In this chapter, we will walk through a specific example of importing from Excel into the issued invoices register. For general principles of Excel imports, we recommend reading the first chapter - Introduction. Excel imports are available from the Business plan and above.
If your license includes issued invoice imports, they will be available in the Tools module (Tools -> Import -> Import from Excel -> Issued Invoices).
Tip: If you already have existing invoices in Flexi that are similar to the invoice you intend to import, you can use the exported Excel file of an existing invoice as a template for the import.
Let's now move on to importing a specific issued invoice. We will be importing the following file: fakVyd_vzor.xlsx
Since the Excel file contains column headers, check the "Ignore first row (column names)" option when selecting columns.
Note: The order of the columns selected for import must exactly match the order of the columns in the Excel file.
Document type - Refers to the type of the given invoice. Enter the code of the respective type (apply the same approach when entering values from lookup lists).
Internal number - The internal number of the invoice. Required field.
Issue date - Date of issue. Enter in the format DD.MM.YYYY (e.g. 01.12.2018).
Due date - Payment due date. Enter in the format DD.MM.YYYY (e.g. 01.12.2018).
Company name - Name of the company. Text string (filled in automatically based on the address book when the "Company" column is populated).
Total [CZK] - Total invoice amount. If provided, it must exactly equal the sum of the Tax Base + VAT.
Reduced VAT base [CZK] - The tax base amount for the applicable VAT rate (required column when an amount is provided).
Reduced VAT [CZK] - The VAT amount for the applicable VAT rate (required column when an amount is provided).
Cost centre - Refers to a cost centre in the lookup list. As with the document type, enter its code/abbreviation.
Tax supply date - Date of taxable supply. Enter in the format DD.MM.YYYY (e.g. 01.12.2018).
Description - Invoice description. Text string (max. length 255).
Variable symbol - Variable symbol. Text string (max. length 30).
Currency - Invoice currency. Refers to the currency lookup list (enter the code). Not required for invoices in the domestic currency.
Payment method - Payment method. Refers to the payment methods lookup list (enter its code).
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). Filled in automatically based on the Company column.
Postal code - Postal code of the company (customer). Text string (max. 255 characters). Filled in automatically based on the Company column.
Street - Street address of the company (customer). Text string (max. 255 characters). Filled in automatically based on the Company column.
Country - Country of the company (customer). Text string (max. 255 characters). Filled in automatically based on the Company column.
Company ID (IČO) - Company registration number of the company (customer). Text string (max. 255 characters). Filled in automatically based on the Company column.
VAT ID (DIČ) - VAT identification number of the company (customer). Text string (max. 255 characters). Filled in automatically based on the Company column.
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. Refers to the countries lookup list. Enter its code/abbreviation.
Credit noted - Has the invoice been credit noted? Boolean value (YES = 1; NO = 0).
Posting date - Date of posting (DD.MM.YYYY). Does not need to be filled in — it will be populated automatically upon posting.
Bank account - Bank account from the list of bank accounts. Enter its code.
Posting template - Posting template for the given invoice. As with other lookup lists, enter its code.
Primary account - Debit account (MD). Refers to accounts in the Chart of Accounts. Enter the code/abbreviation of the account.
Contra account - Credit account (DAL). Refers to accounts in the Chart of Accounts. Enter the code/abbreviation of the account.
Standard VAT account - Standard VAT account. Refers to accounts in the Chart of Accounts. Enter the code/abbreviation of the account.
Reduced VAT account - Reduced VAT account. Refers to accounts in the Chart of Accounts. Enter the code/abbreviation of the account.
Second reduced VAT account - Second reduced VAT account. Refers to accounts in the Chart of Accounts. Enter the code/abbreviation of the account.
All properties of the issued invoices register can be found at:
https://demo.flexibee.eu/c/demo/faktura-vydana/properties
Once you have selected the relevant columns, click the "Ok" button. 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 consent to import the records.
If the import fails and the Excel file needs to be corrected, a window should appear listing the specific errors, and optionally offering the ability to send an error report to Flexi support.
If the import completes successfully, the newly imported invoice will appear in the issued invoices register.