To connect your accounting data to Afakto, your ERP provides three files. This article lists the columns each file must contain. Follow the links for more detail on specific topics.
The three files
File | Content |
Buyers | Your customers, one line per buyer and per currency. Can contain only new buyers or the full list. |
Receivables | All open items: invoices, credit notes, unallocated payments and other items. |
Client journal | All cleared items, with journal and clearing codes. |
Import the buyers file first. Receivables are linked to buyers through BUYER_CODE.
File format
Accepted formats: XLSX, CSV or TXT. CSV is recommended.
CSV separator: semicolon (;) or comma (,).
Encoding: UTF-8.
First row: column names, exactly as listed below. The order of the columns is not important.
One global file for all companies, or one file per company. See Multi-company and multi-currency files.
Date formats, amount rules and specific values (identified by 📖) are detailed in Accepted values in import files.
1. Buyers file
🔸: mandatory field
Column | What to enter | Example |
🔸 COMPANY_CODE | Your internal company code | ACME01 |
🔸 BUYER_CODE | Accounting code of the buyer | B001 |
🔸 BUYER_NAME | Legal name of the buyer | Widgets Inc. |
🔸 ID_TYPE | Type of legal identifier 📖 | VAT |
🔸 ID_NUMBER | Legal identifier matching ID_TYPE. | FR12345678901 |
🔸 ADDRESS_COUNTRY | Country, ISO alpha-2 code | FR |
🔸 ADDRESS_STREET_NAME | Street of the billing address | Main St |
ADDRESS_STREET_NUMBER | Street number. Can be included in the street name | 123 |
🔸 ADDRESS_POSTAL_CODE | Postal code of the billing address | 75001 |
🔸 ADDRESS_CITY | City of the billing address | Paris |
ADDRESS_STATE | State or province 📖 | QC |
🔸 CURRENCY | Billing currency. One line per buyer and per currency | EUR |
CREDIT_LIMIT_AMOUNT | Credit limit granted by the insurer or requested from the factor 📖 |
|
INSURER_NAME | Name or code of the insurer. Required if your company has several insurers |
|
INSURER_CODE | Buyer identifier assigned by the insurer | 00650789 |
PAYMENT_TERMS | Payment terms in days | 30 |
CONTACT_NAME | Main contact at the buyer | Jean Dupont |
CONTACT_EMAIL | Email of the contact | |
CONTACT_PHONE (🔸 for SGF only) | Phone number of the contact. Mandatory only for Société Générale Factoring | 33123456789 |
EXCLUSION_REASON | Reason or code to exclude the buyer. Leave empty to keep the buyer included | Not assigned to factor |
INFO | Any additional information to display in Afakto | Industry |
2. Receivables file
This file must contain all open items of each company it covers. Items missing from the file are considered as closed. See Receivables file: always send the complete set.
🔸: mandatory field
Column | What to enter | Example |
🔸 COMPANY_CODE | Your internal company code | ACME01 |
🔸 BUYER_CODE | Accounting code of the buyer | B001 |
🔸 INV_TYPE | Type of item 📖 | INVOICE |
🔸 INV_NUMBER | Unique accounting number of the item | INV-2023-002 |
🔸 INV_DATE | Accounting date of the item 📖 | 2023-05-15 |
🔸 DUE_DATE | Due date. Mandatory for invoices and bills of exchange 📖 | 2023-06-15 |
🔸 CURRENCY | Currency of the document, ISO 3-letter code | EUR |
🔸 AMOUNT | Total amount including VAT, in the document currency 📖 | 2500.00 |
🔸 BALANCE | Amount still due on the item 📖 | 500.00 |
REFERENCE / ORDER_REF / ORDER_REFERENCE | Any reference that needs to be integrated into the files sent to the factor | 5874963 |
VAT_AMOUNT | VAT amount 📖 |
|
PAYMENT_METHOD | Payment method (see accepted values) 📖 | BANK_TRANSFER |
INFO | Any additional information or reference to display in Afakto (not sent to the factor) | Dispute raised regarding unit price |
3. Client journal file
Refer to Client journal file: content and purpose for more explanations and examples. This file can cover a rolling date period (e.g., the last 30 or 60 days).
🔸: mandatory field
Column | What to enter | Example |
🔸 COMPANY_CODE | Your internal company code | ACME01 |
🔸 BUYER_CODE | Accounting code of the buyer | B002 |
🔸 ITEM_TYPE | Type of item 📖 | PAYMENT |
🔸 ITEM_NUMBER | Unique accounting number of the item | CHK-2023-010 |
🔸 ITEM_DATE | Accounting date of the item 📖 | 2023-06-30 |
🔸 CURRENCY | Currency of the document, ISO 3-letter code | EUR |
🔸 AMOUNT | Total amount including VAT, in the document currency 📖 | -3000.00 |
🔸 JOURNAL | Journal code where the item is recorded* | DK 512200 |
🔸 CLEARING_CODE | Matching code shared by the items cleared together | AATDD |
INFO | Any additional information | Credit memo for rejected delivery |
* A journal code must be dedicated to identifying payments received on the factor's bank account. The offset account can also be used instead.
Sample files
Click here to download sample files for buyers, receivables, and the client journal.