This article describes how to prepare an Excel import file for other liabilities that can be easily uploaded to the Flexi web interface.
Compared to the desktop application, importing via the web saves you time – a single file can import:
standalone documents,
as well as their line items at the same time.
We recommend first reading the general article on Excel imports in the web interface. It covers the general import requirements and a basic format example for importing standalone documents.
Import types
When selecting "Import from Excel", you need to choose the correct import type:
Basic import – invoices without line items.
Extended import – invoice including line items.
After uploading the file, Flexi displays a column overview:
left column = column names from Excel,
right column = fields in Flexi.
If any column is missing, it can be added via Advanced options.
Required columns for other liabilities
Below is an overview of the most commonly used and visible columns for importing other liabilities:
Internal number
Required field.
Unique invoice number.
Company name
Abbreviation or name of the company/person.
Issue date
In the format
DD.MM.RRRR.
Due date
In the format
DD.MM.RRRR.
Days overdue
Not required — Flexi calculates this automatically.
Total amount
Total value of the invoice.
Total VAT
VAT amount.
Cost centre
Abbreviation of the selected cost centre.
The complete field structure is most easily found via Export to Excel in the format suitable for import.
Importing liabilities including line items – practical example
If you need to import a liability with line items, follow these steps:
Prepare the Excel file in the correct format (download sample).
From the menu, select Extended import (invoice + line items).
Flexi automatically recognises what constitutes a document header and what constitutes a line item.
⚠️ Nevertheless, always verify that the columns have been mapped correctly.
Run a test import to verify the accuracy of the data.
If everything looks correct, click the "Import" button.
A confirmation of a successful import will be displayed.
Editing existing liabilities
If you want to modify existing records:
Add an ID column to your Excel file.
The ID allows the system to recognise that this is an update rather than the creation of a new document.
❗ If the ID is missing, Flexi will create a new document.
Item-free documents
If you have a liability without line items, simply add a column to your Excel file:
Item-free doc. = value TRUE.
This tells the system that the document has no line items.