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AR Invoices Excel Bulk Upload

Bring Invoices into SoftLedger in bulk, through adding Invoices details into a bulk excel template.

Geoff Ostrega avatar
Written by Geoff Ostrega
Updated today

Description

Bring Invoices into SoftLedger in bulk, through adding Invoices details into a bulk excel template.



Upload Fields

  • number - Unique number only specific to this document upload that groups line items together to form one Invoice (Invoice IDs are assigned by the system).

  • Customer.id - Customer ID for this line item.

  • invoiceDate - Invoice Date (this is the date the AR Aging tab will calculate this Invoice from).

  • postedDate - Posted date of Invoice.

  • dueDate - Due Date of Invoice.

  • Location.id - Location ID value for this line item.

  • ICLocation.id - Intercompany Location ID value for this line item.

  • InvoiceAccount.number - Ledger Account used for Description line items.

  • CostCenter.id - Cost Center ID value for this line item.

  • Job.number - Job number for this line item.

  • Product.id - Product ID value for this line item.

  • notes - Long form text for this Invoice.

  • ARAccount.number - Accounts Receivable Ledger Account.

  • Description - 255 character line item text field (if set requires InvoiceAccount.number)

  • Item.number - SoftLedger Item number for this line item.

  • Quantity - Number of items.

  • unitAmount - Per item price.

  • TaxCode.code - Tax Code (create in app first)

  • taxAmount - Tax for this line item.

  • Currency - The currency of the Invoice. This is required if no Currency is selected for the full file on the file upload page.

  • Template.name - Name of the Template to use, leave blank to use Default Template.

  • customFields.[property] - One or more columns of custom fields can be set (this column header IS case sensitive).

Important Considerations:

  • Fields headers are not case sensitive.

  • Once you have added in custom dimensions, you can use them in bulk uploads by adding a column to the bulk journal, Invoice, and Bill upload templates with the name of the custom dimension followed by ".id".

  • All grouped fields for number.<123> should be the same value (i.e. customer.id and postedDate should be the same value for all grouped number rows).

  • Within the template, the fields highlighted in yellow are required.

  • A maximum of 200 lines per Invoice, meaning that if you create a single Invoice through the Invoice Number column within an excel Document where that Invoice has over 200 Lines, the upload will return an error.

    • The maximum row number for the upload is around ~20,000 total lines

  • Only one of Description/Item.number should be set.

File Upload Process

  1. Select the saved upload file by clicking Choose File.

  2. Optionally select the Currency for ALL Invoices in the file, OR provide a currency per Invoice within the 'currency' field of the file itself.

  3. The file will either upload with a 'completed' status, or return errors in a 'failed' status (Depending on the number of entries, this could take several minutes to upload).

Troubleshooting errors:

If there is one or more errors. A table of errors will appear. The first column will either read "CSV Row" or "number"

  • CSV Row - signifies the row in the uploaded file causing the error(s) in the second column

  • number - signifies the number value causing the error(s).

After resolving the errors, re-upload the file to complete the process.

Bulk Import Table

On the Bulk Invoice Upload tab, there is a table to review previous completed or failed upload attempts:

For further reference on bulk uploads see this article: Bulk Uploads

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