Migrating data
Uploading your own data into Deskflow
In Deskflow, you can transfer data from other packages or systems via Excel import files. Download the template for the subject you need, fill in your data, and upload it to Deskflow. Below you'll find the template and an overview of all fields, per category.
How do you use the import files?
Download het Excel-sjabloon voor de gewenste categorie. Vul je gegevens in op basis van de veldspecificaties hieronder — de kolom "Verplicht" toont welke velden verplicht zijn. Upload het ingevulde bestand in Deskflow via Instellingen > Importeren. Heb je vragen? Neem contact op met ons team.
Sjablonen & velden
Download the template
and view the fields per category
Klik op "Bekijk alle velden" om de veldspecificaties te openen. De kolom "Verplicht" toont welke velden verplicht zijn.
Klanten
36 fieldsImport your customer file with contact details, payment terms, VAT settings and Peppol configuration.
| Field | Required | Parameters | Description |
|---|---|---|---|
| Actief | No | 1 / 0 (1 = ja, 0 = nee) | Whether the customer is active in the system |
| Taal | Yes | 2-lettercode (bv. NL, FR, EN, DE) | Customer's language for documents |
| GDPR | Yes | 1 / 0 (1 = ja, 0 = nee) | GDPR consent given |
| Referentie | No | Max. 20 tekens | External reference or customer number |
| Naam | Yes | Max. 70 tekens | Name of the company or main person |
| Naam 2 | No | Max. 70 tekens | Additional name (e.g. trade name) |
| Juridische vorm | No | Max. 10 tekens | Legal form of the company (e.g. BV, BVBA) |
| Adres | No | Max. 150 tekens | Street and house number |
| Adres 2 | No | Max. 150 tekens | Additional address line (e.g. unit, floor) |
| Postcode | No | Max. 10 tekens | Postal code |
| Woonplaats | No | Max. 30 tekens | Municipality or city |
| Land | No | 2-lettercode volgens ISO (bv. BE, NL) | Customer's country |
| Ondernemingsnummer | No | Max. 50 tekens | Company registration number (KBO) |
| Telefoon | No | Max. 25 tekens | General phone number |
| Telefoon 2 | No | Max. 25 tekens | Second phone number |
| GSM | No | Max. 25 tekens | Mobile number |
| Fax | No | Max. 25 tekens | Fax number |
| Fax 2 | No | Max. 25 tekens | Second fax number |
| No | Max. 100 tekens | Main email address | |
| E-mail facturatie | No | Max. 100 tekens | Email address for invoices, if different from the main email address |
| Betalingstermijn | No | Aantal dagen (bv. 30) | Default payment term in days |
| Betalingstermijn type | No | 0 / 1 / 2 / 3 | Calculation method for the payment term: 0 = from invoice date, 1 = end of the month, 2 = end of the following month, 3 = end of the month after that |
| Uurtarief | No | Bedrag met 2 decimalen (bv. 45.00) | Default hourly rate for this customer |
| Wanbetaler | No | 1 / 0 (1 = ja, 0 = nee) | Whether this customer is flagged as a defaulter |
| Branche | No | Max. 75 tekens | Customer's sector or industry |
| Opmerking | No | Max. 1000 tekens | Internal notes |
| Korting | No | Percentage met 2 decimalen (bv. 10.50) | Default discount percentage |
| Financiele korting | No | Percentage met 2 decimalen (bv. 2.00) | Financial (early payment) discount |
| Website | No | Max. 75 tekens | Website URL |
| Groep | No | Max. 100 tekens | Name of a customer group. If the group doesn't exist yet, it will be created automatically |
| Prijslijst | No | Max. 50 tekens | Name of an existing price list |
| Btw code | No | Max. 50 tekens | Code of an existing VAT code, managed via Management > VAT |
| Account manager | No | Naam van bestaande gebruiker | Name of the responsible account manager |
| Facturatie methode | No | MAIL / PRINT / PEPPOL | Method(s) by which invoices are sent. Multiple values possible, separated by a comma (e.g. MAIL,PEPPOL) |
| Peppol type | No | ON / VAT / GLN / leeg | Identification type for Peppol e-invoicing: ON = company number, VAT = VAT number, GLN, or leave blank. Note: any other value will cause the entire row to be rejected on import |
| Punten | No | Geheel getal | Number of loyalty points (if applicable) |
Custom fields: have you created an extra field yourself in Deskflow? You can include that in this import file too. Name the column exactly like the field you created, followed by (av). If your field is called Colour, for example, the column name becomes Colour (av).
