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Spend Analytics - My Spend data import displays an error message, what now?

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My Spend data import displays an error message, what now?

A failed Spend data import is often caused by an incorrect delimiter, a delimiter in the data itself, an incorrect date format, or duplicate supplier names and invoice numbers.

1. Incorrect delimiter

The delimiter specified in the import wizard must exactly match the delimiter in the import file. If it differs, the import will be terminated prematurely. Check which delimiter is used in the file (common options: semicolon ; or comma ,) and set this correctly during the import.

2. Delimiter occurs in the data

When the delimiter also occurs in a data field—for example, a semicolon in a supplier name—the import cannot be processed correctly. The delimiter must be a unique character that does not occur anywhere else in the import file. Remove the delimiter from the relevant data fields or choose a different delimiter.

3. Incorrect date format

By default, ISPnext expects the date format DD-MM-YYYY (for example, 31-12-2024), unless the environment has been configured differently. Check that all date fields in the import file use this format and adjust them where necessary.

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Please note:
A common mistake is using the American date format MM-DD-YYYY instead of DD-MM-YYYY. This results in incorrect date processing or an error message during the import.

4. Duplicate supplier names or invoice numbers

During processing, ISPnext establishes a relationship between the supplier number and the invoice number. If this combination is not unique, an incorrect name may be displayed when retrieving supplier information. Check the following before submitting the import file:

  • Is the combination of supplier number (VendorReference) and supplier name (VendorName) unique per line?
  • Is the combination of supplier number (VendorReference) and invoice number (InvoiceNumber) unique per line?

5. Summary

  • Check that the delimiter in the wizard matches the one in the import file.
  • Ensure that the delimiter does not occur in data fields such as supplier names.
  • Use the date format DD-MM-YYYY unless the environment has been configured differently.
  • Ensure that the combinations VendorReference + VendorName and VendorReference + InvoiceNumber are unique per line.

This guide provides general information for ISPnext customers. The exact setup, permissions and configuration may vary by environment. Involve an implementation consultant where necessary.

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