How to Import Purchase Invoices in Bulk via an Excel Template

This article shows you how to create purchase invoices in bulk by uploading a single Excel file, instead of entering each invoice manually.

Import steps

Purchases › Purchase Invoices › Import

1. Open the Purchase Invoices page and click “Import” to reach the import page.
2. Download the ready Excel template from step one. It contains every column required for the invoice and its line items, and dropdown fields such as tax, location and the “tax inclusive” option arrive pre-loaded with the values approved in your account.
3. Fill in the invoice data and its line items in the template.
4. Upload the file in step three. The system runs an immediate validation before processing begins.

Mandatory invoice fields

• Reference or sequence
• Supplier reference number
• Location

At line-item level, the product code is mandatory.

Invoices with more than one product

Repeat the same reference across multiple rows and the system treats those rows as line items of one invoice. For purchase invoices, the main invoice data is written in the first row only and does not need to be repeated in the following rows.

File size and how it is processed

Files of 100 rows or fewer are processed immediately, and the outcome along with any row errors appears on screen straight away. Files larger than 100 rows are processed in the background and the report reaches you by email, and you can move freely around the system while it runs.

Permissions and invoice status

Imported invoices follow the same user permission that applies to manual creation. If you have approval permission, invoices are created as “Approved” with an immediate journal entry. If you do not, they are created as “Pending approval”. Keep this in mind when importing large volumes for the first time.

Locked numbering

If invoice numbering in your account is set to “locked”, the system ignores the reference for numbering and assigns the invoice an automatic sequence. The reference is still used to group the line items of a single invoice.

The import report

You receive an email titled “Purchase invoice import report”. When the operation succeeds completely, the report includes a table mapping each reference you entered to the invoice number the system assigned, which is particularly useful with locked numbering. If there are errors, the report lists every failed invoice with its row number in the file and the reason for the error. Report tables display up to 200 rows; for larger imports, check the assigned invoice numbers in the Purchase Invoices list.

Most common causes of failed rows

• Matching the reference to the name: the supplier reference number is matched against the “reference number” field in the supplier record, not the supplier name.
• Discount entered twice: the system does not accept a percentage discount and a value discount on the same line item.
• Outdated template: if the file is built on an older version with dropdown values no longer approved in your account, the import stops and you are prompted to download the current template.
• Empty file: an error message appears and the operation stops.
• Empty product code: the product code is mandatory on purchase invoice line items.

Notes

• The template holds up to 5000 rows, and column headers are protected from editing or deletion.
• The supply date defaults to the issue date if you leave it empty.
• An imported purchase invoice can be deleted.
• Every import attempt is recorded in the activity report under the transaction type “Import”, with the user name and the timestamp. Clicking “Details” shows the file name, the total number of invoices, how many succeeded and failed, and the outcome.
• The feature is available to all customers automatically, with no setup or upgrade required.
• Sales invoices use a separate template with different rules, explained in how to import sales invoices via an Excel template.

Search keywords

• Can I import purchase invoices via an Excel template?
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• Do I need to repeat the invoice data in every row?