{"id":154173,"date":"2026-10-29T11:57:47","date_gmt":"2026-10-29T11:57:47","guid":{"rendered":"https:\/\/docs.daftra.com\/?post_type=tutorial&p=154173"},"modified":"2026-10-29T12:39:43","modified_gmt":"2026-10-29T12:39:43","slug":"importing-and-exporting-clients-with-the-government-entity-column","status":"publish","type":"tutorial","link":"https:\/\/docs.daftra.com\/en\/tutorial\/importing-and-exporting-clients-with-the-government-entity-column\/","title":{"rendered":"Importing and Exporting Clients with the Government Entity Column"},"content":{"rendered":"
\n

You can mark clients as government entities when you import clients from a file, using the Government Entity<\/strong> 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.<\/p>\n

\n

\ud83d\udec8<\/span><\/p>\n

Note:<\/strong> The Government Entity<\/strong> column appears only in Saudi accounts where the KSA Electronic Invoice<\/strong> app is enabled, and it is used with Business clients only.<\/p>\n<\/div>\n

\n

Contents<\/p>\n

    \n
  1. Preparing the import file<\/strong><\/a><\/li>\n
  2. Steps to import clients<\/strong><\/a><\/li>\n
  3. Exporting clients<\/strong><\/a><\/li>\n
  4. Error messages and solutions<\/strong><\/a><\/li>\n
  5. FAQs<\/strong><\/a><\/li>\n<\/ol>\n<\/div>\n

    Preparing the import file<\/h2>\n

    Add the following columns to the clients file for each government entity client:<\/p>\n\n\n\n\n\n\n\n
    Column<\/th>\nValue<\/th>\n<\/tr>\n
    Government Entity<\/strong><\/td>\nYes<\/strong> for a government entity, and No<\/strong> for other clients. If you leave the cell empty, the client is treated as not a government entity.<\/td>\n<\/tr>\n
    Type<\/strong><\/td>\nBusiness<\/strong> or 2<\/strong>. An Individual client can’t be marked as a government entity.<\/td>\n<\/tr>\n
    C.R \/ Unified Number<\/strong><\/td>\nThe government entity’s contract \/ registration \/ license number, up to 50 letters or digits. It can contain \/<\/code>, -<\/code> or .<\/code><\/td>\n<\/tr>\n
    VAT Number<\/strong><\/td>\nOptional for government entities.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n
    \n

    \ud83d\udec8<\/span><\/p>\n

    Note:<\/strong> You can name the column Government Entity<\/strong> or \u062c\u0647\u0629 \u062d\u0643\u0648\u0645\u064a\u0629<\/strong>, and the system recognizes it automatically when mapping the fields.<\/p>\n<\/div>\n

    Steps to import clients<\/h2>\n
      \n
    1. From the main menu, click Clients<\/strong>, then click Import<\/strong><\/a>.<\/li>\n
    2. To get a file in the correct format, click Download Sample<\/strong>, then add the clients’ data to it.<\/li>\n
    3. Choose the file in File to Import<\/strong>, then click Next Step<\/strong>.<\/li>\n
    4. In Fields Mapping<\/strong>, make sure the Government Entity<\/strong> field in the System Field<\/strong> column is mapped to the correct column in Corresponding Field in File<\/strong>.<\/li>\n
    5. Click Import<\/strong>.<\/li>\n<\/ol>\n

      After the import, a message shows the number of clients imported or updated, and the number of rows that failed to import.<\/p>\n

      The value is saved in the Client is a Government Entity<\/strong> checkbox in the client’s details.<\/p>\n

      Exporting clients<\/h2>\n
        \n
      1. Open the Clients List<\/strong><\/a> report from Reports.<\/li>\n
      2. Show the report, then export it in the format you want.<\/li>\n<\/ol>\n

        The exported file contains the Government Entity<\/strong> column with Yes<\/strong> or No<\/strong> for every client, and the C.R \/ Unified Number<\/strong> column contains the contract \/ registration \/ license number for government entities.<\/p>\n

        Error messages and solutions<\/h2>\n\n\n\n\n\n
        Message<\/th>\nCause<\/th>\nSolution<\/th>\n<\/tr>\n
        Government Entity can only be set for Business clients<\/strong><\/td>\nThe Government Entity<\/strong> value is Yes, and the client type is Individual.<\/td>\nChange the type to Business<\/strong>, or set Government Entity<\/strong> to No.<\/td>\n<\/tr>\n
        Contract \/ Reg No \/ License No. must be up to 50 letters, digits, \/<\/code> -<\/code> or .<\/code><\/strong><\/td>\nThe contract \/ registration \/ license number is longer than 50 characters or contains characters that aren’t allowed.<\/td>\nCorrect the number in the file, then import again.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

        FAQs<\/h2>\n

        Why doesn’t the Government Entity column appear in the import or the export file?<\/h3>\n

        Because the column appears only in Saudi accounts where the KSA Electronic Invoice<\/strong> app is enabled.<\/p>\n

        What happens if I leave the Government Entity cell empty?<\/h3>\n

        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.<\/p>\n

        Can I import a government entity without a VAT number?<\/h3>\n

        Yes; the VAT number is optional for government entities.<\/p>\n

        Can I write the client type in Arabic in the file?<\/h3>\n

        No; write Business<\/strong> or 2<\/strong> in the Type<\/strong> column.<\/p>\n

        How do I mark existing clients as government entities by import?<\/h3>\n

        In the Fields Mapping<\/strong> step, turn on Update an existing Client with new data<\/strong>. Also add the Type<\/strong> column with the value Business<\/strong> next to the Government Entity<\/strong> column, because the system saves the government entity value when updating a client only if the client’s type in the file is Business.<\/p>\n<\/div>\n","protected":false},"author":39,"featured_media":0,"template":"","categories":[2130,2126,8122],"tags":[26204,26696,26162,21479,26686,26095,26699,26697,26694,18771,26695,26698],"class_list":["post-154173","tutorial","type-tutorial","status-publish","hentry","category-clients-management","category-clients","category-e-invoicing-saudi-arabia","tag-client-is-a-government-entity","tag-clients-import-file","tag-contract-reg-no-license-no","tag-export-clients","tag-fields-mapping","tag-government-entity","tag-how-do-i-export-clients-with-the-government-entity-column","tag-how-do-i-import-government-entity-clients","tag-import-and-export-clients","tag-import-clients","tag-ksa-electronic-invoice","tag-why-does-the-error-government-entity-can-only-be-set-for-business-clients-appear"],"yoast_head":"\nImporting and Exporting Clients with the Government Entity Column - 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