Bulk Invoice Upload

Created by Travis Lander, Modified on Wed, 24 Jul at 12:10 PM by Sanjayan Arulsakaran

Description

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

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.
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.

Select the saved upload file by clicking Choose File.
Select the currency to upload these Invoices in (each upload can only be in one currency).
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.

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

Table Actions:

Filters - Filter what appears in the table based on one or more fields available in the table.
Saved Views - You can create a set of filters that you would like to save to be able to quickly filter a table.
Column Selector - Hide and reveal extra columns and the number of rows visible in the table per page.
To review Invoices brought in from an upload, you can copy the ID value in the table, and then paste that into the 'System Job' field within the Invoices tab.

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