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 lives on three 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 → Invoice Categories)
  • Cash Categories — the categories used to code bank transactions (Master data → Cash Categories)

On each of these pages you'll find an Import button in the top-right corner, next to the "New…" / "Add…" button. Each import handles one target at a time — the page you start from decides what you're importing.

The Import button — like all master-data editing — is available only to members with the Accountant or Accountant admin role.

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, Invoice Categories, or Cash Categories) and click Import.
  2. Upload — click Choose a spreadsheet file and select your file. 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 — a summary shows what will happen to each row: how many will be created, how many already exist, and any that are ambiguous or have errors. Expand it to see the row-by-row outcome.
  5. Click Create (it shows the count, e.g. "Create 42") to run the import. When it finishes you'll see "Created 42 records." — click Close.

You can click Back to revisit an earlier step, or Cancel to discard the whole import.

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 — don't import — 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 is sorted into one of four outcomes:

  • Create — a genuinely new record; it will be added.
  • Exists — a matching record is already in the workspace, so the row is skipped (the existing record is left exactly as it is).
  • 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.

How "already exists" is decided:

  • Partners are matched first by tax number (ignoring formatting differences such as spaces or hyphens), then by name.
  • 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.

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.
  • 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.