Import clients

You don’t always need to add a client manually.
You can simplify this process by using the import feature.
To import clients, go to Contacts ➝ Clients ➝ “Import” (or user menu -> “Import” -> choose “Import Clients” and click “Import”).

You can import clients from a CSV or a vCard directly from your profile:

1. If you choose to import a CSV file, next, choose the file from your computer or download a sample (click the “See a Sample” link) to know how this file should look like.

NOTES:

• The Client number needs to be unique in your file
• Client custom fields are not supported on import

Now pick from the file the contacts you want to import and click “Import Clients”.

2. When you opt for vCard, upload this file on the next step:

Then choose the client and click the “Import Clients” button:

Note: This way you can import not only the clients but any other data by picking the needed one from the drop-down.

How do I export my list of contacts?

To export data of all clients to an Excel document, go to My Profile (click on your name at the top of the page) ➝ Export

Note: This way you can export not only the clients but any other data by picking the needed one from the drop-down.

We know how important it is for you to know that you can easily import or export your data at your own convenience. That’s why, you can export all your data or just specific tables from your zistemo account, with just one click.
Go to My Profile ➝ Export and select ‘zistemo Format File (CSV)’ from the drop-down list. Choose the data you would like to export as CSV as you can see in the image below. Click on ‘Export’ and that’s all.

A simple and efficient tool that gives you unlimited access to your data (expenses, invoices, staff reports, timesheets, lists of products, etc.) and allows you to instantly import it into another account as CSV format.

First, select the entry “zistemo Datev” from the “File Format” dropdown list.

In the second drop-down list, you can choose to export expense, invoice or Customers/Vendors records. If you need to export all three types, you’ll have to repeat these steps as you can’t opt for all three at the same time.

The “Filter By” list will allow you to filter a specific date range or all records from the current year. You can also choose from our preconfigured date ranges (like the previous month, the previous quarter, etc.) by clicking the arrow in the “Date Range” field.

Finally, add your client number,  your tax consultant’s Datev number and the type of account numbers to the last three fields. For more information or in case you don’t have these numbers, please contact your tax consultant.

After pressing the “Export”, button zistemo will create the related Datev CSV file and you will be able to provide it to your tax consultant for further processing.

First, choose “Account Export” from the user menu:

On “Export Data” page, click “Export Your Data”:

As soon as the data will be archived as a ZIP folder, you will receive an email with a link where you can download it.

NOTE: For companies based in Austria, zistemo will automatically use the Austrian number system.

If you want to export your expense categories to another system (DATEV, SKR3-SKR4, customized), you need to follow its’ categories numbers. By default, the zistemo uses DATEV numbers – you can review them in “Purchases” -> “Expense Categories” -> “Basic Numbers”.

These numbers aren’t editable. However, you can create another numbering system manually in “Own Account Numbers”. Just enter a number to the “Category Number” field and click “Save”.

Note: If you create your own category/subcategory through the “Add Category” button, you will be able to add/change this number in both “Basic Numbers” and “Own Account Numbers”.

With this feature the zistemo helps you to export these categories into another system, saving the time on creating them again.

In the ‘File Format’, you can choose CSV or DATEV (more about DATEV).
‘Delimiter’ – comma or semicolon – this is the punctuation mark which separates your data in the CSV file.
‘Filtered by’ – none or date – if you choose ‘Date’, then you are able to export expenses made during a specific time period.

Click the ‘Export’ button to export expenses. Furthermore, you can import this file to any zistemo account (read more here).
Also, all your expenses attachments will be exported as URL addresses, but if you want to see them as a link, then mark the checkbox ‘Make URLs as hyperlinks’ and choose the language of your Excel program:

Now you will be able to review an expense attachment by just clicking on its link in the exported file:

With our new function “SQL Data Warehouse” you can easily export all your stored infos from zistemo to a SQL database. This gives you the full control of your data and you can create every reports or chart you can imagine. Optimal for BI analysis with Tableau or Google Data Studio. This feature is exclusively for our “enterprise” users. We automatically update every hour the database informations. How the hourly sync works:

Important notes:

1. Zistemo supports MySQL Version 5.6. or 5.7. See HERE, how to connect with MySQL 8.0;
2. Host field value is valid IP address or domain name
3. Setup your firewall. Add IP 159.100.250.182; 194.182.189.139; 194.182.188.162; 91.92.154.198; 91.92.155.52 to allowed list

4. If you have any issues with the permissions, please run this command:
   GRANT ALL PRIVILEGES ON `yours_db_name`.* TO `yours_user_name`@`159.100.250.182`;
   GRANT ALL PRIVILEGES ON `yours_db_name`.* TO `yours_user_name`@`194.182.189.139`;
   GRANT ALL PRIVILEGES ON `yours_db_name`.* TO `yours_user_name`@`194.182.188.162`;
   GRANT ALL PRIVILEGES ON `yours_db_name`.* TO `yours_user_name`@`91.92.154.198`;
   GRANT ALL PRIVILEGES ON `yours_db_name`.* TO `yours_user_name`@`91.92.155.52`;

   If you use MySQL 8 then run this sql command:
   ALTER USER `yours_user_name`@`159.100.250.182` IDENTIFIED WITH mysql_native_password BY ‘password’;
   ALTER USER `yours_user_name`@`194.182.189.139` IDENTIFIED WITH mysql_native_password BY ‘password’;
   ALTER USER `yours_user_name`@`194.182.188.162` IDENTIFIED WITH mysql_native_password BY ‘password’;
   ALTER USER `yours_user_name`@`91.92.154.198` IDENTIFIED WITH mysql_native_password BY ‘password’;
   ALTER USER `yours_user_name`@`91.92.155.52` IDENTIFIED WITH mysql_native_password BY ‘password’;

How to add the Integration

To start, go to the “Integration Tab”

Click “Add Integration”

and press “connect” at the Data Warehouse Integration

Insert your Host, Port, DB-Name, User Name and Password. These credentials you can create in your own MySQL Database or you can use any MySQL provider.

Use SSL Encryption

To use SSL encrypted connection to a database you just need to add the SSL certificates. To do so, activate “Use SSL”. After that you can upload your certificates.

Find also more infos HERE

Permissions for Users:
If you have any issues with the permissions, please run this command:GRANT ALL PRIVILEGES ON ‘zistemo’.* TO ‘user_name’@’159.100.250.182’;Change ‘zistemo’ to your given database name’user_name’ please change to your used username.

Set up your firewall and permissions

Make sure you add zistemo’s IP address to your firewall and add permission. You can run this command:

Cloud Application

We use Google Cloud Platform for our tutorials. If you don’t want to use it, feel free to use any Cloud Application you want to use. You can find here a step-by-step guide to connect your Google Cloud Platform to zistemo warehouse

Bring the Data to Life

The next step is to get the Data into an BI (Business Intelligence) Solution. We recommend Tableau or Google Data Studio. You can also do whatever you want with your data This is just an recommendation how to use it.

Here is a quick setup on the software “Tableau”:

1. Choose “MySQL” at the sidebar
2. Input your MySQL credentials as shown above
3. Inout your User credentials
4. Before you Login, you have to download the “MySQL” Driver. Please follow the instructions on the site.

After the successful installation/login, you need to restart tableau and connect/login again. SSL is not supported. In the next step you need to choose your Database:

As soon as your Database is loaded, you are ready to go. You can create any reports or charts you wish.

Enjoy!