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Importing sales and purchase invoices


#1

Introduction

If you have a spreadsheet containing sales or purchase invoices, you can import these into QuickFile from the Data Import Wizard (accessible from account settings). QuickFile will automatically try to match the client or supplier to any existing records or create new ones when no match is found. A maximum of 250 invoices can be imported at one time.

Here’s how to import sales and purchase invoices in QuickFile

  1. From your dashboard click on the account settings menu item then click on the link ‘Data Import Wizard’. You will be presented with a number of options.

  2. In this example we will import a list of sales invoices.

  3. You will now see an upload dialogue box.

  4. The CSV file for invoices should contain any permutation of the following columns (* Please note some that those items highlighted in bold must be supplied as a bare minimum).

Sales invoices

  • Issue Date *
  • Client name * [Must exactly match any pre-existing client or one will be automatically created]
  • Description *
  • Total gross amount *
  • Invoice number [if absent, one will be auto-generated]
  • Currency [if absent will assume GBP]
  • Exchange rate [if absent and non-GBP, will determine from daily spot rates]
  • Purchase reference
  • Sales nominal code [If absent will be assumed as 4000]
  • Term in days [number of days permitted to pay invoice, default assumed if absent]
  • VAT rate [if absent we will assume the standard rate for VAT registered accounts]
  • VAT amount [if absent will use the VAT rate to determine the VAT amount]
  • Notes
  • Paid date [for paid invoices if absent the invoice will assume to be unpaid]
  • Paid account nominal code [default to the current account if not supplied when paid date is supplied]
  • Account Reference [if provided we will use this to match against any existing clients, otherwise we’ll use the client name for matching purposes]

  • Client contact first name [contact details must be supplied in a group, all or none]
  • Client contact surname [contact details must be supplied in a group, all or none]
  • Client contact email [contact details must be supplied in a group, all or none]
  • Client address

Purchase invoices

  • Receipt date *
  • Supplier name * [must exactly match any pre-existing supplier or one will be automatically created]
  • Description *
  • Total gross amount *
  • Currency [if absent will assume GBP]
  • Exchange rate [if absent and non-GBP, will determine from daily spot rates]
  • Supplier reference
  • Term in days [number of days permitted to pay invoice, default assumed if absent]
  • VAT total [if absent we will assume the standard rate for VAT registered accounts]
  • VAT rate [if absent we will assume the standard rate for VAT registered accounts]
  • Purchase nominal code [if absent will assumed to be 5000 - general purchases]
  • Paid date [fFor paid invoices if absent the invoice will assume to be unpaid]
  • Paid account nominal code [default to the current account if not supplied when paid date is supplied]

Please note: QuickFile will automatically match the columns if you include a header row with the column name exactly how they appear above. This can save time with manually mapping columns for multiple imports.

Here is an example of a sales import file in Open Office, you can also use Excel or any other spreadsheet program to generate or edit your CSV file.

Browse for the CSV file on your hard drive then click to upload.

You will now see a short preview of your file along with some drop down menus which can be used to map the data to the accepted columns shown above.

Now click save to import your invoices. Please allow a few minutes for larger imports to complete.

Don’t forget you can also import clients and suppliers from the data import wizard.


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