Upload data files to Axeptia - Manual Onboarding

1. Extract the file

You have the option to send two types of files:

1. ERP - Accounts receivable: This is the standard file.

2. Customer and balance: Please send this file only if explicitly requested.

Here is the field documentation AxeptiaFieldDescription.xlsx for the content of the file(s). Make sure that all mandatory fields are included.

Please note that the field documentation consists of two tabs, with "ERP - Accounts Receivable" being the primary tab sent under normal circumstances. "Customer and Balance" is only used if specifically requested by Axeptia.

File specifications:

UTF-8 encoded
CSV or JSON

CSV example

customerNo;name;firstName;lastName;companyId;personalId;custCreditorDepmartmentId;street;zipCode;city;poBox;countryCode;eMail;phoneNo;invoiceNo;voucherNo;documentType;issueDate;providerPaymentTermsGroup;providerPaymentFollowupCodes;changeDate;lastAmountOutstandingChangeReason;dueDate;closed;closedDate;payedDate;reportingCurrencyAmount;reportingCurrencyOutstandigAmount;reportingCurrencyCode;baseCurrencyAmount;baseCurrencyOutstandigAmount;baseCurrencyCode;ocr;accountNo;salesOfficer;subDivision;creditLimitAmount;creditLimitCurrencyCode 10307;Dummy Company;;;922031432;;;Vei 94;0004;Oslo;;;;;000001;;Invoice;2022-07-02T08:36:20.3530000Z;;;2022-10-04T23:01:02.1130000Z;;2022-07-15T00:00:00.0000000Z;True;2022-10-04T23:01:02.1130000Z;2022-10-04T23:01:02.1130000Z;2675.48;0.00;NOK;2675.48;0.00;NOK;;1500;;000;0.00;NOK 17692;The other company;;;924819375;;;Svingen 6;0604;OSLO;;;;;000002;;Invoice;2022-07-29T11:52:01.6400000Z;;;2022-08-18T08:52:36.4300000Z;;2022-08-12T00:00:00.0000000Z;False;2022-08-18T08:52:36.4300000Z;2022-08-18T08:52:36.4300000Z;9375.00;0.00;NOK;9375.00;0.00;NOK;;1500;;000;0.00;NOK 17692;The other company;;;924819375;;;Svingen 6;0604;OSLO;;;;;000004;;Invoice;2022-07-29T11:53:30.0100000Z;;;2022-08-23T09:47:53.9130000Z;;2022-08-12T00:00:00.0000000Z;True;2022-08-23T09:47:53.9130000Z;2022-08-23T09:47:53.9130000Z;10400.00;0.00;NOK;10400.00;0.00;NOK;;1500;;000;0.00;NOK

JSON example

[
  {
    "customerNo": "10082",
    "name": "Dummy Company",
    "companyId": "98976567",
    "zipCode": "0897",
    "city": "OSLO",
    "countryCode": "NO",
    "eMail": "dummy@company.com",
    "invoiceNo": "4004240",
    "documentType": "Invoice",
    "issueDate": "2023-06-23T00:00:00Z",
    "changeDate": "2023-07-25T04:29:36Z",
    "dueDate": "2023-07-23T00:00:00Z",
    "closed": true,
    "payedDate": "2023-07-24T00:00:00Z",
    "reportingCurrencyAmount": 37796.97,
    "reportingCurrencyOutstandingAmount": 0.0,
    "reportingCurrencyCode": "NOK",
    "baseCurrencyAmount": 37796.97,
    "baseCurrencyOutstandingAmount": 0.0,
    "baseCurrencyCode": "NOK"
  },
  {
    "customerNo": "10077",
    "name": "The other company",
    "companyId": "875312098",
    "zipCode": "6214",
    "city": "MO I RANA",
    "countryCode": "NO",
    "eMail": "other@test.no",
    "invoiceNo": "4004245",
    "documentType": "Invoice",
    "issueDate": "2023-06-23T00:00:00Z",
    "changeDate": "2023-07-25T04:29:38Z",
    "dueDate": "2023-07-23T00:00:00Z",
    "closed": false,
    "payedDate": "2023-07-24T00:00:00Z",
    "reportingCurrencyAmount": 21534.62,
    "reportingCurrencyOutstandingAmount": 15534.62,
    "reportingCurrencyCode": "NOK",
    "baseCurrencyAmount": 21534.62,
    "baseCurrencyOutstandingAmount": 15534.62,
    "baseCurrencyCode": "NOK"
  },
  {
    "customerNo": "10077",
    "name": "The other company",
    "companyId": "875312098",
    "zipCode": "6214",
    "city": "MO I RANA",
    "countryCode": "NO",
    "eMail": "other@test.no",
    "invoiceNo": "4004246",
    "documentType": "Invoice",
    "issueDate": "2023-06-23T00:00:00Z", 
    "changeDate": "",
    "dueDate": "2023-07-23T00:00:00Z",
    "closed": false,
    "payedDate": "",
    "reportingCurrencyAmount": 21534.62,
    "reportingCurrencyOutstandingAmount": 15534.62,
    "reportingCurrencyCode": "NOK",
    "baseCurrencyAmount": 2153.4,
    "baseCurrencyOutstandingAmount": 2153.4,
    "baseCurrencyCode": "USD"
  }
]

Important when delivering a CSV-file

The file must start with a header line, where field name refers to the Field Name column in the file description
All fields must have " (quotation mark) in front and behind (does not apply to the header line). Example "Company Name AS"
The separator between the fields must be ; (semicolon)
Remove any semicolons from the data being sent

Time frame and interval:

The file transfer is divided into two different deliveries.

First delivery - initial data transfer

In the first delivery, which is performed on start-up, we want to receive all open invoices as well as closed invoices in a period of up to 12 months back in time.

Incremental delivery - updated data transfer

The second delivery is incremental, and the data is sent at least once a day. This file should only contain the invoices (both open and closed) with changes that have occurred since the last data transfer.

2. Name the file

The file name should have the following pattern:

[GUID received from Axeptia]_[your company name without space and only english lowercase chars]_[timestamp]_[file number in batch].[json | csv]

Timestamp can be in format "yyyyMMddHHmmss", or it can be ticks of the given time:

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Examples

Timestamp formatet as yyyyMMddHHmmss:

14eef9ef-da92-4597-a44a-73500d38f9d7_axeptia_20220822102509_1.json

14eef9ef-da92-4597-a44a-73500d38f9d7_axeptia_20220822102509_1.csv

Timestamp using Ticks of the time 2022.08.22.10:25:09:

14eef9ef-da92-4597-a44a-73500d38f9d7_axeptia_637967607090000000_1.json

14eef9ef-da92-4597-a44a-73500d38f9d7_axeptia_637967607090000000_1.csv

3. Send the file

Receive a connection string from Axeptia
Use this connection string to connect to our blob storage. We recommend using AzCopy
Upload the initial file and start the scheduled program

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How to use AzCopy

If you wish to run a simple test file, follow these steps: In Windows, create a file in c:\temp called testfile.txt and then run the following from PowerShell, after AzCopy is installed:

azcopy copy "c:\temp\testfile.txt" "[url with sas token received from Axeptia]"--from-to LocalBlob

NB! If you create a script to run the AzCopy command:

"Escape special characters in SAS tokens. In batch files that have the .cmd extension, you'll have to escape the % characters that appear in SAS tokens. You can do that by adding an additional % character next to existing % characters in the SAS token string."

(documentation)