Contactpersonen
8 fieldsLink contacts to existing customers with name, job title and contact details.
| Field | Required | Parameters | Description |
|---|---|---|---|
| Naam contactpersoon | Yes | Max. 100 tekens | Contact's last name |
| Voornaam contactpersoon | Yes | Max. 100 tekens | Contact's first name |
| Functie contactpersoon | No | Max. 75 tekens | Job title or role |
| Telefoon contactpersoon | No | Max. 20 tekens | Direct phone number |
| E-mail contactpersoon | No | Max. 100 tekens | Direct email address |
| Fax contactpersoon | No | Max. 20 tekens | Fax number |
| Gsm contactpersoon | No | Max. 20 tekens | Mobile number |
| Klant contactpersoon | Yes | Naam van bestaande klant | Customer the contact is linked to |
Leveranciers
15 fieldsImport your supplier data with contact information, payment details and bank details.
| Field | Required | Parameters | Description |
|---|---|---|---|
| Naam | Yes | Max. 50 tekens | Name of the supplier company |
| Taal | Yes | 2-lettercode (bv. NL, FR, EN) | Language for communication with the supplier |
| GDPR | No | 1 / 0 (1 = ja, 0 = nee) | GDPR consent |
| Ondernemingsnummer | No | Max. 20 tekens | Supplier's company registration number (KBO) |
| Btw code | No | Max. 50 tekens | Code of an existing VAT code, managed via Management > VAT |
| Adres | No | Max. 150 tekens | Street and house number |
| Postcode | No | Max. 20 tekens | Postal code |
| Woonplaats | No | Max. 50 tekens | Municipality or city |
| Land | No | 2-lettercode volgens ISO (bv. BE, NL) | Supplier's country |
| Telefoon | No | Max. 30 tekens | General phone number |
| Fax | No | Max. 30 tekens | Fax number |
| No | Max. 75 tekens | Main email address | |
| Rekeningnummer | No | Max. 40 tekens | Bank account number for payments |
| Standaard aankooprekening | No | Boekhoudrekeningnummer | Default accounting account for purchases from this supplier |
| Leveringen | No | 1 / 0 (1 = ja, 0 = nee) | Deliveries active for this supplier |
Custom fields: have you created an extra field yourself in Deskflow? You can include that in this import file too. Name the column exactly like the field you created, followed by (av). If your field is called Colour, for example, the column name becomes Colour (av).
Producten
41 fieldsImport your entire product catalogue with prices, stock settings, VAT, eco tax and accounting codes.
| Field | Required | Parameters | Description |
|---|---|---|---|
| Actief | No | 1 / 0 (1 = ja, 0 = nee) | Whether the product is actively available |
| Naam | Yes | Max. 1000 tekens | Name of the product |
| Uitgebreide omschrijving | No | Vrije tekst (geen tekenlimiet) | Extended product description |
| Ref | No | Max. 100 tekens | Internal item reference or SKU |
| Barcode | No | Max. 50 tekens | EAN, UPC or other barcode value |
| Aankoop | No | Bedrag met 4 decimalen (bv. 10.5000) | Purchase price excl. VAT |
| Aankoop incl | No | Bedrag met 4 decimalen (bv. 12.7050) | Purchase price incl. VAT |
| Verkoop | Yes | Bedrag met 4 decimalen (bv. 19.9900) | Sale price excl. VAT. Fill in at least one of Sale or Sale incl. If you also fill in a VAT code, Deskflow calculates the other price automatically. Without a VAT code, this doesn't happen. Note: if you fill in both prices yourself, they are not checked for consistency — an incorrect calculation will be imported without an error message |
| Verkoop incl | Yes | Bedrag met 4 decimalen (bv. 24.1879) | Sale price incl. VAT. Fill in at least one of Sale or Sale incl. If you also fill in a VAT code, Deskflow calculates the other price automatically. Without a VAT code, this doesn't happen. Note: if you fill in both prices yourself, they are not checked for consistency — an incorrect calculation will be imported without an error message |
| Winst % | No | Percentage met 4 decimalen (bv. 25.0000) | Profit margin as a percentage |
| Korting | No | Bedrag met 4 decimalen | Default discount amount on this product |
| Korting % | No | Percentage met 2 decimalen (bv. 10.50) | Default discount percentage on this product |
| Referentie leverancier | No | Max. 100 tekens | Item reference at the supplier |
| Leverancier | No | Naam van bestaande leverancier | Supplier of this product |
| Stock | No | Getal met 2 decimalen (bv. 25.00) | Current stock quantity |
| Minimum Stock | No | Getal met 2 decimalen (bv. 5.00) | Threshold for purchase suggestion |
| Type | Yes | Naam van het type | Product type. If the type doesn't exist yet, it will be created automatically |
| Groep | No | Naam van productgroep | Product group or category. If the group doesn't exist yet, it will be created automatically |
| Ecotax omschrijving | No | Max. 200 tekens | Description of the eco tax |
| Ecotax bedrag | No | Bedrag met 4 decimalen | Eco tax amount per unit |
| Recupel omschrijving | No | Max. 200 tekens | Description of the Recupel contribution |
| Recupel bedrag | No | Bedrag met 4 decimalen | Recupel contribution per unit |
| Bebat omschrijving | No | Max. 200 tekens | Description of the Bebat contribution |
| Bebat bedrag | No | Bedrag met 4 decimalen | Bebat contribution per unit |
