Import Debtors into
invoiceit!4
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Import
clients vendors
products
invoice it!4
allows import of clients, products, vendors and debtors. This is accessed
from Setup - Import/Export button at the bottom. |
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How to
import debtors
This
will start up your debtors' list and should include each invoice that
still has a balance owing when you start using
invoiceit!.
this guide is as detailed as possible to enable novice users to follow the
steps.
Prepare the data:
1) from the 'Select Data Type' dropdown, select Spreadsheet
2) from the green dropdown, select 'Invoices'
3) double-click the large panel at the bottom to open the client import
template (it is located in your program folder ...\invoiceit\import).
Delete the sample entries (Line2 and below)
4) from File Menu, select 'Save as' and save a copy of this template in
another folder (as backup).
5) Right-click on the 'Invoices' tab at the bottom and select Insert.
Click on Worksheet, then click OK. A new worksheet is created named
'Sheet1'.
6) Right-click on the new worksheet tab and select 'Move or Copy'. Select
(move to end) and click OK.
7) From File Menu, select Open and locate your old data spreadsheet and
double-click it.
8) Press Ctrl+A (to select all), then Ctrl+C (to copy all)
9) switch to the new worksheet 'Sheet1' on the import template, click on
cell A1 and press Ctrl+V (to paste all).
You now have both the import template and your old data in the same
spreadsheet.
Map the fields:
1) click on the 'Invoices' worksheet and select cell A2 (the first
empty cell at top left).
let's assume your old invoice # is in column C of the worksheet 'Sheet1'
and the first row contains your field headers.
2) in cell A2 on the 'Invoices' worksheet, type =Sheet1!C2
and press Enter. You will see the old invoice # displayed in cell A2 of
the template.
Repeat the same with other columns - Example: if your OLD invoice date is
on Sheet1, column A, type =Sheet1!A2 and
press Enter. Always use the row number of your old data worksheet which
contains the FIRST entry.
3) continue with other columns until all columns from worksheet 'Sheet1'
have found a corresponding column in worksheet 'Invoices' (see complete
column list and their expected content below).
4) when you have completed this, select Row 2, click on the black dot in the bottom right corner of
L2 and drag
this down as far as required. Example: if you have 50 debtors, drag as
far as Row 51.
All entries from the old data worksheet are now 'copied' to the template
worksheet.
5) from the File Menu, select 'Save' (or press Ctrl+S).
Close the spreadsheet and switch back to invoiceit. Click on the Import
button and it's done.
Debtor columns in detail - those in red are required entry
fields:
The lookup list mentioned below can be found on Setup - List selector at
left.
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A
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B
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C
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D
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E
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F
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G
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H
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I
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J
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InvoiceID
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InvoiceDate
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ClientID
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ClientRef
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InvoiceTotal
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CurrentBalance
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TaxTotal1
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TaxTotal2
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TaxTotal3
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TaxTotal4
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unique numbers only
Required Entry
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determines age of debt
Required Entry
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must have matching entry in 'Clients'
Required Entry
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client reference for this invoice:
can be left blank
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Total balance outstanding
inclusive of all taxes
NOT original total if part-payment was made
Required Entry
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Total balance outstanding
inclusive of all taxes- should not be 0
Required Entry
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Not used in USA/Canada
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USA/Canada only
first tax from Setup p.1
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USA/Canada only
second tax from Setup p. 1
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USA/Canada only
third tax from Setup p. 1
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L
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M
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entries above should be the tax component
of the outstanding balance
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StaffID
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Notes
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use ID as per list #6
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invoice comments -
unlimited space
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