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Billing accounts and companies

Creates or updates billing accounts, with contact, address and bank details for direct debit.

Format
CSV (comma or semicolon), UTF-8
Access rights
Administrator, write contacts (CRM)
Example files
AFS_ACCOUNT_konten_technisch.csv (technical column names)
AFS_ACCOUNT_konten_anwender.csv (German column names)

In short: A billing account is the payer, for example a family or a company. With this file you import the accounts including the bank details for direct debit.

What you need this for

Every person who pays belongs to an account. The accounts are the basis for invoices, direct debits and memberships. Import them after the persons, so that you can link the persons to the accounts afterwards.

Before you start

  • Rights: You need the access right Imports (Importe) and be an Administrator with write access for Contacts (CRM) (Kontakte (CRM)).
  • Order: First import the persons, then the accounts, then the link.
  • Backup: Before the import, export your accounts.

Prepare the file

  • File name: The name must contain AFS_ACCOUNT_ and end with .csv, for example AFS_ACCOUNT_konten.csv.
  • Header row: The first row contains the column names from the table below.
  • Separator: Comma or semicolon, the same throughout the file.
  • Date: 01.02.2024 or 2024-02-01.
  • Size: From 4000 rows onwards, vynst splits the file into packages of 1000 rows each.

Columns

Column Required Content Example
Account number (COMPANY_IDENTIFIER) yes Number of the account from your previous program. Also accepted: ACCOUNT_IDENTIFIER, Abrechnungskontonummer, Mitgliedsnummer, Mitglieds-Nr., Adressnummer K-1001
Company name (COMPANY_NAME) yes, if no name comes from first and last name Name of the company or the account. Also accepted: Firma, Firmenname, Abrechnungskontenname, Unternehmensname Familie Beispiel
First name (FIRST_NAME) and last name (LAST_NAME) only without company name Without a company name, vynst forms the account name from first and last name Anna, Beispiel
Straße (ADDRESS_STREET) no Also accepted: Strasse, Straße und Hausnummer Musterweg
Hausnummer (ADDRESS_HOUSE_NUMBER) no Only if given separately. Also accepted: Hausnummer, Hausnr. 1
Address addition (ADDRESS_CO) no Also accepted: Adresszusatz c/o Familie Muster
ZIP code (ADDRESS_ZIP) no Also accepted: Postleitzahl 50667
City (ADDRESS_CITY) no Also accepted: Stadt, Wohnort Köln
Bundesland (ADDRESS_ADMIN_LEVEL_1) no State. Also accepted: Bundesland. Nordrhein-Westfalen
Country (ADDRESS_COUNTRY) no Also accepted: Land Deutschland
Email (MAIN_EMAIL) no Also accepted: E-Mail, E-Mail-Adresse anna@example.org
Email 2 (SECONDARY_EMAIL) no Also accepted: E-Mail 2, E-Mail Familie
Phone (MAIN_PHONE) no Also accepted: Telefon, Telefonnummer 0221 123456
Phone 2 (SECONDARY_PHONE) no Also accepted: Mobiltelefon, Mobil
Phone 3 (TERTIARY_PHONE) no Also accepted: Diensttelefon
Fax (MAIN_FAX) no Also accepted: Fax
Website (MAIN_WEBSITE) no Also accepted: Homepage, Webseite www.example.org
Account holder (PAYMENT_OWNER) no Also accepted: Inhaber, Zahler Anna Beispiel
IBAN (PAYMENT_IBAN) no Bank details for direct debit DE02120300000000202051
BIC (PAYMENT_BIC) no Also accepted: Swift BIC BYLADEM1001
Bank name (PAYMENT_INSTITUTION) no Also accepted: Bankname, Bankbezeichnung, Bankverbindung
Mandate reference (PAYMENT_MANDATE) no Also accepted: MandatNr, SEPA-Mandatsreferenz M-1001
Mandate date (PAYMENT_MANDATE_SIGN_DATE) no Also accepted: Mandatsreferenz gültig ab, SEPA-Mandatsdatum 01.01.2020
Mandate valid until (PAYMENT_MANDATE_VALID_UNTIL_DATE) no Also accepted: Mandatsreferenz gültig bis
Activate SEPA direct debit (PAYMENT_SEPA_ACTIVATE) no yes or no. Also accepted: SEPA Einzug aktivieren, Bankverfahren ja
Tax number (TAX_NUMBER) no Also accepted: Steuernummer
VAT ID (VAT_ID) no Also accepted: USt-IdNr.
Deviating customer number (MANUAL_COMPANY_NUMBER) no Also accepted: Abweichende Firmennummer
DATEV account (ACCOUNTING_SOFTWARE_NUMBER) no Also accepted: DatevKonto, DatevNr
Note (NOTE) no Also accepted: Bemerkung
IMPORT_IDENTIFIER_PREFIX no Prefix for the internal ID of the account. The default is AFS_CSV_. The internal ID is then, for example, AFS_CSV_K-1001. AFS_CSV_

