With the Receipts Importer, you can import documents from external sources or other systems into Xentral directly via a CSV file. This is ideal for transferring data from another ERP or accounting system, from service providers, or from external billing systems — for example, for sales orders, delivery notes, invoices, or credit notes. The import is executed via a process starter, so that the documents can be automatically processed in the ERP after uploading.
Tip
If you want to import master data (e.g., items, addresses), use the CSV Importer (Connect).
For shop orders, use the standardized Connect shop interfaces with no-code import to take over orders directly and automatically.
Receipts Importer Features
The Receipts Importer supports the import of the following document types: Quotes, Sales orders, Delivery notes, Invoices, Credit notes, price inquiries, Purchase orders, Production orders, proforma invoices, addresses (the Import Center is better suited for this).
Note
You can upload multiple documents in one CSV file — each row corresponds to one document position.
Import a wide range of document types: Sales orders, quotes, purchase orders, invoices, credit notes, proforma invoices, and more.
Direct customer assignment: Specify customer numbers or supplier numbers directly in the import.
Automatically apply alternative delivery addresses: incl. name, department, street, city, postal code, and country.
Import complete document and payment details: Document numbers, requested or actual delivery date, payment method, payment terms, and cash discount.
Set shipping and delivery terms: Specify shipping method, delivery terms, and document status individually.
Create document links: e.g., link invoices to sales orders or delivery notes.
Import detailed item positions: Item number, description, quantity, price, discount, currency, tax rate, country of origin, customs tariff number, and more.
Flexible document structure: Group positions into one document using PARENT and NEW logic.
Add individual texts: Include free texts and header texts directly in the document.
Create complete address data: incl. contact person, departments, phone number, email, VAT ID, and salutation.
Usage and Workflow
The following steps show you the exact process from CSV selection to data transfer into the system.
Steps in the Receipts Importer:
Select file – Select your prepared CSV file.
Define document type – Specify whether you are importing, e.g., sales orders, invoices, or credit notes.
Assign status – Define what status the documents should have after import (e.g., created, released).
Start upload – Start the import process. Optional: Clear buffer – If you want to cancel the import or make changes.
Note
In the Formats tab, you will find a list of all possible field names. The first row of your CSV must contain exactly these column headers, and the rule is: one position = one row.
Important Fields in the Receipts Importer
The following table lists all supported field names of the Receipts Importer with their respective meanings. It serves as a reference to correctly structure your CSV file and ensure that all data is assigned to the correct fields in the system.
Note
The first row of the CSV file to be uploaded must contain the column headers according to the field definitions in Xentral. The file must be a CSV with semicolon-separated values (;).
Customer number missing: Xentral automatically creates a new address and a new customer record.
Item number missing: Xentral automatically creates a new item.
Tax rate in percent: Corresponds to the Individual tax rate field in Xentral.
Tip
The import does not change any existing master data. Deviations from saved address or item data are only applied to the imported document.
Field name | Description |
art | Document type (e.g., sales order, quote, purchase order, invoice, address, etc.) |
beleg_belegnr | Manually assigned document number |
beleg_datum | Manually assigned document date |
beleg_lieferdatum | Manually assigned requested delivery date |
beleg_tatsaechlicheslieferdatum | Manual warehouse delivery date in the sales order |
beleg_versandart | Manually assigned shipping method |
beleg_status | Manually assigned document status. Overwrites the status selected during file upload. |
beleg_hauptbelegnr | Main document number, if partial order |
beleg_kundennummer / adresse_kundennummer | Customer number |
beleg_lieferantennummer | Supplier number |
beleg_name / adresse_name | Customer name |
beleg_abteilung / adresse_abteilung | Customer department |
beleg_unterabteilung / adresse_unterabteilung | Customer sub-department |
beleg_adresszusatz / adresse_adresszusatz | Customer address supplement |
beleg_ansprechpartner / adresse_ansprechpartner | Contact person at the customer |
beleg_telefon / adresse_telefon | Customer phone number |
beleg_email / adresse_email | Customer email address |
beleg_land / adresse_land | Customer country (ISO-3166, e.g., DE, AT, FR) |
beleg_strasse / adresse_strasse | Customer street including house number |
beleg_plz / adresse_plz | Customer postal code |
beleg_ort / adresse_ort | Customer city |
beleg_projekt / adresse_projekt | Abbreviation from Xentral |
beleg_ihrebestellnummer | Purchase order number / commission from Xentral |
beleg_aktion | Promotion code from Xentral |
beleg_internebemerkung | Internal note from Xentral |
beleg_internebezeichnung | Internal description from Xentral |
beleg_zahlungsweise | Payment method (please use the "Type" column) |
beleg_zahlungszieltage | Document payment term (days) |
