Upload Invoices

An invoice is a document showing the goods and/or services billed to the customer. If the warehousing (WMS) component of Xoro is enabled, an invoice is automatically generated every time a SO is “Packed & Shipped”. If it is disabled, it can be entered manually or converted from a SO directly. An invoice depletes inventory from a warehouse and acts as a notice of payment for customers.

You can upload the invoices by following the steps mentioned below.

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

• Copy Invoices information into the CSV template.

• Upload the CSV template into Xoro.

Downloading the CSV template file

We have provided a set template in the system that will be used to upload the invoices. Begin the upload process by downloading this template.

• Go to the Upload Invoices module using the Search Menu.

• Click on the “Download Template“.

  

Copying the information in the template

Once you’ve downloaded the template file, you can add/copy your data using any spreadsheet software. 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 Invoices Template Fields

Column Name	Data Type	Description
**StoreCode	Text	Enter the ShipStoreCode for this invoice which has to match exactly with the store code in Xoro. Please Note: If this field is blank, it will be picked up from the upload default values.
**SaleStoreCode	Text	Enter the SaleStoreCode for this invoice which has to match exactly with the store code in Xoro. Please Note: If this field is blank it will be picked up from the upload default values.
**TxnDate	Date	Enter the transaction date of the invoice in MM-DD-YYYY format.
ExchangeRate	Numeric	If the invoice is for a foreign customer, the "Exchange Rate" field allows you to specify the conversion rate for currency exchange. This will be 1 for home currency customers.
RefNo	Text	Enter the reference number for the invoice. This acts as a unique identifier for the invoice and helps to easily find the invoice in the system.
Memo	Text	This field allows you to add additional information related to the invoice.
ShipDate	Date	Enter the date when the order corresponding to the invoice was shipped in the MM-DD-YYYY format.
**TotalAmount	Numeric	The amount of the invoice in decimal format (example: 3245.12).
**CustomerName	Text	Enter the customer name in invoice , this will have to match up EXACTLY to the customer’s name in Xoro.
ItemIncomeAccountName	Text	If a valid Income type account is entered here it will be used as the offset account to the Accounts Receivable. If a valid Income account not is used here it will override the Income account associated with “Miscellaneous Item” in App Config.
ImportError	Text	If there are any errors from an upload, they will be listed in this column.
TrackingNumbers	Text	Enter the tracking number for the shipment in this column.
SalesRepGroups	Text	Enter the sales rep in the invoice, this will have to match up EXACTLY to the sales rep name in Xoro.

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. The default values will be uploaded to the system if the required fields are left blank.

  
• Click Browse to select the saved CSV template file.

  
• After selecting the file, click Verify & Upload (Verify the data from the Invoice File Preview).

  

• Click on Upload Invoices 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 the message for success or error (if any).

  
• Invoices 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.