Example:

COMPANY_IDENTIFIER;COMPANY_NAME;IMPORT_IDENTIFIER_PREFIX;ADDRESS_STREET;ADDRESS_HOUSE_NUMBER;ADDRESS_CO;ADDRESS_ZIP;ADDRESS_CITY;ADDRESS_ADMIN_LEVEL_1;ADDRESS_COUNTRY;MAIN_EMAIL;SECONDARY_EMAIL;MAIN_PHONE;SECONDARY_PHONE;TERTIARY_PHONE;MAIN_FAX;MAIN_WEBSITE;PAYMENT_OWNER;PAYMENT_IBAN;PAYMENT_BIC;PAYMENT_INSTITUTION;PAYMENT_MANDATE;PAYMENT_MANDATE_SIGN_DATE;PAYMENT_MANDATE_VALID_UNTIL_DATE;PAYMENT_SEPA_ACTIVATE;TAX_NUMBER;VAT_ID;MANUAL_COMPANY_NUMBER;ACCOUNTING_SOFTWARE_NUMBER;NOTE
K-1001;Familie Hartmann;AFS_CSV_;Musterweg;1;;50667;Köln;Nordrhein-Westfalen;DE;lena.hartmann@example.org;;0221 1000001;;;;;Lena Hartmann;DE02120300000000202051;BYLADEM1001;Beispielbank;M-1001;01.01.2020;;ja;;;;;Beispielkonto Familie Hartmann
K-1003;Anna Beispiel;AFS_CSV_;Gartenweg;4;;50668;Köln;Nordrhein-Westfalen;DE;anna.beispiel@example.org;;0221 1000003;0170 1234567;;;;Anna Beispiel;DE02500105170137075030;INGDDEFFXXX;Beispielbank;M-1003;01.01.2021;;ja;;;;;

Example files: AFS_ACCOUNT_konten_technisch.csv with the technical column names, AFS_ACCOUNT_konten_anwender.csv with the German column names.

How to proceed

  1. Open Settings → Import (Einstellungen → Import).
  2. Click Add (Hinzufügen) and select the file.
  3. Wait until the entry is green or red.
  4. Check the log for rows with Error:.
  5. Then link the persons to the accounts, see Link person to account.

Good to know

  • Re-import: A known account number updates the account. New numbers create new accounts.
  • Direct debit: The payment type is set to direct debit if Activate SEPA direct debit (SEPA-Lastschrift aktivieren) is set to yes and the direct debit data is complete.
  • Bank name: If the IBAN is known in the stored bank details, vynst adds the name of the bank.
  • Mandate date: If a mandate is valid until a date in the future and the mandate date is missing, vynst takes the creation date of the account.
  • Empty cells: For existing accounts, an empty cell in an existing column can clear the previous value. If in doubt, check this with a test file.
  • Caution with bank details: A bank connection is part of the payment route. Check IBAN and mandate after the import.

When something does not work

Message in the log Meaning What to do
Error: skipped empty line An empty row was skipped. Nothing to do.
Error: skipped missing identifier or name Account number or name is missing. The row then appears as LINE-DATA. Add the missing details and re-import only this row.
Info: split into N files The file was split into N packages. Nothing to do.
Processed N lines This many rows were processed. Nothing to do.
Error: less then one line The file contains no data rows. Check the file and the header row.

See also