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Import An Invoice File

Back Office - How To

This outlines How To Import An Invoice File.

 

Processing imported Supplier invoices is done as follows:

  • Download & import or just import, match and save (committing) the invoice as a pending Supplier invoice in Swiftpos. Refer HERE for more information. 
  • Retrieve the pending invoice and post it as completed using the Invoices/Receipt Goods screen. 

 

Notes ...

 

Only the first step is covered here as the remainder of the process is covered in the Invoices/Receipt Goods screen.

 

How To?      ▲ ▼

In the Import Invoices screen, do as follows:

  • Select Import option to open the file explorer screen.
  • Select the type of file to be imported via the Import Invoice screen, then locate and select the file and select the Open option.
  • If Swiftpos is unable to determine which Supplier the invoice is from, then the Select Supplier screen will be displayed, prompting the selection the appropriate Supplier.

 

Notes ...

 

Once the Supplier is selected it cannot be changed. The only way to change an incorrectly selected Supplier is to delete the invoice, re-import it and select the correct Supplier.

 

  • In the grid section:
    • Confirm the value in the Invoice # field is correct. If no value is displayed, then enter the correct invoice number.
    • Confirm the value in the Order # field is correct. If no value is displayed, then enter the correct purchase order number.
    • Confirm the value in the Location field is correct. If no value is displayed, then enter the correct number of the Location.
  • Select the Match option in the footer section to match the invoice's items/products in with Swiftpos items/products. Items/Products are unmatched when they do not have a value displayed in the Product Code column. To match, select the Product Code column and select Enter. The Search Products screen will be displayed. Simply select the appropriate item/product that matches and confirm adding a Supplier record to the item/product.
  • Once all items/products have been matched, select the Save as Pending option to save the Invoice as Pending.
  • The invoice should now be retrievable as a Pending Invoice from the Invoices/Receipt Goods screen.

 

End of article      ▲