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 bank 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]
• Quantity [The number of items in the invoice. E.g. if you have an invoice with a total gross amount of £100 and a quantity of 5, the unit price will be £20]

• 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

Note: VAT rate should be expressed as a number, not a decimal or a percentage. For example, 20.00% becomes 20.

Importing multi-line invoices

If you want to create invoices with multiple line items you will need to include a “Invoice number” column and link your line items together using a common invoice number.

In the following example 2 invoices will be created. Rows 3 and 4 will be combined into a single two line invoice totalling £180.

Note: the row in your CSV file with the first instance of an invoice number will be used to identify the client information, dates etc. Any further rows with a common invoice number will still need to include the minumum validation fields but only the amounts, quantity (if applicable) and descriptions will be used to append the additional lines on the newly created invoice.

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 Ref.
• 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 [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]

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.

Similar to the sales invoice, VAT rate should be expressed as a number, not a decimal or a percentage. For example, 20.00% becomes 20.

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.