How to Import Sales Ledger Invoices

The Sales Ledger Import function allows you to create sales ledger invoices in bulk by importing them from a pre-prepared CSV spreadsheet. This greatly reduces manual data entry and minimises errors, making it ideal for situations where you have a high volume of invoices to process at once.

When to Use This Process

• When you have numerous invoices to upload simultaneously.

• When you want to standardise and streamline your invoice creation process.

• When invoices have already been prepared in a system or format that exports to CSV.

Preparing Your CSV File

A correctly formatted CSV file is essential for a successful import. An example template is provided with the import screen. Below are the required fields and their format requirements:

Required Fields

• Account_No: Enter the account number only, with no company number or leading zeros. For example, account 0045 should be entered as 45.

• Invoice_Date: Format as DD/MM/YYYY.

• Invoice_No: Can include both letters and numbers.

• Ref: A reference to help identify the invoice, such as a customer name.

• Order_No: The order number associated with the invoice.

• Net_Amount: The net amount (excluding VAT).

• Vat: The VAT amount.

• Gross_Amount: The total amount of the invoice.

• Nominal_Code: Enter the nominal code only, excluding any company number.

• Text: This text will appear as the invoice description.

How to Import Sales Ledger Invoices

1. Navigate to Accounts > Sales Ledger > Import Invoices.

2. In the import screen, select the Nominal Date. Note that this is different from the Invoice Date on the spreadsheet - it represents the tax date of the invoice.

3. Click Locate to select your prepared CSV file.

4. Once selected, click Import.

The system will read the data and import the invoices into the Sales Ledger.

Troubleshooting and Corrections

Do not worry if you make a mistake during the import. You can easily correct incorrectly imported sales ledger invoices. Click here to find out how to correct incorrectly imported sales ledger invoices.

Additional Notes

• Always verify the accuracy of the data in your CSV file before importing.

• It is recommended to test with a small batch first if you are new to the process.

• Ensure the format of all data fields matches the requirements listed above to avoid errors during import.