Importing Master Data

Instead of typing partners and categories in one at a time, you can import them in bulk from a spreadsheet. Upload an .xlsx, .xls, or .csv file, and AI Finance Team recognises the columns, shows you exactly what will be created, and adds the new records - leaving anything that already exists untouched.

This is ideal when onboarding a new client: export the partner or category list from the previous system (or a bookkeeping spreadsheet) and bring it in with a few clicks.

What You Can Import

The importer is on these Master data pages, each importing one kind of record:

• Partners: your verified partner list (Master data → Partners)
• Invoice categories: the categories used to code invoice line items (Master data → Accounting categories → Invoice tab)
• Cash categories: the categories used to code bank transactions (Master data → Accounting categories → Cash tab)
• Custom category lists: the categories of one of your own lists (Master data → Custom Categories, then open the list). See Custom Categories.

Each of these pages has an Import button at the top. Each import handles one target at a time: the page you start from decides what you're importing.

When you set up a new workspace, its Categories step offers Upload our own list. That runs the same import for invoice categories, with the same steps.

The Import button is shown to the accounting office's members. Creating the records needs the Edit master data permission, which the Accountant admin and Accountant roles hold by default. See Roles and Permissions.

Before You Start

• Have your data in a single spreadsheet: .xlsx, .xls, or .csv. The first row should be the column headers (for example Name, Tax number, Country).
• One record per row - each row becomes one partner or one category.
• The file is read in your browser; it is not uploaded or stored. Accented Hungarian characters (á, é, ő, ű…) are handled automatically.

Importing a Spreadsheet

1. Open the relevant page (Master data → Partners, or Master data → Accounting categories and then the Invoice or Cash tab) and click Import.
2. Upload: click Choose a spreadsheet file and select your file, or drop the file on the box. AI Finance Team reads it and recognises the columns.
3. Map the columns: each field (Name, Tax number, Country, Address, …) is matched to a column from your file. Review the suggestions and fix any that are wrong. Required fields are marked with an asterisk (*) and must be mapped before you continue. Click Next.
4. Review: every row of the file is listed in a table, with its Status (Create, Exists, Ambiguous or Error) and, where there is one, a Note that says why. The rows the import can create start ticked; the other rows are grey and cannot be ticked. Untick the rows you do not want, and correct a name with F2 before it is created. When you import categories, check the direction of each row as well. Only the ticked rows are created. This is the spreadsheet interface, with search, column filters and keyboard shortcuts; see Working in the Spreadsheet Interface.
5. Click Create to create the ticked rows. When it finishes you'll see, for example, "Created 42 records." If a row turns out to exist already at that moment (for example because its changed name matches an existing record), it is left out, and a line says how many rows were left out. Click Close.

On the review step, Back returns to the column mapping. On the first two steps, Cancel discards the whole import. Once a file is loaded, Esc or a click outside the dialog does not close it, so the file is not lost by accident.

How Columns Are Recognised

AI Finance Team uses AI to match your spreadsheet's headers to the right fields, so a column called Partnernév, Vendor, or Supplier name is all understood as Name. You always have the final say:

• Open any field's dropdown to choose a different column, or pick Not used to leave that field empty.
• Required fields (such as Name) must be mapped; the wizard won't let you continue until they are.

If the AI can't reach a confident match, a built-in list of common header names (in several languages) is used as a fallback, so recognition still works.

What Gets Created vs Skipped

The importer only ever creates new records. It never overwrites or edits existing ones. On the Review step every row gets one of four statuses:

• Create: a genuinely new record. The row starts ticked, and it is added if it is still ticked when you click Create.
• Exists: a matching record is already in the workspace, so the row is skipped (the existing record is left exactly as it is). A row that repeats an earlier row of the same file is also marked Exists, with the note "duplicate in file".
• Ambiguous: the row matches more than one existing record, so it is skipped for safety. Resolve those by hand afterwards.
• Error: the row can't be imported (for example a missing name, or a country that isn't a 2-letter code). Fix it in the file and import again.

Only Create rows can be ticked.

How "already exists" is decided:

• Partners with a tax number are matched by tax number (ignoring formatting differences such as spaces or hyphens). Partners without a tax number are matched by name.
• Invoice and cash categories are matched by name, within the kind you're importing (invoice vs cash).

Because existing records are skipped rather than changed, you can safely re-run the same file - the second run simply reports everything as Exists.

Category Direction

A category can be used for income, for expense, or for both. If your file has a direction column, the importer reads it in English, Hungarian and German. Capital letters and accents do not matter, so Bevétel, BEVETEL and bevétel are the same word.

Common plural forms work too (expenses, kiadások, Ausgaben).

On the Review step you see three counts above the table: how many categories the file makes income, how many expense, and how many usable for both. If some direction cells could not be read, an amber note says how many. Each row shows its direction in the Direction column, and you can change it there before anything is created: press Alt+↓ on the row (Option+↓ on a Mac) or click the arrow in the cell, and choose Income, Expense or Both. The value from the file stays the suggestion, and the counts above the table keep showing what the file says.

Words such as in / out, incoming / outgoing, bejövő / kimenő, eingehend / ausgehend and debit / credit are not read on purpose. They point opposite ways depending on the file: an incoming invoice is an expense, while money coming in on a bank statement is income. Use one of the words in the table instead.

A category that is usable for both is offered on sales invoices and on purchase invoices alike. Most categories belong to one side only, so check the both count before you create. You can change a category's direction at any time on the category's edit form.

Addresses Split Across Columns

Office exports often split an address across several columns - postal code, city, street, house number. On the Map the columns step you can map Address to more than one column: click + add a column and choose each part. The pieces are joined, in order, into a single address (for example 1051, Budapest, Váci utca, 1 becomes "1051, Budapest, Váci utca, 1"). The Review step shows the assembled result.

Notes & Limitations

• The importer adds records; it does not update existing ones. To change a partner or category that already exists, edit it directly on its page.
• When you import partners, the result also says which VAT groups were assigned from the tax numbers, and how many partners without a tax number need their VAT group checked under Partners.
• Whether categories are imported as invoice or cash categories is decided by the page you start from, not by anything in the file.
• For partners, only Name is required. Tax number, country, and address are optional, but filling them in makes automatic matching far more reliable later - see Managing Partners.