Importing Sales Invoices

The system lets you import Sales invoices in bulk from an Excel or CSV file instead of creating them manually one by one. This is useful when you move your invoices from another system, or when you issue a large number of invoices at once. This article explains how to import from a file, and at the end it describes the difference between importing from a file and AI upload, as well as the reasons why invoices might fail to upload.

How to Access

1. From the main menu, click Sales, then Invoices.
2. Click the arrow next to the Add button.
3. Select Import.

Or open the page directly: Import Invoices.

Preparing the Import File

• Click Download Example on the import page to download the file template, then move your data into it.
• Accepted formats: xlsx, xls, and csv.
• Dedicate one row to each item. If an invoice contains more than one item, write each item in a separate row and repeat the Invoice Number and the same invoice details in every row.
• Write the client, items, taxes, warehouse, and Payment Methods using the same names registered in your account.
• To record more than one payment on an invoice, separate the payment methods with a comma in Payment Method, and separate the amounts with a comma in Payment Amount in the same order.

Steps to Import Invoices

Step 1: Upload the File

1. Select the data file in the file field.
2. If the file is in csv format, choose the separator it uses from Delimiters.
3. Click Next Step.

Step 2: Map the Fields

1. On the Map Fields screen, select the column in your file that corresponds to each field in the system. The system tries to match columns automatically by name, so review the matches before you continue.
2. Map all fields marked with * because they are required.
3. Select the appropriate Import Options.
4. Click Import.

Field Descriptions

Field	Description
Invoice Number	Groups rows that have the same number into a single invoice.
Date / Issue Date	The invoice date and the date it was issued.
Currency Code	The invoice currency, such as SAR or EGP.
Client	The client name as it is registered in your account.
Item / Description	The product or service and the item description.
Quantity / Unit Price	The item quantity and price.
Tracking Data	Serial numbers or lot numbers and expiry dates for tracked products. This field appears when Requisitions are not enabled.
Item Discount (Amount) / Item Discount (Percentage)	A discount on the item, either a fixed amount or a percentage.
First Tax / Second Tax	The tax name as it is registered in Tax Settings.
Shipping Option / Shipping Fees	The Shipping option and its fees.
General Discount (Percentage) / General Discount (Amount)	A discount on the invoice total.
Adjustment Name / Adjustment Value	An adjustment to the total, such as a rounding difference. Negative values are accepted.
Payment Method / Payment Amount	The payments recorded on the invoice. Leave both empty to import the invoice as unpaid.
Warehouse	The warehouse the item is issued from. This field appears when you have more than one warehouse.
Additional Fields	The fields you added to the invoice form appear in the list and can be mapped.

Import Options

• Update existing data with the new data: The system matches the rows to existing invoices using the column you select and replaces their data with the new data. Rows that don’t match any invoice are created as new invoices.
• Skip errors during the import process: The system continues importing the valid rows and skips the rows that contain errors, then displays a summary of the rows that were skipped.

Track the Import Process

• The import runs in the background, and you are taken to a tracking page that shows the number of invoices that Succeeded, Failed, and are In Progress.
• When the import finishes, the message Import completed successfully appears.
• If the process stops before it completes, click Resume to continue from where it stopped.

Rules and Restrictions

• Accepted formats: xlsx, xls, and csv only.
• Every imported invoice is subject to the same rules as creating an invoice manually. If an invoice would be rejected when created manually, its import fails as well.
• The client, items, taxes, and warehouses must already be registered in your account with the same names that appear in the file.
• Import is available for Sales invoices. Purchase Invoices are uploaded using AI.

Error Messages

Message	Cause	Solution
You are not allowed to access this page	You don’t have permission to add invoices.	Ask the account administrator to add the permission to your role.
You must upload a file first	You moved to the field mapping step without uploading a file.	Go back to the first step and upload the file again.
Failed on the tracking page	The invoice data doesn’t meet the invoice creation rules, such as an unregistered client or item.	Correct the data for the failed invoices in the file, then import them again.

Impact on the System

Every imported invoice is created as if it had been entered manually: it appears in the invoices list, the stock of its items is deducted, and its Journal Entry is recorded. Here is an example of an invoice with an amount of 1,000 and 15% tax, paid in full in cash:

Invoice Journal Entry

Account	Debit	Credit
Client account	1,150	—
Sales	—	1,000
Tax	—	150
Total	1,150	1,150

Payment Journal Entry

Account	Debit	Credit
Treasury	1,150	—
Client Account	—	1,150
Total	1,150	1,150

Cost Journal Entries for Inventory items are also recorded, based on the Inventory settings in your account.

Alternative: Upload with AI

If your invoices are images or PDF files rather than an Excel file, use Upload with AI instead of importing. The system reads the invoice data from the file and creates the invoice for you to review.

1. From the Invoices list, click the arrow next to the Add button.
2. Select Upload with AI.

	Import	Upload with AI
File type	xlsx, xls, or csv	Images or PDF files of invoices
Use	Transfer a large number of invoices in spreadsheet format	Convert paper or scanned invoices into invoices in the system
Cost	Does not use smart coins	Uses your smart coins (AIC) balance
Plan	Does not require AI features	Requires a plan that includes AI features

I can’t upload invoices. What’s the reason?

First identify the method you are using, then review its possible causes:

When importing from a file

• The import option doesn’t appear: You don’t have permission to add invoices.
• The file isn’t accepted: Make sure its format is xlsx, xls, or csv.
• You can’t continue after mapping the fields: Map all fields marked with *.
• Some invoices failed to import: Check that the client, items, and taxes are registered in your account with the same names, or turn on Skip errors during the import process to import the valid rows.
• Invoices were duplicated: Turn on Update existing data with new data when you re-import.

When uploading with AI

• The message “AI features are not available in your current plan” appears: Your plan doesn’t include this feature, so upgrade it.
• Processing doesn’t start: Your smart coins (AIC) balance is insufficient. Your balance appears on the upload screen.
• The button doesn’t appear: You don’t have permission to create the type of document you are uploading.

Frequently Asked Questions

I can’t upload invoices. What is the cause?

There are two ways to upload invoices: importing from an Excel file, and uploading with AI from images or PDF files. Each method has its own causes, which you can find in I can’t upload invoices. What is the cause?.

How do I import an invoice that has more than one item?

Write each item in a separate row, and repeat the invoice number and the same invoice details in every row. The system groups rows that have the same number into a single invoice.

Can I import paid invoices?

Yes. Enter the payment method and the payment amount in the invoice row. For more than one payment, separate the methods and the amounts with a comma, in the same order.

Can I import Purchase Invoices from an Excel file?

No. Importing from a file is available for Sales invoices. You can upload Purchase Invoices with AI.

Does importing deduct Inventory quantities?

Yes. An imported invoice works like an invoice entered manually, so the item quantities are deducted from the selected warehouse.