Archive

In the Archive, you can import master data from your previous accounting system, making it available in Xena.

This makes it easier to create customers, suppliers, and accounts in your new fiscal, as the imported data is used as suggestions.

You can find the Archive in the menu under Setup > Import/Export Data > Archive. The Archive does not affect your active fiscal, so you can work with the data without risk of changing anything in your bookkeeping.

 

Manual import

Use the Manual import function to transfer data from a CSV file. If you have data in Excel, you must save the file as CSV. Please note that Excel can sometimes change the formatting of numbers and dates, so check thoroughly before importing.

You can import the following data:

• Chart of accounts

• Articles (if the article file contains article groups, these are created automatically)

• Article groups

• Customers

• Suppliers

Note:

• When importing the chart of accounts, you should avoid importing headings and sum accounts. Xena has fixed ledger groups, which are automatically assigned to the imported accounts

• If you only want to import articles, you can choose to import them directly in Xena without using the Archive
  ➡️ Import of articles

• For customers and suppliers, it is recommended to import them in two separate processes to keep track of the data

 

How to import

1. Create the import: Click Manual import. A box with a start date/time will be created

2. Select data: Click Import next to the data type you want to import

3. Select file: Select the CSV file you want to import. Also select format and any other relevant settings

4. Assign columns: Match the columns in your file with the relevant fields in Xena. Check the preview at the bottom to make sure everything is correct

5. Start import: If everything looks correct, click Start import

 

When the import is complete, the status will show Completed next to each of the imported data types in the list.

 

Import of SAF-T file

The SAF-T function allows import of data from a SAF-T XML file. This file contains master data and bookkeeping data. In the current version, only the data in the header is imported.

 

Using the imported data

All imported data is shown at the top of the Archive under the tabs Accounts, Article Groups, Articles, and Partner. For each tab, you can filter the data by the different import processes.

 

The Accounts tab

Here all imported ledger accounts are shown. To use the chart of accounts in the Archive as suggestions later, you must link each account to a ledger group.
➡️ Read more about the chart of accounts

1. Select Edit (click the pencil icon in the right corner)

2. Assign a ledger group for each account

3. Link the account to an existing account, or create a new ledger account via the + icon

4. Fill in the dialog with the necessary details — remember to select a VAT code if applicable

 

The Article Groups tab

Here you can create the desired article groups in your fiscal. Once the article group is created, you can create all associated articles in the group with a few clicks:
➡️ Read more about article groups

1. Click the menu (three dots) next to each group

2. Select Link all articles

 

The Articles tab

Here you can create the imported articles one by one. If you have many articles, it is more efficient to create them via the Article Groups tab.
➡️ Read more about the article catalogue

 

The Partner tab

Here you create customers and suppliers. Xena suggests creation based on data from the Archive, if recognised. For example, if you search for a previous customer number and it is recognised from the Archive, Xena will suggest creating the customer with the imported data.

If you have imported customers and suppliers in two separate processes, you can use the filter to distinguish between them.
➡️ Read more about partners

 

Deleting data in the Archive

Next to each imported data type, you can select Reset, which deletes the selected data type from the Archive.

 

You can also choose to delete all imported data for a given import process. Click the menu at the top of the import box and select Delete. All data linked to this process will be deleted.

 

If you have data that is not linked to an import process (imported before October 2023), you can delete it via the menu in the top right corner of the screen.

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