Importing and Exporting Clients with the Government Entity Column
You can mark clients as government entities when you import clients from a file, using the Government Entity column. This column also appears in the clients export file. This guide explains how to prepare the import file, the import and export steps, and the error messages and their solutions.
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Note: The Government Entity column appears only in Saudi accounts where the KSA Electronic Invoice app is enabled, and it is used with Business clients only.
Contents
Preparing the import file
Add the following columns to the clients file for each government entity client:
| Column | Value |
|---|---|
| Government Entity | Yes for a government entity, and No for other clients. If you leave the cell empty, the client is treated as not a government entity. |
| Type | Business or 2. An Individual client can’t be marked as a government entity. |
| C.R / Unified Number | The government entity’s contract / registration / license number, up to 50 letters or digits. It can contain /, - or . |
| VAT Number | Optional for government entities. |
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Note: You can name the column Government Entity or جهة حكومية, and the system recognizes it automatically when mapping the fields.
Steps to import clients
- From the main menu, click Clients, then click Import.
- To get a file in the correct format, click Download Sample, then add the clients’ data to it.
- Choose the file in File to Import, then click Next Step.
- In Fields Mapping, make sure the Government Entity field in the System Field column is mapped to the correct column in Corresponding Field in File.
- Click Import.
After the import, a message shows the number of clients imported or updated, and the number of rows that failed to import.
The value is saved in the Client is a Government Entity checkbox in the client’s details.
Exporting clients
- Open the Clients List report from Reports.
- Show the report, then export it in the format you want.
The exported file contains the Government Entity column with Yes or No for every client, and the C.R / Unified Number column contains the contract / registration / license number for government entities.
Error messages and solutions
| Message | Cause | Solution |
|---|---|---|
| Government Entity can only be set for Business clients | The Government Entity value is Yes, and the client type is Individual. | Change the type to Business, or set Government Entity to No. |
Contract / Reg No / License No. must be up to 50 letters, digits, / - or . |
The contract / registration / license number is longer than 50 characters or contains characters that aren’t allowed. | Correct the number in the file, then import again. |
FAQs
Why doesn’t the Government Entity column appear in the import or the export file?
Because the column appears only in Saudi accounts where the KSA Electronic Invoice app is enabled.
What happens if I leave the Government Entity cell empty?
The client is imported without being marked as a government entity. When you update an existing client, its government entity mark is removed if it had one.
Can I import a government entity without a VAT number?
Yes; the VAT number is optional for government entities.
Can I write the client type in Arabic in the file?
No; write Business or 2 in the Type column.
How do I mark existing clients as government entities by import?
In the Fields Mapping step, turn on Update an existing Client with new data. Also add the Type column with the value Business next to the Government Entity column, because the system saves the government entity value when updating a client only if the client’s type in the file is Business.