Import a Customer Invoice

Pre-requisites for the Import

In Briox you have the possibility to import your open customer invoices (the invoices are un-posted and no payments can be registered on them in the import procedure).

You find the import functionality under Invoicing - Customer Invoices 


   

Before you start importing you need to make sure your file is in the correct format.
Save your list of invoices as a tab-separated text-file (.txt) with your information arranged in columns and no empty rows between the invoices.
Use UTF8 as encoding if you have any special characters.
If you are a Mac user please save your file as a Windows Formatted Text (.txt).  See example below:

If there is more than one item row on an invoice, these need to be listed directly after the row with the invoice header information in your import file.
See example below where rows 3&4 are extra item rows on the invoice imported on row 2.

Please note that the prerequisites for importing  customer invoices are:

• The customers used on the invoice must already exist in the system prior to the import.
•  If you have items on you invoices, the items must exist in the system prior to the import.
• If you are importing invoice numbers, these can only be numeric.
• If you are going to import invoices belonging to different financial years, please make sure you have previously created these financial years.
  

The following elements  are the minimum required on each invoice for the import to work:

• A Customer number,
• An invoice date
• One invoice row with an item number or an item description.
• A Quantity

All other information needed to generate an invoice can be retrieved from the default information set on the customer or item in the Registry or under the Settings tab.

The following fields can be imported:

Fields from the invoice header & footer

Invoice No.
Customer No.
Project No.
Cost Centre Code
Payment Terms Code
Terms of Delivery Code
Delivery Method Code
Your Order No
EC Sales List (Y/N)
Invoice Date
Due Date
Delivery Date
Our Reference
Your Reference
Currency
Currency Rate
Currency Unit
Prices Include VAT (Y/N)
Invoice Text
Notes
Shipping Charge
Invoice Charge
Invoice Discount (%)

Item Row Fields 

Item No.
Item Description
Unit
Quantity
Unit Price
Item Discount
Item Discount Type
Sales Account
Item Cost Centre
Item Project No.

Workflow

1. You find the import functionality under Invoicing - Customer Invoices 
   
   
   
   
2. Once you have a list of your invoices ready and in the correct file format, click on Choose File and select the file you want to import.
   
   
3. Click on Upload and the various columns of your import appear in the preview area.
   If you have not given your import a name in the Import Name field, then the file name becomes the import name by default. See below. 
   
4. If your file contains headers to your columns, as in the example, tick the box Ignore the first row.
   
5. If you tick the box Use the same invoicing date for all entries, you have the possibility to enter one invoicing date for all the invoices in the import. You can also choose a date via the picker button.
   
   
   
6. The next step is to link the columns of your file to the fields of the invoice the information should be imported to.
   Select the headings for each row by clicking on the box above each column and ticking the box in front of the designations which best fit your columns. You can even choose several designations per column. See the picture below where the invoice delivery date is to act as the due date as well.
   
   
   
   
7. Once all the columns have been allocated appropriate headings click on the Import File button. Answer OK if you want to confirm the import or Cancel if you want to go back.
   A message will confirm how many invoices have been imported or what the problem may be when invoices cannot be imported.
   
   
8. Once the import is complete, you will be able to see your customer invoices under Invoicing  - Customer Invoices, select Unposted in the filter. 

Get Sample files.