Upload Bills

Bills are notices of payment sent from vendors and also act as documents for received goods. They are converted from item receipts or can be manually entered. Prepayments, payments, discounts, and vendor credits can be applied to bills.

Uploading Bills

You can upload bills in bulk using the steps mentioned below:

  • Download the latest CSV template from the “Upload Bills” module.

  • Copy bill information into the CSV template.

  • Upload the CSV template into Xoro.

Downloading the CSV template

  • Go to "Batch Upload Bills" module using the search menu.

  • 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.

Below are some points to be noted when entering the data into the template.

  • The file must be a CSV (Comma-separated values) file. The name of your file must end with csv.

  • Make sure you don’t change any column headings from row 1 in the template as these are needed for the file to import correctly.

  • All date fields will accept the MM-DD-YYYY format.

  • Be mindful of any leading zeros in your data, some spreadsheet software will trim them automatically without notifying you. This can be resolved by ensuring your columns have correct formatting.

  • Sometimes long numbers (UPC, etc.) are formatted as scientific notation. Be sure to change the formatting on this data to display these long numbers correctly.

If you’re importing more than 5,000 records, we recommend you split up the file.

Upload Bills File Fields

Column Name
Data Type
Description

**StoreCode

Text

Enter the store code linked to the bill. This must match exactly with the store code in Xoro.

Note: If this field is blank it will be picked up from the upload default values.

**TxnDate

Date

Enter the transaction date of the bill in MM-DD-YYYY format.

**VendorName

Text

Enter the vendor name for the bill which has to match exactly with the vendor’s name in Xoro.

ItemExpenseAccountName

Text

If a valid Expense type account is entered here then it will be used as the offset account to the Accounts Payable for the bill. A valid account here will override the App Config Expense account.

**TotalAmt

Numeric

The amount of the bill in the decimal format (For example: 3245.12).

CurrencyCode

Text

Enter a currency for the order and this must match the customer’s currency, for instance, USD, CAD, etc. For more currencies, please contact Xorosoft.

ExchangeRate

Text

If the order is for a foreign customer, enter the exchange rate here. If your order currency is the same as your system home currency, then put “1” here.

RefNo

Text

A reference number can be associated with the bill here.

Memo

Text

This field allows you to provide any notes or any additional information related to the bill. This allows you to add important details or instructions that need to be considered during bill processing.

BillFromFirstName

Text

Enter the first name of the individual linked to the billing address for the order.

BillFromLastName

Text

Enter the last name of the individual linked to the billing address for the order.

BillFromCompanyName

Text

Enter the name of the company to which the bill is being issued.

VendorAddress

Text

Enter the vendor’s address.

BillFromAddress2

Text

This is an additional field that allows you to enter the extended billing address, in case the address is lengthy.

VendorCity

Text

Enter the vendor’s city.

VendorState

Text

Enter the vendor’s state.

VendorCountry

Text

Enter the vendor’s country

VendorPostalZipCode

Text

Enter the vendor’s pin code.

BillFromPhoneNumber

Numeric

Enter the phone number associated with the billing address.

BillFromEmail

Text

Enter the email address of the recipient or the individual representing the billing address.

ProjectClassName

Text

Enter the project/class to associate with the bill.

ImportError

Text

If there are any errors from the upload, they will be listed in this column.

Uploading the template

Once you have filled out the CSV file with your data, you can follow the steps below to upload it into Xoro:

  • The Default values for required columns can be configured before the upload.

  • If the data in the template is blank or incorrect, then the uploader will fall back and use these specified default values.

  • Click "Browse" to select the saved CSV template file.

  • After the file has been selected, click Verify & Upload to start importing.

  • While the import is in progress, the summary of the progress will be displayed at the bottom of the screen with the progress bar.

  • After the import has been completed, the result will be displayed with a message for success or error (if any).

  • Bills will only get uploaded into the system if there are no errors in the file.

  • If there are errors in the file, you can download the error file, fix the errors in the original file, and upload it back into Xoro.

If you want to batch update the existing data, you can download the existing bills by clicking Download Existing Bills, update the necessary values in the CSV file, and upload it back into Xoro.

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