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	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	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.	Text Number & Letters	Yes
InvDate	Date of the invoice	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	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.	Number	Yes
AmountVat	Tax (VAT/GST) amount on the invoice	Number	Yes
AmountTotal	Total amount on the invoice including Tax	Number	Yes
Comment	Free text field for the “Final comments” on your invoice header	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	Number	No
TaxCodeAmount	Tax amount	Number	No
TaxCodeRate	Tax rate in percentages divided by 100 e.g. 0.1 = 10%	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	Number	Yes
OptionalDebtorNum		Number	No
OptionalPhaseNum		Number	No
OptionalPhaseName		Text	No
OptionalLineNum		Number	No
OptionalHours		Number	No
OptionalHoursCostRate		Number	No
OptionalHoursSalesRate		Number	No
OptionalMaterialSale		Number	No
OptionalExternalCostProfit		Number	No
OptionalExternalCost		Number	No
OptionalExtraSale		Number	No
OptionalDiscount		Number	No
Internal			No
PaymentStatusForSystemsWithoutFinance			No

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IMPORT SALES INVOICES

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