beleg_zahlungszieltageskonto | Document payment term cash discount (days) |
beleg_zahlungszielskonto | Document cash discount |
beleg_freitext | Free text from Xentral |
beleg_bodyzusatz | Header text from Xentral |
beleg_lieferbedingung | Delivery terms from Xentral |
beleg_art | Create documents in auto-shipping (standard order, delivery, invoice) |
beleg_auftragsnummer | Linking invoices and delivery notes to the sales order |
beleg_rechnungsnumer | Linking sales orders, delivery notes, and credit notes to the invoice |
beleg_bearbeiter | Document editor |
beleg_sprache | Document language |
beleg_liefername | Alternative delivery address – Name |
beleg_lieferabteilung | Alternative delivery address – Department |
beleg_lieferunterabteilung | Alternative delivery address – Sub-department |
beleg_lieferland | Alternative delivery address – Country |
beleg_lieferstrasse | Alternative delivery address – Street |
beleg_lieferort | Alternative delivery address – City |
beleg_lieferplz | Alternative delivery address – Postal code |
beleg_lieferadresszusatz | Alternative delivery address – Address supplement |
beleg_lieferansprechpartner | Alternative delivery address – Contact person |
beleg_abschlagauftrag | Sales order number associated with the deposit invoice |
beleg_abschlagauftragbezeichnung | Description of the deposit invoice |
beleg_waehrung | Currency (e.g., EUR, USD) |
beleg_bundesstaat | State / province (ISO-coded, e.g., BY for Bavaria) |
beleg_internet | Shop order number or external reference number |
artikel_nummer | Item number for position |
artikel_bezeichnung | Description for position |
artikel_beschreibung | Long description for position |
artikel_menge | Quantity for position |
artikel_preis | Unit price (net) for position |
artikel_preisfuermenge | Price applies to the following quantity (empty = 1) |
artikel_waehrung | Currency for position |
artikel_lieferdatum | Delivery date for position |
artikel_sort | Sort order in position table |
artikel_umsatzsteuer | VAT (empty = standard, otherwise "ermaessigt") |
artikel_steuersatz | Tax rate |
artikel_einheit | Unit for position |
artikel_rabatt | Discount for position (in %) |
artikel_zolltarifnummer | Customs tariff number for position |
artikel_herkunftsland | Country of origin for position |
artikel_artikelnummerkunde | Customer’s item number |
artikel_freifeld1 – artikel_freifeld10 | Custom fields 1 to 10 |
adresse_typ | Customer salutation type (firma, herr, frau) |
adresse_ustid | Customer VAT ID |
adresse_anschreiben | Salutation at customer |
adresse_freifeld1 – adresse_freifeld20 | Custom fields 1 to 20 |
Keywords for Dynamic Document Numbers (Receipts Importer)
The Receipts Importer recognizes two special control keywords:
NEW – Creates a new document number based on the document type. Example: Each row with NEW creates a new document.
Caution
Do not mix with fixed document numbers in the same file!
PARENT – Uses the document number from the previous row to group multiple positions into one document.
Note
If the first row is PARENT — i.e., no document number is provided — NEW is used automatically.
Example Structure (Receipts Importer)
Example:
beleg_belegnr;beleg_kundennummer;artikel_bezeichnung;artikel_nummer;artikel_preis;artikel_menge203567;10456;Artikel A;A_100001;19.90;1PARENT;10456;Artikel B;A_100002;29.90;2NEW;10456;Artikel C;A_100003;15.50;1
203567 = first document number (e.g., invoice or sales order).
PARENT = Item B is assigned to the previous document (same document number as Item A).
NEW = creates a new document for Item C.
10456 = customer number.
A_100001 / A_100002 = item numbers from your example.
The resulting document structure based on the CSV example:
Document 203567 - Item A (A_100001, 19.90 EUR, Qty 1) - Item B (A_100002, 29.90 EUR, Qty 2) Document 30001 (newly created by NEW) - Item C (A_100003, 15.50 EUR, Qty 1)
How it works:
The first item determines the starting document (203567).
PARENT appends the next item to the same document.
NEW starts a completely new document with an automatically assigned number (here, e.g., 30001).
Note
Note on NEW: After the first row with NEW, no static document numbers may follow — otherwise positions end up on the wrong documents.
Status 'created': If the target status is 'created', every document number ≠ PARENT is treated as NEW; the temporary ENTWURF_X_ numbers serve only for assignment and are discarded during the final import.
PARENT in the first row: Is treated like NEW (a new document number is generated).
CSV structure: One position = one row; the first row contains exactly the field names (from the Formats tab).
Preview & release: After uploading, check the assignments and only then click "Import documents now".
Master data remains unchanged: Deviations from item/address master data are displayed in red and only apply to the imported document.
Process starter: The import is executed via a process starter — this must be running, otherwise the uploaded documents will not be processed.
Best Practices for Importing (Receipts Importer)
Check the CSV in Excel or LibreOffice beforehand to avoid formatting errors.
Always use the official field names from the Formats tab.
For large numbers of documents, initially run the import with a small test file.
Regularly monitor the process starter during import to ensure it is running.
Caution
Technical note on large data volumes:
For very high document and position volumes, processing via the Xentral API, the Shop Importer, or the Transfer module (3PL) is recommended. The Receipts Importer is not optimized for high-volume data imports.