Master data

So that users can enter valid account assignments, invoiceR needs the master data from the ERP: accounts, cost centers, suppliers and more. It is usually imported automatically and regularly, see Master data import and ERP plugins.

The most important master data

Master data	Technical name	Content
Accounts	`Accounts`	Ledger accounts with description, default VAT code and balance sheet flag
Cost centers	`Costcenters`	Cost centers with description and responsible person
Account/cost center	`AccountCostCenters`	Which accounts may be combined with which cost centers
Account groups	`AccountGroups`, `CostCenterAccountGroups`	Groupings of accounts, also per cost center
Projects	`Projects`	Projects with number and name
Suppliers	`Suppliers`	Suppliers (creditors) with address, UID and defaults such as terms of payment and VAT code
Payment methods	`PaymentMethods`	Bank or postal connections of a supplier (IBAN, account, BIC)
Terms of payment	`TermsOfPayment`	Net period and up to two discount levels
VAT codes	`VatCodes`	VAT codes with rate and country
VAT matrix	`VatCodesMatrix`	Which VAT code applies to which cost center and account range
Currencies	`CurrencyExchangeRates`	Currencies and exchange rates

Depending on the ERP and installation there is further master data, for example articles, orders, deliveries, cost units or vehicles.

All master data belongs to an organization unit (technically IrOrganizationUnitId). If a tenant has several company codes, invoiceR keeps the master data separate per organization unit. During import, invoiceR assigns each record through the external ID of the organization unit.

Where a record comes from: Source

Every imported record carries in the field Source the source stated in the import configuration (default External). An import only compares records with the same source. This way several imports can fill the same master data side by side without overwriting or deleting each other’s records.

Recognizing records: MappingKeys

On every run, the import has to decide whether a delivered record is new or changes an existing one. For this it builds a key from the fields in MappingKeys. If the key matches an existing record, that record is updated, otherwise a new one is created.

The MappingKeys are part of the import job configuration:

{
  "Source": "ERP",
  "MappingKeys": ["IrOrganizationUnitId", "Number"]
}

Recommended MappingKeys:

Master data	MappingKeys
Accounts (`Accounts`)	`IrOrganizationUnitId`, `Number`
Cost centers (`Costcenters`)	`IrOrganizationUnitId`, `Number`
Projects (`Projects`)	`IrOrganizationUnitId`, `Number`
Suppliers (`Suppliers`)	`IrOrganizationUnitId`, `Number`
Terms of payment (`TermsOfPayment`)	`IrOrganizationUnitId`, `Number`
Payment methods (`PaymentMethods`)	`IrOrganizationUnitId`, `SupplierNumber`, `Number`
VAT codes (`VatCodes`)	`IrOrganizationUnitId`, `Code`
VAT matrix (`VatCodesMatrix`)	`IrOrganizationUnitId`, `CostCenterNumber`, `AccountNumberBegin`, `AccountNumberEnd`
Account/cost center (`AccountCostCenters`)	`IrOrganizationUnitId`, `AccountNumber`, `CostCenterNumber`
Account groups (`AccountGroups`)	`IrOrganizationUnitId`, `AccountNumber`, `Group`
Cost center account groups (`CostCenterAccountGroups`)	`IrOrganizationUnitId`, `CostCenterNumber`, `Group`
Currencies (`CurrencyExchangeRates`)	`CurrencyCode`, plus `IrOrganizationUnitId` for rates per organization unit
Customer cases (`CustomerCases`)	`IrOrganizationUnitId`, `Number`

If the ERP delivers the same record with different validity periods (for example a VAT code whose rate changes from a certain date), also add ValidFrom and ValidTo to the MappingKeys:

"MappingKeys": ["IrOrganizationUnitId", "Code", "ValidFrom", "ValidTo"]

What happens to records that are no longer delivered

If an existing record is missing from a delivery, the file import marks it as deleted (setting DeleteNotDeliveredRecords, default true). Users can no longer select deleted records; documents that already have an account assignment keep their values.

If a deleted record appears again later, the import creates a new one by default. With ReactivateDeletedRecords: true it reactivates the existing record instead.

You find further settings under Master data import.