This article provides instructions on how to prepare an Excel import file for received inquiries that can be easily uploaded to the Flexi web interface.
Compared to the desktop application, the web interface offers several advantages – in a single file you can import not only the documents themselves, but also their line items. This means you no longer need to work with two separate files.
If you are new to importing, we recommend first reading the general article on Excel imports in the web interface, which describes the basic principles and requirements.
Received Inquiries – Basic Import
After selecting "Import from Excel", it is important to choose the correct import type:
Basic import – documents only (without line items).
Extended import – documents including their line items.
In the next step, Flexi will display an overview where one column shows the columns from Excel and the other shows their mapping in Flexi. We recommend carefully reviewing everything here and making any necessary adjustments via the Advanced Settings option.
Standard Columns for Received Inquiries
Internal number – required field.
Company name – name or abbreviation of the company or person.
Issue date – in DD.MM.YYYY format.
Due date – in DD.MM.YYYY format.
Status – current status of the inquiry (see format in the image below).
Total amount – the total value of the inquiry.
Cost center – abbreviation of the relevant cost center.
Additional columns can be added at any time in the web interface – the settings are found in the bottom right corner. The easiest way to find the correct field format is to use the export to Excel in a format suitable for import, or you can use the properties.
Importing Received Inquiries Including Line Items
If you want to import a new document along with its line items, select the extended import.
Prepare your Excel file according to the required format (a sample file is available for download). The sample file is ready to import into the ABRA Flexi demo company.
Flexi will automatically detect during import what is a document and what is a line item – however, we recommend manually verifying everything.
First, an import test will run to verify the correctness of the data.
Once the validation is successful, click the "Import" button (bottom right) to complete the import. A confirmation of the successful upload will be displayed.
Tip: If you need to create a document without line items, simply add a column called "No items doc." to the file and set the value to TRUE.