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Title: Importing Invoices with Additional Items

Brief description:

Unanet offers the ability to import invoices with additional items. The import will either create new invoices or update existing Draft invoices with Additional Item amounts. This page describes various business cases for importing invoices with additional items. For technical details, please consult the Help doc link below. 

What’s covered in this document:

Business Case Examples

Business Case 1 - Import Invoices Generated by a Third-Party System

Invoices are generated in a third-party system, but need to be reflected in Unanet for AR Aging and Cash Receipts processing purposes. Multiple invoices can be created at once via import.

For example, if a customer creates multiple invoices per day for a vendor based on production data from the Customer’s internal system where the activity is captured. The vendor (owner of a Unanet system) can import those invoices into Unanet.  

Business Case 2 - Calculate Sales Tax, Service fees, Discounts

Items calculated by a third-party application outside of Unanet such as discounts, service fees, tax items such as sales tax, or retainage can be imported.

These items can be calculated via logic in an AR export, then imported back in via the Invoice Import. 

For example, if a company has 11 states they collect sales tax for and approximately 25 invoices a month that they manually add the tax to, they can save a couple of hours per month. This may occur by doing an AR export and importing that file into Tax calculation system (e.g., Avalara). The Tax calculation system would generate a file with taxes calculate, and that file would use the Invoice Import to add the tax amounts as Additional Items onto the Invoice Import. 

Business Case 3 - Import Open AR during migration to Unanet Financials

Open AR can be imported to help accelerate migration to Unanet Financials (assuming that historical invoiced to date information is not required in subsequent invoices).

For example, Unanet offers a query for the GCSConvert tool that pulls the open AR in the format of an invoice import.

Process Steps

The Invoice Import process may be used to create new invoices with additional items or to update Draft invoices to add new additional items. 

The process for either is essentially the same, except as noted in the instructions below.

  • Make sure Projects, Tasks, and Additional Item Types exist in your system.
  • Create or modify the Import invoice file to contain the Additional Item(s). The Import invoice file format can be found in the Help Docs under "Invoice Import." See the link in Additional Information below. 
    • If you intend to add Additional Items to an existing Draft invoice, Invoice numbers in the file must match the intended invoice number.
    • If you intend to create a new Invoice with an Additional Item, the invoice number must be unique and not used previously.
    • Multiple additional items to import on a single invoice must be grouped together by invoice number.
  • Save file as a CSV.
  • Go to Financials > Invoicing & Posting > Import Invoice.
    • Choose File to select the CSV file to import.
    • Choose preferred Output Options.
    • Choose preferred Resulting Status (choosing Draft will allow you to modify the invoice before completing it).
    • Click Import
    • Note: Only one draft invoice is allowed per project. If multiple invoices need to be imported for one project, you must choose Completed status on the import screen. Furthermore, when Completed status is chosen and there are multiple additional items to import on a single invoice, additional items must be grouped together by invoice number.

  • Go to Financials > Invoices > List Invoices and review the invoice(s).

     

  • Completethe invoice.


Sample Invoice Import file

Sample Invoice Import file.csv

Additional Information

KC - Is there a way to automatically populate the import invoice feature used to add additional items to existing invoices?

Help Docs - Invoice Import

Help Docs - Setup Additional Items 


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