Data Import Utility Invoice

Overview

The Data Import Utility also supports the mass importing of invoices. The steps to import invoices are very similar to those outlined in the main article on Data Import Utility, however there are a few differences. See the main article for details.

Import Invoice File

It is important that your file contain the data that netFORUM needs to create an invoice and invoice details. Each row will ultimately create an invoice detail, and each row will contain columns for both the invoice and the invoice detail. During the file import process, you'll have an opportunity to specify which fields will be for the invoice, and which fields will be for the invoice detail.

At a minimum, your file should contain the Customer ID field. In most cases, you'll also want to have columns for:

  • Batch Code

  • Product Code

  • Quantity

  • Sales Price (or leave blank to allow netFORUM to default this)

For example, see this file below. This file will create three invoices, for three different customers, with one line item in each invoice:

 

In more advanced cases, you might have other data as well.

[edit]Steps to Import Invoices in Version 2011

The main difference is that you will need two levels of file definitions for invoices. The first level of definition is for the actual invoice itself. The second level of definition is for the line items contained on the invoice.

To upload the first level of file definition for the invoices, complete the following steps:

  1. Access the Data Import Utility by following steps 1 - 4 in the Add or Select a File Definition section of the Data Import Utility topic.

  2. Select New Definition from the choose file definition drop-down menu.

  3. Select CentralizedOrderEntry from the object display name drop-down menu.

  4. Use the Browse button to locate the spreadsheet of invoices you would like to update.

  5. If you would like the top row in the spreadsheet to be used as a header row, click the top row as headers checkbox.

    6.  

  6. Click the Next button to continue.

  7. Your spreadsheet will upload and present you with the Edit File Definition Page where you will map your columns to netFORUM values.

  8. Expand the group by column drop-down menu and select the column that you wish to group the line items by. In most cases you will choose the Customer ID or perhaps the batch code. You must set this field or you will not be able to add the second level of file definition required. In this example, we use the ID field which relates to the Customer ID

  9. Complete steps 1 - 6 from the Mapping Your Columns section above to map the columns for the new COE file definition. Be sure to give the File Definition a descriptive code, and we recommend including the word "header" in the code to describe its purpose.