Login
    Contents x
    Importing Invoices
    • 05 Dec 2024
    • 5 Minutes to read
    • Dark
      Light
    Contents

    Importing Invoices

    • Updated on 05 Dec 2024
    • 5 Minutes to read
    • Dark
      Light
    Article summary

    You can easily import invoices to Nexudus in a few steps on the Admin Panel.

    Click on each of the steps below for step-by-step instructions.

    Step 1. Downloading the template

    The first step of the process is to download an import template file from the Settings section of the Admin Panel.

    1. Log in to dashboard.nexudus.com if you aren't already.

    2. Click Settings > Imports.

    3. Click on the Invoice tab.

    4. Click Download template.

    The download should only take a few seconds and you can find the template file in the Downloads folder of your device.


    Step 2. Editing the template

    The second step is to add your data to the import template. The example below illustrates how to do this in Excel, but you can use any spreadsheet tool that can open and edit CSV files.

    1. Open the import template file you've downloaded in Step 1.

    You should see the column headers in row 1 and a few rows of dummy data underneath.

    image.png

    1. Add your space's data in each column following the dummy data's template.
    Need to include multiple products on the same invoice?

    Add each product as its own row, making sure they all have identical details in the following columns:

    • Location
    • InvoiceNumber
    • Email
    • Date
    • DueDate

    If the invoice has already been paid, make sure all the relevant rows also have identical details in the following columns:

    • PaidOnDate
    • PaymentReference
    • PaymentDescription
    1. Remove the dummy data rows from the import template, making sure you don't remove any of the column headers.
    2. Save your changes.
    Always save your file as a CSV UTF-8 file.

    Imports_SaveFormat

    You're now ready to format your data before the reupload.


    Step 3. Formatting your template

    The third step is to ensure your template is properly formatted for a successful import in Nexudus. Make sure you check the following formatting elements before uploading your import template.

    Date Columns

    All columns that include a date should be set to the yyyy-mm-dd hh:mm format. This format isn't available by default in most spreadsheet tools, but you can add this custom format to your date columns in a few clicks.

    Here's how to do it in Excel:

    1. Select the entire date column in your import template.
    2. Right click the column.
    3. Select Format cells.
    4. Click Custom.
    5. Add yyyy-mm-dd hh:mm in the Type field.
    6. Click OK.

    The dates in your column should now appear in the right format, for example 2021-10-11 16:00. Repeat the process for every column that includes a date in your import template .

    YES or NO Columns

    All columns that include YES or NO should always be uppercase.

    Address Columns

    If your file includes Address columns, make sure the addresses are between double brackets when they contain one or multiple commas.

    For example if your address is 12 Street, XYZ Building, City, you should make sure it is added as "12 Street, XYZ Building, City" in your template.

    Columns Including Existing Nexudus Items

    All columns that include the name of items that already exist in your Nexudus account must always be an exact match in your import file. The spelling is case-sensitive and includes spacing.

    For example, if a product's name in Nexudus is Notepad, the product name in your import file must be Notepad. Using alternative spellings such as Note Pad or notepad will result in an import failure.

    Don't reopen your import file once you've saved all your changes and closed the file.

    Doing so will automatically reset the custom date format you've defined and you'll need to reformat the date columns a second time.


    Step 4. Uploading the edited template

    The last step of the data import process is simply to upload your edited import template file back in Nexudus .

    1. Log in to dashboard.nexudus.com if you aren't already.

    2. Click Settings > Imports.

    3. Click the tab that corresponds to your edited import template file.

    4. Click Select file.

    5. Select your edited import template file.

    6. Click Open.

    The larger your file is, the longer it will take to upload.

    1. Click Load preview.

    2. Click Import data.

    You've successfully imported your data into Nexudus.

    Couldn't complete the import?

    Check out our article on Troubleshooting Import Errors or get in touch with us at support@nexudus.com.

    Import columns explained

    ColumnDetailsFormatRequired or Optional
    LocationLocation where the invoice is created.Must be an exact match (case and spelling) with your location on the Admin Panel.Required
    InvoiceNumberInvoice reference as you want to see it displayed on the Admin Panel.—Required
    ProductNameName of the product you're invoicingMust be an exact match (case and spelling) with your product on the Admin Panel.Required
    EmailEmail of the customer invoiced. The customer must already exist in Nexudus.Must be an exact match (case and spelling) with the email address of an existing customer in your location.Required
    ProductQuantiyNumber of units of the product you're selling.—Required
    ProductNotesAny notes you'd like to add to the product sold.—Optional
    LineDescriptionDescription of the product you're selling.—Required
    LineSubTotalTotal price for the product. Don't forget to take the quantity you added into consideration for that line.—Required
    LineTaxRateNameName of the tax rate assigned to the product.Leave blank to import the invoice with the default tax rate of your location.Optional
    PaidOnDateDate when the invoice was paid. Leave blank to import the invoice as unpaid.yyyy-mm-dd hh:mm Required if the customer already paid for the invoice.
    PaymentReferenceReference of the payment for the invoice if it's already paid.—Required only if the customer already paid for the invoice.
    PaymentDescriptionDescription of the payment if the customer already paid for the invoice.—Optional
    PaidAmountAmount paid for the invoice. If this amount is lower than the invoice's total, the invoice is imported as partially paid.—Required
    LineFinancialAccountCodeCode of the financial account associated with the product sold.Must be an exact match with the code of the financial account assigned to the product's location on the Admin Panel.Optional
    DateDate when the invoice was created.yyyy-mm-dd hh:mm Required
    DueDateDate when the invoice became due.yyyy-mm-dd hh:mm Required
    SaleDateDate when the products were sold to the customer.yyyy-mm-dd hh:mm Required
    SendByEmailWhether or not the customer should receive the invoice by email.YES or NORequired
    Was this article helpful?
    What's Next
    Change password!
    Changing your password will log you out immediately. Use the new password to log back in.
    Change profile
    Success!
    First name must have atleast 2 characters. Numbers and special characters are not allowed.
    Last name must have atleast 1 characters. Numbers and special characters are not allowed.
    Enter a valid email
    Enter a valid password
    Your profile has been successfully updated.
    Logout
    ESC

    Eddy AI, facilitating knowledge discovery through conversational intelligence