With data imports, you can quickly add large amounts of products and items to Severa by uploading information in a CSV file.

The easiest way to get started is to navigate to Settings > Data imports > Project fee import, and download the template file. The template provides all available column headers and examples of how your data should look like in the CSV file.

Multiple currencies

If your organization uses several currencies, it is possible to select in which currency the data in the CSV is in. This selection applies to both unit price and unit cost in the file. By default the company's base currency is used. In addition to base currency, all active organization currencies, which have currency rates, are available. Selecting a value is mandatory and it is done before uploading the CSV. System will use the exchange rates entered in the Settings to convert prices or costs into Project's base currency and invoicing currency.

Admin permissions are needed to access data imports.

Notes before start

  • Data can be imported in a CSV file
  • CSV files can be created and edited with spreadsheet software
  • Do not use double quotes ("), semicolons (;) and line breaks (Enter) in your data
  • Use semicolon (;) as field separator in the file. Also comma (,) can be used.
  • Special characters, including Ä, Ö, Å need to be encoded according to ISO/IEC 8859-1, Windows-1252 or UTC-8.

Import data

  1. Go to Settings > Data imports > Project fee import
  2. Select the file you want to import from your computer (drag and drop or browse from files)
  3. Check the status of the file contents in the Import data view and fix possible errors
  4. Click Import data when finished checking the data
  5. After a successful import, you will see a list of imported project fees (fees and expenses)
    • If you get any error messages at this stage, fix the data or remove the row and try again.

Field formatting

To connect the fees to correct Projects there are multiple options how to fill in the CSV file. The quickest option is to use Project number to find the correct Project (no need to enter Customer details or Project name). If Project name is used instead, then information about the Customer must be entered as well.

Below are the column headers with information about field formatting and logic for correct uploading of the CSV file.

Field name Field type Restrictions Comment
Project number Numeric
VAT number Maximum 50 characters. Must be an exact match to Customer's VAT number. If Customer is not found with the given VAT, Customer number is used to find the correct Customer.
Customer number Numeric If Customer is not found with the given Customer number, Customer name is used to find the correct Customer.
Customer name Text Maximum 100 characters. Used if Customer wasn't found with VAT number or Customer number.
Project name Maximum 100 characters. Mandatory only if Project number hasn't been given. Name needs to be an exact match, and Project needs to belong to the Customer.
Product identifier Maximum 100 characters. Not mandatory. If given, row is mapped to an active Product (in Product register).
Description Text Maximum 100 characters. If Product identifier is given, Description is not mandatory to give, and Product name is used as both name and description. If Product identifier is not given, Description is mandatory to give.
Quantity Maximum 4 decimals. Can be between -100000 and 1000000 (but not zero).
Unit Maximum 50 characters. Not mandatory. If Unit hasn't been given, but Product identifier is given, Unit from Product is used.
Unit price Price can have 2 decimals. Price is mandatory to give if item is not related to a product using Product identifier. Price can be positive or negative. Leave unit price as empty if you want to have price as zero. If Product identifier is given and unit price is left empty; price comes based on pricing, either so that Product has pricing on Project, Price list, or in Product register. If the Product doesn't have a price, the price is 0. In the CSV file the price is given either in organization's base currency, or in selected currency. Different currencies can be used only when using Multi-Currency add-on. Price is always converted with currency rate to Project currency.
Unit cost Cost can have 2 decimals. Cost is mandatory to give if item is not related to a Product using Product identifier. Cost can be positive or zero. If Product identifier is given and unit cost is left empty; cost of the item comes from Product register. If the Product doesn't have a cost, the cost is 0. In the CSV file the cost is given either in organization's base currency, or in selected currency. Different currencies can be used only when using Multi-Currency add-on. Cost is always converted with currency rate to Project currency.
VAT Not mandatory. If VAT is given, it is used. Given VAT needs to exist in organization's VAT settings and be active. If VAT is not given; item gets VAT either from Customer, Product (if Product identifier is used) or from default VAT of the organization.
Date Format "dd.mm.yyyy". Not mandatory. If not given, item gets current day as date. Date can be current day, or in the past or in the future.
Employee number Maximum 100 characters. Not mandatory. If given, it is used to find an active user in Severa. If given, user name is ignored.
User name Text Maximum 100 characters. Not mandatory. If Employee number has not been given, User name is used to find the user. Format is "FirstName LastName".


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