Guide to Using the Purchase Ledger Import Template

This guide explains how to prepare and use the purchase ledger import template (attached) to upload purchase ledger data efficiently. By adhering to the format specified in the template, you can minimise errors and ensure accurate financial record management.

Template Overview

The template contains the following columns:

1. ACCOUNT_NO: The account number of the supplier.

2. INVOICE_DATE: The date of the invoice (format: DD/MM/YYYY).

3. INVOICE_NO: The unique invoice number.

4. NET_AMOUNT: The net amount of the invoice (excluding VAT).

5. VAT: The VAT amount associated with the invoice.

6. GROSS_AMOUNT: The total invoice amount (net amount + VAT).

7. NOMINAL_CODE: The nominal code for posting the invoice.

Preparing the Data

1. Account Number (ACCOUNT_NO):

   • Ensure the correct supplier account number is entered.

   • The number should match the supplier account set up in your system excluding the leading zero's. Example account 0345 would be entered as 345.

2. Invoice Date (INVOICE_DATE):

   • Enter the invoice date in the DD/MM/YYYY format.

   • Avoid using invalid or future dates unless intended for specific use cases.

3. Invoice Number (INVOICE_NO):

   • Provide a unique invoice number for each transaction.

   • Ensure there are no duplicates within the same batch.

4. Net Amount (NET_AMOUNT):

   • Enter the net value of the invoice. This is the amount before VAT.

   • If not applicable, leave as 0.

5. VAT Amount (VAT):

   • Specify the VAT amount. Use 0 if VAT does not apply.

6. Gross Amount (GROSS_AMOUNT):

   • Calculate this as the sum of the net amount and VAT.

   • Ensure it matches the total invoice amount.

7. Nominal Code (NOMINAL_CODE):

   • Input the appropriate nominal code for the transaction (don't include the company number)

   • Ensure it corresponds to the correct category for reporting purposes.

Steps for Importing the Template

1. Populate the Template:

   • Fill in all columns with the relevant data.

   • Ensure there are no blank or missing values, except where 0 is valid.

2. Validate the Data:

   • Cross-check totals for consistency.

   • Verify that all account numbers and nominal codes exist in your system.

3. Save the File:

   • Save the completed template in a compatible format (e.g., .csv).

4. Upload the Template:

   • Navigate to your system’s purchase ledger import section.

   • Select the completed template and initiate the import process.

5. Review the Import:

   • Check for any errors or rejected lines during the import.

   • Correct any issues and re-upload if necessary.

Best Practices

• Use consistent formatting: Ensure dates, numbers, and text are formatted correctly to prevent import errors.

• Backup data: Keep a copy of the original template before uploading in case corrections are needed.