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Pre-accounting with Candis
Account payable
The import of contacts (accounts payable numbers)
The import of contacts (accounts payable numbers)

How to import contacts?

Thomas Heudecker avatar
Written by Thomas Heudecker
Updated over a week ago

Import business partner for the first time

Under the menu item "Contacts" you can import your business partner data from DATEV.

By clicking on the 3 dots in the upper right corner of the screen you can select the submenu "Import". Here you can upload your file with the business partner data.

Then you can open the file using the "Select file" button and continue by clicking on the "Show preview" button.

In the preview, you will see if certain data is missing or if double vendor accounts have been recognized. We also check whether the imported IBAN or tax number are valid.

The following data can be imported using the master data export in DATEV format:

  • Business partner name

  • Address data types

  • Vendor account number

  • IBAN

  • VAT number

  • Tax number

  • Payment condition

The business partner name is the only mandatory field.

Important: Please don't import accounts receivable numbers because Candis only allows the import of accounts payable numbers. Accounts receivable numbers can be assigned manually.

If, for example, due to an invalid accounts payable number or missing names, one or more business partners were not imported, we will show you an error message and give you the option to download the error file.

You can then edit it, save it as CSV and upload it again.

If there is an error because of an invalid IBAN, tax number, EU VAT ID or payment condition, then the business partner will be imported without that field, and you can find the error message in the error file.

​Important: Before importing, please make sure that the names of the business partners are almost identical to the business partner names on the invoices and do not contain any abbreviations of your choice.

If the business partner names are very different, the business partner may not be reliably recognized during processing!

In order to work smoothly and to use functions such as the next free vendor account number, it is imperative that all business partners have been imported without exception.

In addition, it makes no sense to import various vendor accounts.

With a click on the link you will be forwarded directly to the import history. Here the import is displayed and you can re-export all imported as well as faulty files.

Update business partner via import

By re-importing the business partner data, you can complete (not overwrite) missing data in Candis.

The system uses the vendor account number, VAT ID number, tax number, and/or exact business partner name to determine whether the business partner already exists and then adds any missing data.

Your file comes from a foreign program and cannot be imported.

In this case, you can download a sample and transfer your data into the sample. To do this, select the button "Download CSV sample file" in the menu "Import business partner" (Business partner > 3 points > Import).

Make sure that the character set is formatted in UTF-8. This is the only way to ensure that all umlauts and special characters are displayed without errors.

Creating new vendor account numbers in Candis

After the import, it is possible that you will be shown the next free vendor account number when adding new business partners. Here it is important to note that when using this function, you must make sure that there are no vendor account numbers in your downstream programs that have not been imported into Candis.

Recommendation: Vendor account numbers may only be assigned in one program. If this is Candis, then a new vendor account number should only be assigned there, otherwise this can lead to a vendor account number being selected that has already been assigned in the downstream program. The vendor account numbers in DATEV refer to the business partner in the master data and this data in turn is used for payment. If a vendor account number is assigned to two business partners, then identical payment information and thus IBAN will be assigned for two business partners.

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