How to import invoices using a Spreadsheet

The import feature can be used to import invoices into ProcureDesk. This feature is helpful for cases where you need to create bulk invoices for payment.

For example, commissions or utilities. 

Please note that the system currently doesn't support uploading invoice attachments in the upload process. 

Here is the step by step process for importing invoices into the system

1. Go to Invoices pages and click on "Import Invoices"

2. On the import invoices screen, click on the Import invoices button

3. The system would display the following pop-up. If this is the first time using the import feature, click on the Sample CSV link to download the sample template.

The sample template looks like the following:

4. Here is the explanation of the fields. 

Please note that if there are multiple lines in the invoices, then you need to duplicate the rows. You need to create one row per invoice line.

• Supplier Invoice #: Supplier invoice number.
• Purchase Order #: If there is a purchase order number associated with the invoice, please add it here.
• Supplier Name: Name of the supplier as entered in ProcureDesk.
• Invoice Date: Supplier invoice date
• Invoice Received Date: The day invoice was received. You can leave that as the current date
• Invoice Shipping: Add any shipping charges
• Other Charges: Any additional charges
• Taxes: Add any taxes if any
• Project Code: If you are using projects then add this field, otherwise leave it blank.
• Invoice Contact: The system would use the contact name to drive the approval workflow if any.
• Status: The status can be Draft or Submitted. If the status is Draft, ProcureDesk would create an invoice with the draft status. If the status is selected as Submitted, ProcureDesk would submit the invoice for matching
• Line #: This is the line sequence. If there is only one line, the invoice line # is 1. This is a sequential number
• Description: Item description
• Cost Code: If you are using cost codes then add this field, otherwise leave it blank.
• Account: Chart of account for that line.
• Invoiced Qty: Quantity invoiced by the supplier
• Unit Price: Unit price for the line.
• UOM: This is a unit of measurement like EA for each.
• Category Name: If you are using categories then add this field, otherwise leave it blank.

5. After you have updated the sheet, click on Import Invoices, browse the file and click on Import.

6. If the import fails for any reason, the system would display a message like this:

You can also track the status on the import invoice page.

7. To see the errors, you can click on the download icon to see the results.

8. You can see the errors under the column named "Error Message"

8. Fix the records in the original file and them upload the file again.