| Ecotax internationaal | No | 1 / 0 (1 = ja, 0 = nee) | Whether the eco tax applies internationally |
| Btw code | Yes | Max. 50 tekens | Code of an existing VAT code, managed via Management > VAT |
| Eenheid | No | Naam van bestaande eenheid (zie Producten > Eenheden) | Sales unit of the product |
| Aankooprekening | No | Max. 10 tekens | Accounting account for purchase cost |
| Verkooprekening | No | Max. 10 tekens | Accounting account for sales revenue |
| Stock beheren | No | 1 / 0 (1 = ja, 0 = nee) | Whether stock for this product is actively tracked |
| Verhuur | No | 1 / 0 (1 = ja, 0 = nee) | Whether this product can be rented out |
| Min. aankoop | No | Getal met 2 decimalen (bv. 5.00) | Minimum purchase quantity from the supplier |
| Stocklocatie id | No | Geheel getal (ID van de locatie) | Stocklocatie waar dit product ligt. Het ID vind je in de URL bij Magazijn > Voorraadlocaties, via de knop "aanpassen" |
| Standaardlocatie | No | 1 / 0 (1 = ja, 0 = nee) | Whether this is the default stock location for the product |
| Samenstelling | No | 1 / 0 (1 = ja, 0 = nee) | Whether this product is a composite product (with components) |
| Verpakking | No | 1 / 0 (1 = ja, 0 = nee) | Whether this product is a packaging unit |
| Aanpasbaar detail | No | 1 / 0 (1 = ja, 0 = nee) | Whether the extended description can be edited in sales documents |
| Intrastat code | No | Max. 8 tekens | Intrastat code for cross-border trade statistics |
| Land van oorsprong | No | 2-lettercode (bv. BE) | Country of origin of the product |
| Gewicht | No | Getal met 4 decimalen | Weight per unit (kg) |
| Aanvullende eenheden | No | Getal met 4 decimalen | Intrastat-related information |
Custom fields: have you created an extra field yourself in Deskflow? You can include that in this import file too. Name the column exactly like the field you created, followed by (av). If your field is called Colour, for example, the column name becomes Colour (av).
Translations: want to provide the Name or Extended description in another language too? Add an extra column with the field name followed by the language, for example Name English, Name French or Extended description French.
Samenstellingen
5 fieldsDefine composite products with their components and quantities.
| Field | Required | Parameters | Description |
|---|---|---|---|
| Samenstelling | Yes | Naam van bestaand product | The composite product (parent) |
| Onderdeel | Yes | Naam van bestaand product | The part or component |
| Aantal | No | Getal met 2 decimalen (bv. 2.00) | Required quantity of the component |
| Opmerking | No | Vrije tekst (geen tekenlimiet) | Optional note for this component |
| Volgorde | No | Geheel getal | Sort order of the component within the assembly |
Prijslijsten
8 fieldsImport customer-specific or volume-specific prices per product or product group.
| Field | Required | Parameters | Description |
|---|---|---|---|
| Product | No | n.v.t. | Ignored on import (not saved) |
| Referentie | Yes | Referentie (SKU) van bestaand product | Product the price applies to. Fill in either Reference or Group, not both |
| Groep | Yes | Naam van bestaande productgroep | Product group the price applies to. Fill in either Reference or Group, not both |
| Aantal | No | Geheel getal (bv. 1) | Minimum quantity for volume pricing |
| Prijs | Yes | Bedrag met 4 decimalen (bv. 19.9900) | Value applied according to the selected Type: the amount (fixed price), the percentage (percentage), or the multiplication factor (margin) |
| Type | No | 0 / 1 / 2 | Price rule type: 0 = fixed price, 1 = percentage, 2 = multiplication factor on the margin |
| Basisprijs | No | n.v.t. | Ignored on import (not saved) |
| Eindprijs | No | n.v.t. | Ignored on import (not saved) |
Tijdsregistraties
11 fieldsImport existing time entries with customer, user, type and invoicing details.
| Field | Required | Parameters | Description |
|---|---|---|---|
| Klant | No | Naam van bestaande klant | Customer the time entry is linked to |
| Gebruiker | No | Naam van bestaande gebruiker | Employee who logged the time |
| Omschrijving | No | Vrije tekst (geen tekenlimiet) | Description of the activity performed |
| Type | No | Naam van bestaand type (zie Tijdsregistraties > Types) | Activity type or task description |
| Factureerbaar | No | 1 / 0 (1 = ja, 0 = nee) | Whether this time is invoiced to the customer |
| Vervoerskost | No | 1 / 0 (1 = ja, 0 = nee) | Whether a travel cost is charged |
| Afstand | No | Getal met 2 decimalen (bv. 12.50) | Distance travelled in kilometres |
| Gefactureerd | No | 1 / 0 (1 = ja, 0 = nee) | Whether this time entry has already been invoiced |
| Datum | No | DD/MM/JJJJ | Date of the activity. Combined with the time from Start time/End time |
| Starttijd | No | UU:MM | Start time of the activity |
| Eindtijd | No | UU:MM | End time of the activity |
Need help?
Questions about importing
your data into Deskflow?
Have questions or need help preparing or uploading your import files? Our support team is happy to help via the service desk.