This article explains how to prepare an Excel import file for received (purchase) invoices that can be uploaded to the ABRA Flexi web interface.
Compared to the desktop application, the web interface import offers several advantages:
you can import both documents and their line items in a single file,
you can bulk-create new invoices as well as update existing records,
the entire process is faster and more straightforward.
We recommend first reading the general article on Excel imports in the web interface, where you will find the basic requirements and supported formats.
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Importing Received Invoices
After selecting "Import from Excel", you must choose the correct import type:
Basic import – invoices without line items,
Advanced import – invoices including line items.
Flexi will then display a mapping overview where:
on the left you will see the column names from Excel,
on the right you will see the corresponding fields in Flexi.
If any column is missing, you can add it via Advanced options.
Required and Recommended Columns for Received Invoices
When importing received invoices, the following columns are required or recommended:
Internal number – required field (unique invoice number).
Invoice type – code/abbreviation of the invoice type. Required field.
Company name – name or abbreviation of the company/person.
Incoming number – required field.
Date received – in
DD.MM.YYYYformat. Required field.Due date – in
DD.MM.YYYYformat.Days overdue – does not need to be filled in; Flexi calculates this automatically.
Paid – expressed as a percentage.
Total amount – total value of the invoice.
Total VAT – VAT amount.
Cost centre – cost centre abbreviation.
Additional columns can also be added in the web interface — their settings are available in the bottom-right corner.
The easiest way to determine the correct field formats is to use the Export to Excel in import format option, or you can refer to the properties.
Importing Received Invoices Including Line Items (Practical Example)
To import invoices including line items, follow these steps:
Select Advanced import.
Prepare the Excel file in the correct format (a sample file is available for download).
If you want to update an existing invoice, also add an ID column to the file.
Import Process:
First, a test import is performed to verify the accuracy of the data.
If everything is correct, start the import by clicking "Import" (bottom right).
Once complete, a confirmation of the successful import will be displayed.
Tip for invoices without line items:
If you are importing an invoice without line items, add the following to the Excel file:
the No line items column,
the value TRUE.