment method and payment time

For the fields “Payment method” and “Payment time”, please respect the following “ID à saisir”:

Mode de paiement

Prélèvements

Virement

Chèques

LCR non accepté

CSF à acceptation

Carte bancaire

Affacturage

Paypal

Espèces

Paiement interbancaire

Billet à ordre

Carte cadeau

Chèques vacances

Ticket restaurant

Délai de paiement

Le 20 du mois

Fin du mois, le 5

Fin du mois, le 20

Fin du mois, le 10

Le 15 du mois

Le 5 du mois

Fin du mois

5 jours

8 jours

10 jours fin de mois

10 jours

15 jours

20 jours

20 jours fin de mois

30 jours fin de mois, le 15

30 jours fin de mois, le 10

30 jours fin de mois

45 jours

45 jours fin de mois

60 jours fin de mois, le 15

60 jours fin de mois, le 10

60 jours fin de mois

60 jours

90 jours

90 jours fin de mois

A l'achèvement

A réception de la facture

A l'enlèvement

Immédiat

Plan de paiement

A convenir

Delivery addresses

It is also possible to import one or more delivery addresses for the same customer.

The columns "Address name (delivery address)", "Address (delivery address)", "Additional address (delivery address)", "Postcode (delivery address)", "City (delivery address)" and "Country (delivery address)" are provided for this purpose.

To enter a single delivery address, simply complete these columns in the line dedicated to the concerned customer.
To add other delivery addresses, you can add lines to your customer import file:
- In the "Reference" column, enter the reference of the customer concerned and make sure that it is identical, as it is this column that our import tool will use to identify that it is the same customer;
- Fill in all the other columns in the row ;
- Complete the "Address name (delivery address)", "Address (delivery address)", "Address complement (delivery address)", "Postcode (delivery address)", "Town (delivery address)", "Country (delivery address)" columns with the information for the second delivery address.
- Repeat the same operation to add other delivery addresses.

Country management for imports

Regarding the "Country" fields for customers main addresses and delivery addresses, two formats are recognized by the system.

1/ iso country codes (Iso alpha-2)

You can enter the 2-characters ISO alpha-2 codes available on the ISO online consultation platform.

2/ Labels supplied by Fact when exporting customers

You can use the country labels available in customer export files. These labels are standardized to be accepted and interpreted on import. Country codes must be entered in uppercase.

If you want to use the country labels available for export, please be sure to use the correct spelling. In case of doubt, please use the country codes.

Data export

Fact offers the possibility to export categories, products and customers in .csv or .xls format

Click on “Settings” then select the “Export” menu
Select the type of data to be exported
Click on “Download” to validate the data export