Implementation > Import Sales Invoices

When first setting up your WorkBook system, a starting set of data can be imported, including sales invoices. To import data successfully it is important to understand the data structures and the format required in the import data sheet.

Things to note:

Data is imported once, so it is important to ensure accuracy and consistency prior to uploading.
Not all fields are required at import, optional fields can be added to the system manually at a later date when/as required.

The sales invoice cannot be deleted/edited after it’s imported

IMPORT SALES INVOICES

Download the Sales Invoices import file below.

	File	Modified
Labels import-sales-invoices Preview View	Microsoft Excel Spreadsheet JobInvoiceImport.xlsx	Apr 06, 2021 by Kye Hush

COLUMN HEADER	FIELD DESCRIPTION	FORMAT	REQUIRED

COLUMN HEADER	FIELD DESCRIPTION	FORMAT	REQUIRED
CompId	The Resource ID of the company that the job belongs to. This can be found in the WorkBook resource list. If you only have 1 company the ID is always 1 If the invoice has multiple lines, using the same CompId on those lines	Number	Yes
InvNum	Invoice number If the invoice has multiple lines, using the same InvNum on those lines	Number (may include letters)	Yes
CustNum	Use the unique code that you used for the customers in the customer import. This is how we know which customer the invoice applies to If the invoice has multiple lines, using the same CustNum on those lines	Number & Letters	Yes
JobNum	The Job number can be the WorkBook job number, or if you imported a list of WorkBook jobs, it can be the job number imported into the ref key. If using the WorkBook job number the field should be stored as text. The job number that the invoice should be created on. Refer to the Job number used on Job Import. If the invoice has multiple lines, using the same JobNum on those lines	Text Number & Letters	Yes
InvDate	Date of the invoice If the invoice has multiple lines, using the same date on those lines	Date E.g. your local date format xx/xx/yy	Yes
InvType	What type of invoice is being created? Only the options below can be used. 1 = Final Invoice 2 = Credit Note 3 = Invoice on Account 4 = Partial Invoice If the invoice has multiple lines, using the same type on those lines	Number	Yes
AId	The activity number this invoice is connected to Activities are created and managed via the settings module> price lists & activities > activities	Number	Yes
AmountNet	Net amount on the invoice. If the invoice has multiple lines, this will be the line amount	Number	Yes
AmountVat	Tax (VAT/GST) amount on the invoice If the invoice has multiple lines, this will be the line tax amount	Number	Yes
AmountTotal	Total amount on the invoice including Tax If the invoice has multiple lines, this will be the line total amount include tax The invoice will not be imported if this field is left blank	Number	Yes
Comment	Free text field for the “Final comments” on your invoice header If the invoice has multiple lines, the import will take only the comment from the 1st line. So, leave the other lines blank	Text	No
PostDate	Financial posting date of the invoice	Date E.g. your local date format xx/xx/yy	Yes
LineDesc	Invoice line description	Text	No
PayTerm	Payment term code, you can use the Code or the Call name found in settings > company settings > payment terms	Text	Yes
TaxCodeID	Tax code ID Only applies to U.S. or Canadian companies. Ask your WorkBook Consultant for a list of IDs if you need to use sales tax	Number	No
TaxCodeAmount	Tax amount Only apply to U.S. or Canadian companies. Ask your WorkBook Consultant if you need to use sales tax	Number	No
TaxCodeRate	Tax rate in percentages divided by 100 e.g. 0.1 = 10% Only apply to U.S. or Canadian companies. Ask your WorkBook Consultant if you need to use sales tax	Number	No
CustomerPurchaseOrderNum	If the invoice needs to display a client purchase order number, this is where you put it	Number (may include letters)	No
CurrencyCD	The currency is used on the Invoice. Must use ISO code. E.g. EUR, AUD, SGD, USD, GBP	Text	No
JournNo	Post number. To include in Finance use 0, to exclude from Finance use -1 Talk to your WorkBook Consultant about what number to use	Number	Yes
OptionalDebtorNum	Your WorkBook Consultant will inform you if you need to complete this field	Number	No
OptionalPhaseNum	Your WorkBook Consultant will inform you if you need to complete this field	Number	No
OptionalPhaseName	Your WorkBook Consultant will inform you if you need to complete this field	Text	No
OptionalLineNum	Your WorkBook Consultant will inform you if you need to complete this field	Number	No
OptionalHours	Your WorkBook Consultant will inform you if you need to complete this field	Number	No
OptionalHoursCostRate	Your WorkBook Consultant will inform you if you need to complete this field	Number	No
OptionalHoursSalesRate	Your WorkBook Consultant will inform you if you need to complete this field	Number	No
OptionalMaterialSale	Your WorkBook Consultant will inform you if you need to complete this field	Number	No
OptionalExternalCostProfit	Your WorkBook Consultant will inform you if you need to complete this field	Number	No
OptionalExternalCost	Your WorkBook Consultant will inform you if you need to complete this field	Number	No
OptionalExtraSale	Your WorkBook Consultant will inform you if you need to complete this field	Number	No
OptionalDiscount	Your WorkBook Consultant will inform you if you need to complete this field	Number	No
Internal	Your WorkBook Consultant will inform you if you need to complete this field		No
PaymentStatusForSystemsWithoutFinance	Your WorkBook Consultant will inform you if you need to complete this field		No

Deltek WorkBook

Implementation > Import Sales Invoices

IMPORT SALES INVOICES

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