How do I import Invoices, Expenses or Orders?

This article covers importing documents – such as invoices, expenses or orders – within 'Imports', using the 'Doc import interface'. There's no single fixed template for every document type, but the same column structure and approach applies regardless of which one you're importing.

Understanding the import template's column structure

The column headers in the import file follow a standard iplicit format and must not be altered. Although the required fields vary depending on the document type, the structure stays consistent across three groups of columns:

• Columns prefixed h. hold header-level information, such as h.doc_type, h.contact_account and h.doc_date
• Columns prefixed d. hold detail-line information, such as d.account, d.description and d.net_currency_amount
• Columns prefixed d.post. hold posting attributes, based on the nominal code's Chart of account rules – for example, d.post.Department.

Mapping the import template to the document it creates

Each column group corresponds directly to a section on the document the import creates. Header columns (h.) map to the general details at the top of the document, such as 'Customer', 'Invoice date' and 'Legal entity'. Detail columns (d.) map to the individual lines, such as 'Account', 'Description' and 'Net'. Posting attribute columns (d.post.) map to the attributes below each line, such as 'Department'.

Populating the import template

Most fields in the import file require the exact identification code used within your iplicit environment, rather than a description. Examples include:

• Document type code – for example, SISTD for 'Sale invoice: Standard'
• Contact account code – customer or supplier
• Nominal account code
• Unit of measure (UOM) code
• Tax band code
• Department code.

Other fields, such as dates, descriptions and currency values, are entered manually based on what the document needs.

Running the import and choosing Full import

1. Navigate to 'Imports' and open the 'Doc import interface'
2. Select the 'Input file' – your completed CSV
3. Set the 'Defaults', including 'Legal entity', 'Document type', 'Document date' and 'Currency', as needed for this import
4. Select 'Import'.

You can also choose 'Full import', which assumes no errors are present and submits and posts the import directly to the ledger. Use this option with caution – if the file does contain errors, 'Full import' will prevent the import from completing, and only shows a general error message rather than detailed information.

Understanding and resolving import errors

When an import contains an error, iplicit highlights the affected tab and, in most cases, shows a description of the issue. Common causes include:

• Currency values entered with more than two decimal places, since iplicit only supports two
• Incorrectly formatted dates
• Missing or invalid codes, such as a nominal, tax band or contact account code that doesn't exist in your environment.

If you ran a 'Full import' and an error was detected, iplicit only shows a general error message. Re-run the import without 'Full import' ticked to see the detailed error information on the affected tab, such as 'Doc Detail'.

Important considerations when building an import template

1. Do not edit the column headers, as changing a header name causes the import to fail
2. Ensure every code used in the file exists and is valid within your iplicit environment
3. Save the file as a CSV – iplicit only accepts CSV format for imports, and no other file types are supported
4. Custom attributes can be included using the prefix post.X_ on the column header
5. Custom fields can be included using the prefix h.ext.X_ on the column header.