Importing historical invoices after starting to input current data!

Support
1

Will importing historical invoices data after starting issuing invoices for the current month have an affect on the current invoices in any way? I mean is there a danger of them (current invoices data) being over written?

2

Hi @atlsystems

Importing invoices will not override existing invoices.

What may happen however, is the invoices may be given a new number which could cause some issues with your numbering.

Are you coming to QuickFile from another system of somesort? There may be an easier way.

3

Hi

Thank you for your quick response. The invoices were raised using our own system and they all are numbered. There are about 600-700 invoices which i need to bring over to Quickfile.

I started issuing invoices on Quickfile by taking the next number in the sequence.

4

Hi Mathew

In your reply to my query you mentioned that “There may be an easier way”. Could you please show me how?

Thank you.

5

Hi @atlsystems

What type of system is this? Is it an e-commerce system for example?

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Its not an e-commerce system, its a self built system - I am not too sure as I recently joined this company and at the moment there in no one here that I can ask.

This system is used by the company as a database and to issue invoices to customers. They used to do VAT on xl files. When I joined in September I started to use Quickfile.

The financial year begins in July, that is the reason I was hoping to bring all the sale transactions from July - September over so that I can have the complete record for the year. I do not need to bring over invoices as such. I can get a CSV report with individual transaction shown on one line as below:-

DATE INV NO Client Name Account No INV Net VAT Gross

Do we need any other fields?

7

The only required fields are:

  • Issue Date
  • Client name [Must exactly match any pre-existing client or one will be automatically created]
  • Description
  • Total gross amount

So account number in this case would only be used to match with clients on your account. And the gross figure isn’t actually used at all - it would just be net, VAT rate and VAT amount.

There’s a breakdown of the fields at the following link, which may help:
Importing sales and purchase invoices

8

Thank you. I will give it a try.

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