Moving over from SimpelFact Desktop

Do you work on a Mac?

If you work on a Mac, or you want a program that keeps being developed, the online version is your version. SimpelFact Online runs in the browser, so it does not matter whether you use macOS, Windows, Linux, iOS or Android.

What the import assistant reads in

The import assistant reads the export files of SimpelFact Desktop. You create those files in the desktop version and then load them into your new administration.

• Customers, with their address and contact details.
• Items, with description, price and VAT rate.
• Stock entries, so your stock levels come along.
• Settings, including your company details and the invoice numbering.
• Old invoices, so that your history comes along.

You can run the import assistant more than once. The program recognises what it has already read in, using the data from the desktop version, so you will not get duplicate customers or items.

Moving over step by step

Moving over has three parts. First you create the export files in the desktop version, then you read them into SimpelFact Online, and finally you put your sender details and your logo in order. That last part is not a detail: skip it and your first invoice will not yet say what it should.

Part A. In SimpelFact Desktop

1. Open SimpelFact Desktop and go to "Settings" in the main menu.
2. In Settings, click the "Export data" button on the right-hand side.
3. Choose the folder the files should be saved in. Remember which folder that is, because you will be picking the files from there in a moment.
4. Indicate which files are to be exported and choose all of them. You will get Excel files with the .xlsx extension.

Part B. In SimpelFact Online

5. Log in and open the administration you want to put your data into.
6. Click "Settings" in the menu on the left.
7. Under the heading "Data", click "Import from SimpelFact Desktop".
8. Click "All-in-one". That reads all files in at once, so you do not have to watch the order yourself.
9. At "Export files (.xlsx)", click the button to choose files and select all files from the folder of step 3 at once. Then click "Import all".
10. Look at the import result. For each part you see how many rows were processed, how many were created and how many were skipped. Under "Skipped items" you see what was not read in and why.

Part C. After the import

11. Go back to "Settings" and click "Sender & document layout". Check your company details here: the header with your name, address, chamber of commerce number, VAT number and IBAN, the position of the address block and the footer. Part of this comes along from the desktop version, but not all of it, so read it the way your customer will read it. Click "Save".
12. Upload your logo on that same page. Under "Logo", click "Upload logo", then "Choose file", and pick your logo file. JPG, PNG and WebP up to 2 MB are allowed. Click "Save". Your logo does not come along from the desktop version, so it always has to be uploaded again.
13. Create a test invoice and look at the pdf. That shows you at a glance whether your sender details and your logo are right, before you send your first real invoice.

Good to know. You can read in at most 7 files at a time, each at most 32 MB. Only files with the .xlsx extension are read. Files the import assistant does not recognise are skipped without anything going wrong. Your invoices need two files, the one with the invoices and the one with the invoice lines. If only one of the two is there, the import assistant skips the invoices and says so.