In this chapter, we will look at a specific example of importing a purchase invoice from Excel. For general principles of Excel imports, we recommend reading the first chapter - Introduction. Excel imports are available from the Business plan and above.
Provided your license includes the purchase invoice import, the import will be available at Tools -> Import -> Import from Excel -> Purchase Invoices.
Tip: If you already have existing invoices in Flexi that are similar to the invoice you intend to import, you can export one of those existing invoices to Excel and use it as a template.
Now let's move on to importing a specific purchase invoice. We will be importing the following file: fakPrij_vzor.xlsx
Since the Excel file contains column headers, check the option "Ignore the first row (column headers)" when selecting columns.
Note: The order of the columns selected for import must exactly match the order of columns in the Excel file.
Internal number - The internal number of the invoice. Required field.
Variable symbol - Variable symbol, text string (max. length 30).
Description - Invoice description, text string (max. length 255).
Issued - Issue date, enter in the format DD.MM.YYYY (e.g. 01.12.2018). Issued = Date of receipt.
Cost center - The cost center for the invoice. References the cost center list (enter the cost center code).
Due date - Payment due date, enter in the format DD.MM.YYYY (e.g. 01.12.2018).
Company name - Company name, text string (if the "Company" column is filled in, this field will be populated automatically from the address book).
Total [CZK] - Total invoice amount. If provided, it must exactly equal the sum of the Base amount + VAT.
Bank account number - The supplier's bank account number as shown on the invoice. Text string.
Contra account - Debit account. References accounts in the Chart of Accounts. References the code/abbreviation of the account.
Primary account - Credit account. References accounts in the Chart of Accounts. References the code/abbreviation of the account.
Document type - References the type of the invoice; enter the code of the given type (apply the same approach when entering values from lookup lists).
Currency - Invoice currency, references the currency list (enter the code). If the invoice is in the domestic currency, this field does not need to be filled in.
Company - Code/abbreviation of the company in the address book. If this column is provided, the relevant company details will be filled in automatically from the address book.
City - City where the company is located. Text string (max. 255 characters). Populated automatically based on the Company column.
ZIP code - ZIP/postal code of the company (customer). Text string (max. 255 characters). Populated automatically based on the Company column.
Street - Street address of the company (customer). Text string (max. 255 characters). Populated automatically based on the Company column.
Country - Country of the company (customer). Text string (max. 255 characters). Populated automatically based on the Company column.
Company registration number - Company registration number (customer). Text string (max. 255 characters). Populated automatically based on the Company column.
VAT number - VAT registration number of the company (customer). Text string (max. 255 characters). Populated automatically based on the Company column.
Exempt, VAT-free [CZK] - Column for the amount exempt from VAT (required column when an amount is provided).
VAT return lines - VAT return lines; enter their code (also found in the lookup lists).
VAT country - The country in which you are applying VAT. References the country list; enter its code/abbreviation.
Posting date - Date of posting (DD.MM.YYYY); does not need to be filled in — it will be populated automatically upon posting.
Bank account - Your bank account from the list of bank accounts; enter its code.
Posting template - Posting template for the purchase invoice. References the posting template list (enter its code).
Control statement line - Control statement lines. Populated based on the posting template (provided it includes them).
Incoming number - The incoming number of the purchase invoice. Required field.
All properties of the purchase invoice register can be found at: https://demo.flexibee.eu/c/demo/faktura-prijata/properties
After selecting the relevant columns, click the "OK" button and a table will appear showing the data types of the selected columns and their properties.
After clicking the "OK" button, select the file to import and confirm your agreement to import the records.
If the import fails and the Excel file needs to be corrected, a window should appear displaying the specific errors, or optionally offering the option to send an error report to Flexi support.
If the import completes successfully, the newly imported invoice will appear in the purchase invoice register.