Manage import profiles

During the import process, import profiles ensure that the data is correctly labeled and formatted to comply with the VAT Filing standards.

Note:

Only an Account Administrator or a custom user role with access to the Import Profiles page can access, add, and manage import profiles.

Add an import profile

Learn how to begin creating an import profile in VAT Filing

Go to Settings > Import Profiles.
Click Add.
Click Browse to upload the file on which to base the import profile.
Note:
You can upload .csv, .txt, .xls, .xslx, and .xml files.
Enter the Import profile name.
Tip:
Use a name that will help you identify the template during future file imports.
In Default Behavior, choose an action for when the imported data already exists in the application from a previous import:
Insert/Duplicate
Inserts data into the database, making a copy of repeated data
Overwrite
Inserts data into the database, replacing repeated data
Skip
Inserts data into the database, skipping repeated data. In this case, data considered repeated by the system will not be changed
Merge
Combines data to a single invoice, while skipping the ErpDocument section
Overwrite Flex
Inserts data into the database, replacing repeated data, but skips the ReportDate section
Click Next to go to the File Properties step.

Add file properties to an import profile

Learn how to add file properties to your import profile.

You need to have completed the first step, Add an import file, before you can follow this guide.

Depending on the file uploaded, different fields need to filled:
- (.xls or .xslx) Select the Worksheet name you want to import data from.
- (.csv) Select the Separator.
- (.xml) Select the xml lines tag, Mapping engine, and Transformation name.
Optional: Select the following option to make each field from the file's first row become the header of the corresponding column:
- (.xls or .xlsx) First row is header
- (.csv or .txt) First row contains headers
Select the Thousand separator and the Decimal separator.
Enter the Date format and the Date separator.
If you imported a file with more than one child level, enter the Invoice line level.
Optional: To prevent events resulting from the data accuracy process from being tracked in the invoice audit trail, select the following option:
- (xls, xlsx, .csv, or .txt) Disable logging the Data Accuracy process to the Invoice Audit Trail
- (.xml) Disable DAR Logging
Click Next to go to the Column Mapping step.

Map columns in an import profile

In the Column Mapping step, you need to map the fields in your file to the fields used in VAT Filing and map credit and debit values.

After you map all the fields and values, you'll need to click Next to go to the Data Accuracy Rules step to finish the import profile process.

Map a source field

Learn how to map a source field to a VAT Filing field.

You need to have completed the second step, Add file properties to an import file, before you can follow this guide.

This is the first part of the Column Mapping step, where you'll learn the three different ways you can map a source field, which is a field from the document uploaded in the first step of the import profile process.

To map a source field to a VAT Filing field (Fields column) or leave it as ## NOT MAPPED ##, select the corresponding option in Source Fields.

Tip:
Some fields cannot be changed, as they always use a translation table.
To map a source field to a translation table:
1. Select ## Use TranslationTable ## for the field under Source Fields.
2. Click View translation table under the More column.
  You'll see a table with the current values.
3. To upload another table, click Browse.
  
  Note:
  You can upload .csv, .txt, .xls, .xslx, or .xml files.
4. Click Save.
5. After the new table is loaded, click Cancel to close the panel.

If the row you are editing is related a credit or debit field, follow the instructions under Map positive and negative values.

Map positive and negative values

Learn how to map credit and debit values in VAT Filing.

You need to have completed the second step, Add file properties to an import file, before you can follow the instructions in this section.

This is the second part of the Column Mapping step, where you'll learn how to map positive and negative values for specific fields from the document uploaded in the first step of the import profile process.

In VAT Filing, credit values need to be mapped to credit fields, and debit values need to be mapped to debit fields. When uploading a file with both positive and negative values in a single column, you need to tell VAT Filing how to separate these values into two distinct columns: one for debits and one for credits.

There are two mapping options:

Standard: Select standard mapping when all negative values represent credit transactions and all positive values represent debit transactions.
Enhanced: Select enhanced mapping when negative values do not solely represent credit transactions and positive values are not exclusively debit transactions.

