Assign invoices per supplier automatically (CSV mapping)

Often the desired result depends on the supplier: invoices from supplier A should go into its folder, be posted to its vendor account or be mailed to “its” clerk. This is exactly what lookup tables (CSV mappings) do: they translate an invoice value - e.g. the seller name - into a target value and provide it as a placeholder wherever placeholders are supported.

Step 1: Create a lookup table

1. Open Menu → Options…, page Lookup tables.
2. Click New… - the editor opens in its own window.

3. Enter a name (e.g. “Vendor accounts” or “Filing folder per supplier”).
4. Define the matching: which invoice value serves as the key (selected via the placeholder menu, e.g. “Invoice issuer: Company”) and against which column it is compared - as exact match, “contains” or regular expression; multiple AND-combined conditions are possible as well.
5. Choose the result column that provides the target value.

Step 2: Maintain entries or import them from CSV

You have two options:

• Directly in the editor: create rows via the row tools (row above/below, duplicate, delete, paste From clipboard - handy for Excel data).
• Values from file: import the entries from a CSV file (file path, delimiter, encoding, “First row contains column headers”) - hence the name CSV mapping. Ideal when the supplier list is already maintained in your ERP or accounting system.

The preview in the editor shows the captured data.

Step 3: Define the behavior on a missing match

On the Advanced tab you control how unknown suppliers are handled:

This keeps processing controllable even for new, not yet captured suppliers - the error entry in the log reminds you to add the supplier.

Step 4: Use the placeholder in the profile

Open the profile and insert the table placeholder via Insert placeholder ▼ → Lookup tables at the desired spot. Typical uses:

• Target folder per supplier: in the directory field of a save/move task, e.g. D:\Invoices\ + table placeholder - each invoice ends up in its supplier’s folder (see chapter 19)
• DATEV account mapping: in the personal account field of the DATEV task - seller → vendor number (see chapter 14.3 and the how-to “Create DATEV accounting batches from e-invoices”)
• Clerk routing: as the recipient of the send task - each invoice goes to the responsible clerk (alternatively: the CSV recipient list of the send task, see chapter 17.3)

Important: The placeholder is inserted via the menu (form <CSVMapping{Name}>) - do not type it in manually as text.

Step 5: Verify with example invoices

1. In the profile, add one typical invoice of each of your most important suppliers under Example invoices (see chapter 8.9).
2. The result preview shows the resolved target value for every example invoice - so you see immediately whether the mapping works (see chapter 8.11).

Global placeholders as a complement

For fixed name-value pairs without table logic, there are additionally the global placeholders (dedicated page in the program options) - e.g. a central filing root referenced in many profiles and changed in one place when needed (see chapter 40.12).

Common issues

Further reading

• Program help chapter 70.2 - CSV mapping and lookup tables (concept)
• Program help chapter 40.11 - lookup tables (management and editor)
• Program help chapter 70.1 - list of all placeholders
• Program help chapter 14 - DATEV export