File Format Guidelines for SaasAnt Transactions

This guide provides answers to common questions about using SaasAnt Transactions to import data into your accounting software. It covers file formats, data preparation, and advanced features to ensure a smooth import process.

What file formats does SaasAnt Transactions support?

SaasAnt Transactions supports a variety of file formats to accommodate different data sources:

• SaasAnt Transactions Online: XLS, XLSX, XLSM, CSV, TXT, Google Sheets, IIF, PDF, PNG, JPEG, JPG.

• SaasAnt Transactions Desktop: XLS, XLSX, XLSM, CSV, TXT, IIF.

All versions of these formats are accepted, provided they meet the 10 MB file size limit.

How do I prepare my data for import?

To ensure a successful import, structure your data using SaasAnt’s sample templates, available for download from the upload screen. These templates cover all supported transaction and list types. You can also use your own templates if the columns and rows match SaasAnt’s samples, enabling accurate automatic mapping.

For multi-line transactions (e.g., invoices with multiple items), repeat key details (e.g., Invoice No, Customer, Date) across all rows of the same transaction. SaasAnt groups these into a single entry.

Example:

This creates two invoices: one for ABC Corp with two items and one for XYZ Ltd with one item.

Can I use SaasAnt to extract data from scanned receipts or PDFs?

Yes, SaasAnt uses AI-powered technology to extract data from scanned receipts, invoices, and bank statements in PDF, JPG, or PNG formats.

What are the common errors to avoid when importing data?

Avoid these frequent issues:

1. Incorrect Date Formats: Mismatched formats (e.g., MM/DD/YYYY vs. DD/MM/YYYY) can fail imports. You can change date formats in the import settings.

2. Missing Mandatory Fields: Required fields (e.g., "Customer" for invoices) must be present. SaasAnt’s error identification flags these, and Auto Create List Entities can generate missing records.

How does the "Auto Create List Entities" feature work?

This feature creates missing records (e.g., customers, vendors, items) during import using basic details from your file. For example, a new customer in an invoice is added automatically. It doesn’t support complex setups like custom fields—review the records after importing.

Can I manipulate data before importing with Data Transformation Rules?

Yes, Data Transformation Rules let you modify data pre-import. Examples:

• Replace "Item123" with "Widget Pro" across rows.

• Add "Location: Downtown" based on specific products.

These rules adapt your data to your accounting software’s needs.

How does the Multi-File Upload feature work?

Upload up to five files for sequential processing, based on your specified order. This is ideal for dependent transactions, like invoices followed by payments.

What is the file size limit for imports?

The limit is 10 MB, suitable for large Excel or CSV files. Split larger files into smaller parts before uploading.

How are persistent mappings stored and accessed?

Persistent mappings are saved at the company file level, accessible to all users with permissions. They’re specific to one company file and can include multiple mappings for different data structures.

Are there advanced mapping options for power users?

Yes, advanced options include:

• Custom Fields: Map to custom fields in your accounting software.

• Multi-Currency Transactions: Manage currency codes and amounts.

• Saved Custom Mappings: Reuse tailored mapping profiles.

These features support complex workflows.