Select Standard or Enhanced in the Standard/Enhanced column.
If you selected Standard:
1. Select the negative checkbox for the TaxableBasisCredit or ValueVATCreditcredit fields.
2. Leave the negative checkbox deselected for the TaxableBaseDebet or ValueVATDebet debit fields.
If you selected Enhanced:
1. Click Show Table to customize the conditions.
2. You'll see a table with the current values. To upload another table, click Browse.
  Note:
  You can upload .csv, .txt, .xls, .xslx, and .xml files.
3. Click Save.
4. After the new table is loaded, click Cancel to close the panel.
  Note:
  If you see any error messages, fix the file before uploading it again.
If you have already followed the Map a source field instructions, click Next to go to the final step: Data Accuracy Rules.

Manage data accuracy rules in the import profile

In the Data Accuracy Rules section, you can define rules to modify your data or add extra data to your file during import if certain conditions are met.

After adding one or more rules, you can click Save to finish creating or updating your import profile.

Create a data accuracy rule

Learn how to create a regular or a currency conversion data accuracy rule.

You need to have completed the two parts from third step, Mapping columns in an import file, before you can follow the instructions in this section.

Click the Add icon.
Enter the Rule Name and Description.
Create a currency conversion rule.
1. In the Rule Builder section, enter a formula for the Then field, or select the options to build one under the Fields and functions list.
2. Select any numeric field, add an = mark, and select dbo.ConvertCurrencyWithRate().
3. If all is correct, you should see a formula that looks similar to the following code snippet.:
```
[TaxableBasisCredit] = dbo.ConvertCurrencyWithRate([TransactionField], [Currency],
dbo.ReportingCurrency(dbo.VATCodeToCountryISO([VATCode])), ISNULL([InvoiceDate], [ReportDate]), '[ExchangeRateType]')
```
4. Change the values of the formulas that are in the brackets section.
  
  TransactionField
  Select any numeric transaction field to place the converted value in.
  ExchangeRateType
  Selectthe currency code you want to convert, such as USD or EUR.
  
  Tip:
  You don't need to change any values if you used the remaining parts of the brackets, such as Currency, VATCode, InvoiceDate, and ReportDate in your mapping. You can also enter values manually.
  
  If you need help finding currency codes, select the dbo.ConvertCurrencyWithRate() function from the Function examples list.
  
  To find exchange rates, click the Settings button and choose Exchange Rates.
Create a regular accuracy rule.
1. In the Rule Builder section, enter a formula for the If and Then fields, or select the options to build one under the Fields and functions list.
  
  Tip:
  If you need help, look at the Function examples.
2. Optional: If you select Always Applies, the If field will be disabled and this rule will always be applied. For example, you can create a rule that says that for every import, the country of dispatch will always be the Netherlands, and the country of arrival will always be Germany.
Click Save.

Duplicate a data accuracy rule

Learn how to duplicate a data accuracy rule.

You need to have completed the two parts from third step, Mapping columns in an import file, before you can follow the instructions in this section.

Click the Copy icon.
Click the duplicated rule to change it as needed.
Click Save.

Delete a data accuracy rule

Learn how to delete a data accuracy rule.

You need to have completed the two parts from third step, Mapping columns in an import file, before you can follow the instructions in this section.

Click the trash icon.
Click Remove to confirm.

Edit an import profile

Learn how to edit an import profile in VAT Filing.

Go to Settings > Import Profiles.
Click the import profile you want to edit.
In the File Upload step, you can change the file you want to use as an import profile and edit the Import profile name and Default behavior fields.
Note:
If you change the uploaded file (source), your mapping will also change.
In the File Properties step, you can change all data formatting requirements.
In the Column Mapping step, you can change all fields and tables.
In the Data Accuracy Rules step, you can edit, duplicate, delete, or add new data accuracy rules.
Click Save.

Download import profiles

Learn how to download import profiles in VAT Filing.

Go to Settings > Import Profiles.
Select one or more import profiles, or select all profiles using the checkbox at the top.
Click the Download icon.

Delete import profiles

Learn how to delete import profiles in VAT Filing.

Go to Settings > Import Profiles.
Select one or more import profiles, or select all profiles using the checkbox at the top.
Click the Delete icon.

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