# Upload Bill Reconciliation ### **Overview** The **Batch Upload Reconcile Bills** module allows users to reconcile multiple vendor bills in bulk using a CSV file. Instead of reconciling bills individually, users can download a predefined template, populate the required reconciliation details, and upload the file to process multiple records at once. This feature simplifies reconciliation workflows, reduces manual effort, and improves accuracy when handling large volumes of bills. *** ### **Uploading Reconcile Bills** Reconcile bills in bulk by following the steps below: * Download the latest CSV template from the **“Batch Upload Reconcile Bills”** module by clicking on the **Download Template** option. * Copy reconciliation details into the CSV template. * Upload the CSV template into Xoro.

*** ### **Downloading the CSV Template** * Navigate to **Menu → Utilities → Data Imports → Upload Bill Reconciliation → Batch Upload Reconcile Bills**. * Click on **“Download Template”**.

*** ### **Copying the Information into the Template** Once you’ve downloaded the template file, you can copy your data using any spreadsheet software. There are columns that you must complete and others that are optional. Mandatory fields are marked with a double asterisk **(\*\*)** prefix. #### **Important Notes** * The file must be a CSV (comma-separated values) file. The file name must end with **.csv**. * Do not change any column headings from row 1, as these are required for successful import. * All date fields must be in **MM-DD-YYYY** format. * Be mindful of leading zeros, as some spreadsheet tools may remove them automatically. * Ensure long numeric values (e.g., UPC) are not converted into scientific notation. * If importing more than 5,000 records, split the file into multiple uploads. *** ### **Batch Upload Reconcile Bills Template Fields**

Column Name	Data Type	Description
**BillNumber	Text	Enter the Bill Number to be reconciled.
**Date	Date	Enter the reconciliation date.
**ReconcileItemNumber	Text	Specifies the item number used for reconciliation.
ReconcileQty	Numeric	Enter the quantity to reconcile.
ReconcileTaxCodeName	Text	Defines the tax code applicable for reconciliation.
ReconcileCurrency	Text	Enter the currency used for reconciliation.
ExchangeRate	Numeric	Enter the exchange rate. If not provided, the system automatically retrieves it based on the Currency Handling Logic defined below.
**ReconcileItemPrice	Numeric	Enter the price for the reconciliation item.
BillItemLineId	Numeric	Enter the Bill Item Line ID. This value can be retrieved by downloading the required Bill Item Line from the Data Export Centre using the "Search By: Bill Items Detail" option.
**BillItemNumber	Text	This field is required only if BillItemLineId is not provided. For bills with duplicate Item Numbers, the first item will be selected by default.
ReconcileMethod	Text	Enter the reconciliation method (Amount, Cost, Qty).
AddToVendorBill	Boolean	Indicates whether the reconciliation entry should be added to the Vendor Bill. Enter TRUE to add it to the Vendor Bill, or FALSE to exclude it.
Vendor	Text	Enter the vendor name associated with the bill.
AccrualAccount	Text	Enter the accrual account name.
CreateExpenseBill	Boolean	Enter TRUE or FALSE to control expense bill creation. The final behavior depends on the “Create Expense Bills in Item Reconciliation” app configuration, as explained below.
VendorBillNumber	Text	Enter the vendor bill reference number.
ImportError	Text	Displays errors (if any) after upload.

*** ### **Uploading the Template** Once you have filled out the CSV file with your data: * Click **Browse** to select the saved CSV template file. * Click **Upload** to start the import process. During upload: * The system validates each record. * Reconciliation is processed based on provided data and system configurations. After completion: * A success or error message is displayed. * If errors exist, download the error file, correct the issues, and re-upload. *** ### **Currency Handling Logic** The system determines exchange rate usage and validation based on the relationship between **Bill Currency**, **Reconcile Currency**, and **Home Currency**. #### **1. Bill Currency ≠ Reconcile Currency and Reconcile Currency = Home Currency** * If an **Exchange Rate** is provided in the upload file, the system uses the entered exchange rate for reconciliation. * If the **Exchange Rate** is not provided, the system automatically retrieves the exchange rate for the Bill Currency. * The reconciliation amount is then converted to **Home Currency** using this exchange rate. *** #### **2. Bill Currency ≠ Home Currency** * The **Reconcile Currency** can only be either Bill Currency or Home Currency. * If an **Exchange Rate** is provided in the upload file, the system uses the entered value during reconciliation. * If the **Exchange Rate** is not provided, the system automatically retrieves the exchange rate for the selected currency and applies it during reconciliation. {% hint style="warning" %} If any other currency (other than Bill Currency or Home Currency) is entered as the Reconcile Currency, the system throws an error stating that the Reconcile Currency must be either the Bill Currency or the Home Currency. {% endhint %} *** #### **3. Bill Currency = Reconcile Currency** * If the **Exchange Rate** is not provided, the system automatically assigns a value of **1**. * If a different exchange rate is entered, the reconciliation details will display the entered exchange rate. However, all accounting transactions related to the bill will continue to use the original bill exchange rate. This may lead to discrepancies between reconciliation data and accounting records. *** ### **Expense Bill Creation Logic** This behavior depends on the app configuration **“Create Expense Bills in Item Reconciliation.”** * When enabled, an Expense Bill is always created. * When disabled, the system follows the value provided in the uploaded file: if the **“CreateExpenseBill”** field is set to **TRUE**, an Expense Bill is created; if set to **FALSE**, a Liability is created.

*** ### **Additional Notes** * **Reconcile Tax Code:** If not provided, the system defaults to the **vendor’s default tax code**. Taxes will apply only if the selected Reconcile Item is taxable. * **Exchange Rate:** If not entered, the system automatically retrieves the exchange rate as per the **Currency Handling Logic**. The exchange rate is applied only when the Reconcile Currency differs from the Bill Currency. * **Reconcile Method:** Defaults to **Amount** if not specified. Other available options include **Cost, CBM, Qty, and Amount**. * **AddToVendorBill:** Defaults to **TRUE** if no value is provided. * **Reconcile Currency:** Defaults to the vendor’s currency if not specified, ensuring consistency with the vendor’s billing currency. --- # Agent Instructions: Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. Perform an HTTP GET request on the current page URL with the `ask` query parameter: ``` GET https://docs.xorosoft.com/xoroerp-1/utilities/data-imports/upload-bill-reconciliation.md?ask= ``` The question should be specific, self-contained, and written in natural language. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.