Import Debtors into
invoiceit!5
|
invoice it!5
allows import of
contacts, products and debtors. This is accessed
from Setup - Import/Export button at the bottom.
if you are familiar with Excel, the procedures below will appear overly
detailed, but they are written for the inexperienced. Bear with us,
please.
The method described below makes a backup of the original import template
(so you can use it again later) and copies the content of your existing
data spreadsheet into a worksheet (the tab at the bottom) called 'OldData'.
Finally, you map the fields by creating a series of formulae, which copy
the data from your original to the appropriate column in the Import
template.
Alternative: paste directly into the appropriate column in
Import section of spreadsheet |
Import
clients products
 |
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:
Data Import/Export screen in invoiceit:
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!5\import).
Import template ImportDebtors.xls:
(to use CSV file refer the entry bottom of page)
4) Delete the sample entries (Line2 and below)
5) from File Menu, select 'Save as' and save a copy of this template in
another folder (as backup).
6) From File Menu, select Open and locate your old data spreadsheet and
double-click it.
7) Press Ctrl+A (to select all), then Ctrl+C (to copy all)
8) switch to the worksheet 'OldData' on the import template
(the tab at the bottom), 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 'Import' worksheet (tab at the bottom) and select cell A2 (the first
empty cell at top left).
let's assume your old product ID is in column C of the worksheet 'OldData'
and the first row contains your field headers.
2) in cell A2 on the 'Import' worksheet, type =OldData!C2
and press Enter. You will see the old product ID displayed in cell A2 of
the template.
Repeat the same with other columns - Example: if your OLD product name is
on 'OldData', column A, row 2, type =OldData!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 'OldData'
have found a corresponding column in worksheet 'Import' (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
M2 and drag
this down as far as required. Example: if you have 50 invoices, 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:
Number fields: do not use currency symbols
in columns E-I
| Column |
Field
Name |
Type/Size |
Comment |
| A |
InvoiceID |
Number |
invoice number:
unique numbers only
REQUIRED ENTRY |
| B |
InvoiceDate |
Date |
Date of invoice
REQUIRED ENTRY |
| C |
CustomerID |
Number |
Client ID:
must have matching entry in 'Contacts List'
REQUIRED ENTRY |
| D |
CustRef |
Text/50 |
client reference for this
invoice (optional) |
| E |
CurrentBalance |
Number |
balance outstanding this invoice;
should not be 0
REQUIRED ENTRY |
| F |
TaxTotal1 |
Number |
NOT USED in USA/Canada.
Enter tax component
of the outstanding balance |
| G |
TaxTotal2 |
Number |
not used in value-added tax countries
US: state sales tax
Canada: GST/TPS
other countries: First tax
Enter tax component
of the outstanding balance |
| H |
TaxTotal3 |
Number |
not used in value-added tax countries
US: county sales tax
Canada: HST
other countries: Second tax
Enter tax component
of the outstanding balance |
| I |
TaxTotal4 |
Number |
not used in value-added tax countries
US: city sales tax
Canada: PST/TVQ
other countries: Third tax
Enter tax component
of the outstanding balance |
| J |
Notes |
Text/unlimited |
internal invoice comments;
unlimited space |
| K |
StaffID |
Number |
Sales Person ID:
use ID as per list #6; (Setup > List selector at far left)
if left blank will be assigned to #1 person |
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