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Import and export

Variables to be used for importing data into the account

Last updated: 2025-02-27

Do you want to efficiently import invoices, clients, or products into InvoiceOcean but are unsure which variables are supported by the system?
We have prepared a summary of available variables, categorized by the import of invoices, clients, and products, so you can verify which variables are accessible depending on the type of data being imported.

What data can you import into the system?

The system allows for the import of invoices, client databases, and products. If you previously used another system that enables data export to files in formats such as .XLS, .XLSX (Excel), .TXT, .CSV, .TSV, or you have prepared the import file yourself, you can upload it to the system to create documents and build a database of other data based on it.
 

Detailed import instructions can be found in dedicated articles:
→ Import of sales invoices and Import of expenses invoices
→ Import of client database
→ Import of product database

To ensure the import is successful, in step 2, you need to assign the correct variables to the columns that correspond to their content. For example, a column containing the name of the product/service being sold must be assigned the variable position.name: Position - Name of the product/service. This ensures the system correctly maps the value to the appropriate field on the invoice. Below, we present a full list of variables categorized by type of import.

Variables for Data Import into the Account

Below, you will find a list of variables along with their descriptions, divided by the imports for which the specific list applies:

→ Import of invoices
→ Import of clients
→ Import of products

Variables available for selection when importing invoices ↴
 
Key
Description
number N°
issue_date Issue date
sell_date Sale date
payment_to Due date
buyer_name Buyer
position.name Position - Item
position.quantity Position - Qty
position.total_price_gross Position - Total gross
accounting_income_tax_date Income tax date
accounting_kind Accounting kind
accounting_list  
accounting_other_tax_date  
accounting_scheme Accounting scheme
accounting_status  
accounting_vat_tax_date VAT Tax date
additional_info_desc Additional invoice field
approval_status  
buyer_bank Bank
buyer_bank_account Bank account
buyer_city City
buyer_company Company
buyer_country Country
buyer_email Client e-mail
buyer_fax  
buyer_first_name Buyer first name
buyer_last_name Buyer last name
buyer_mass_payment_code Mass payment code
buyer_name Buyer
buyer_note Additional note
buyer_person Buyer's signature
buyer_phone Client's phone
buyer_post_code Postcode
buyer_street Street
buyer_tax_no VAT ID
buyer_tax_no_kind Buyer's identification number type
buyer_www  
cancelled Cancel document
category_id Category
correction Credit note
currency Currency
delivery_address Addressee
delivery_date Document delivery date
department_id Seller
description Notes
description_footer Additional notes (printed at the bottom of the page)
description_long Additional notes (printed on the reverse side)
discount Discount
discount_kind Type of discount
discount_net  
email_status  
exchange_currency Show converted prices
exchange_currency_rate Exchange
exchange_currency_rate_den  
exchange_date Exchange rate date 
exchange_difference  
exchange_kind According to the rate
exchange_note Exchange note
exchange_rate_den  
exclude_from_stock_level  
gov_id National e-invoicing System number
gov_kind  
gov_status National e-invoicing System status
income Income
internal_note Private note (not visible in printout)
invoice_id  
invoice_template_id Print template
issue_date Issue date
issued_to_receipt Invoice issued to receipt 
issuer Issuer of the document
kind Kind
lang Language
na_tax_kind  
normalized_number  
not_cost  
number N°
oid PO number
paid Paid
paid_date Payment date
pattern  
payment_to Due date
payment_to_kind Due date
payment_type Payment type
place Place
price_gross Gross price
price_net Total net price
price_tax TAX
print_time Date of printing
recipient_id  
recipient_name Recipient
reverse_charge Reverse charge
search_data  
sell_date Sale date
sell_date_kind Sales time designation
seller_bank Bank
seller_bank_account Bank account
seller_bank_account_id  
seller_city City
seller_country Country
seller_email E-mail
seller_fax Fax
seller_name Seller
seller_person Seller's signature
seller_phone Telephone
seller_post_code Postcode
seller_street Street and n°
seller_tax_no VAT ID
seller_tax_no_kind Seller's identification number type
seller_www www
sent_time Send time
show_attachments Attachment visible to the client
show_discount Visible discount field
status Status
tax2_visible Second tax (visibility)
test Test document
use_delivery_address Delivery address
use_issuer  
use_moss OSS invoice
warehouse_id Warehouse
additional_invoice_field  
buyer_mobile_phone Mobile phone
department_shortcut Department short name
no No
gtu_codes Gtu codes
procedure_designations Procedure designations
original_invoice Original document
correction_reason Reason for the correction
position.name Position - Name of the product/service
position.quantity Position - Qty
position.price_net Position - Unit net price
position.price_gross Position - Unit gross price
position.tax Position - TAX
position.total_price_net Position - Total net 
position.total_price_tax Position - TAX
position.total_price_gross Position - Total gross
position.gtu_code Position - GTU code
position.quantity_unit Position - Quantity unit
position.discount Position - Discount amount
position.description Position - Description 
position.code Position - Ref.
position.additional_info Position - Additional information field
position.product_id Position - Product ID
position.kind Position - Position kind
position.discount_percent Position - Discount
recipient_company Company
recipient_first_name First name
recipient_last_name last name
recipient_tax_no TAX ID
recipient_street Street and n°
recipient_post_code Postcode
recipient_city City
recipient_country Country
recipient_email E-mail
recipient_phone Telephone
recipient_note Additional description 
split_payment  

Variables available for selection when importing clients ↴
 
Key
Description
shortcut Short name
name Client name
company Company
accounting_id Accounting account
attachments_count Number of attachments
bank Bank
bank_account Account number
bank_account_id  
buyer_id Buyer
category_id Category
city City
company Company
country Country
default_payment_type Default payment type
delivery_address Delivery address
department_id Client data access
disable_auto_reminders Do not send auto reminders
discount The default discount %
email E-mail
external_id Client ID
fax Fax
first_name First name
id ID
kind Kind
last_name Last name
mass_payment_code Individual bank account (or the end of the account #)
mobile_phone Mobile phone
name Client name
note Additional note
payment_to_kind Default payment terms
person Contact person
phone Phone number
post_code Postcode
price_list_id Price list
referrer  
register_number CRO certificate
shortcut Short name
street Street
street_no  
tag_list Tags
tax_no TAX ID
tax_no_kind  
title Title
use_delivery_address Use delivery address
use_mass_payment Mass payments
www Website
 
Variables available for selection when importing products ↴
 
Key
Description
name Name
price_net Net price
accounting_id Accounting account (sales)
additional_fields  
additional_info Additional info
attachments_count  
auto_payment_deoartment_id Department issuing the invoice
automatic_sales Online sales
available_from Sold from
available_to Sold until 
category_id Category
code Product code
currency Currency
department_id Company/department (data access)
description Description
disabled Disabled
ean_code EAN code
elastic_price Price may be changed by the payer (eg. To include gift certificates)
elastic_price_date_trigger  
form_description Description of payment
form_fields_horizontal Entry descriptions from the left
form_kind Format of payment
form_name Name of payment
form_template Form template
gtu_codes GTU codes
id  
image_url  
kind Kind
limited Quantitative restrictions (warehouses)
name Name
next_product_id Next product on the list
payment_callback API generated after making payment
payment_url_error URL after payment error
payment_url_ok URL after successful payment
period Months charge
price_gross Gross price
price_net Net price
price_net_on_payment Show net price on payment
price_tax Tax amount
purchase_price_gross Gross purchase price
purchase_price_net Net purchase price
purchase_price_tax Tax value
purchase_tax VAT
purchase_tax2  
default_quantity Default sold quantity
quantity_unit Unit
restricted_to_warehouses Product available to distributors only in selected warehouses
service Service
show_elastic_price Flexible price
size Size
size_height Height
size_unit Unit size
size_width Width
status  
stock_level Available quantity
subscription_id  
supplier_code Supplier code
tag_list Tags
tax TAX
tax2  
token Product Code
use_moss Subject to OSS
use_product_warehouses Separate sales price for warehouses
use_quantity_discount Discount % depending on the amount
warehouse_quantity Available amount / number
weight Weight
weight_unit  
tag_list Tags
warehouse_id  
 

 


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