Invoice import details

Use invoice import to create or update itemized customer sales transactions in bulk from CSV. The record-specific template contains editable invoice fields and supports references to customers, items, dates, terms, amounts, tax, and other values required by the selected import operation.

Each invoice consists of details such as customer information, payment terms, and the products and services being purchased. This record also serves as a proof of sale, which is used to request for payment from a customer.

Supported operations

With file import, you can bring external invoice records into QuickStart.

The following operations are supported for this record type:

• Create a new record: The file import only creates new invoices based on the data you are importing.

• Update an existing record: The file import only updates existing invoices if there is a reference to it.

• Create a new or update an existing record: The file import checks each line of the file you are importing. If there is a reference to an existing invoice, the system updates the data. If there is no reference to an existing invoice, the system creates a new one.

For more details about these operations, see Import a file.

Permissions required for importing invoices

The following access profiles can import invoices:

• Account administrator

• Accountant

• Full business access

• Sales rep

Usage notes

Importing invoice records

You can import invoice records from third-party systems using the processes detailed in Import a file.

Before importing your data, you can download a CSV template file for invoices, which includes all editable fields on the invoice record. You can remove columns that correspond to optional fields that you do not need for your import. For more information about generating this template, see Work with the CSV file template.

Create new invoices using basic file import

When you fill in the CSV template file to create new invoices, only the following fields are required:

Field Location	Field Name in QuickStart UI	Column Name in CSV file	Data Type and Formatting	Description
Header	Not applicable	Primary Column	Long, Numeric	The Primary Column does not correspond to a field in the record. It is an additional required column used for identifying the borders of a group of data when the imported records can have sublists or subrecords. The values of the Primary Column are not populated in any field in the record.
Header	Customer	* Customer	Alpha	References an existing customer record
Header	Date	* Date	Date	Transaction date that defaults to today’s date
Header	Posting period	* Posting period	Select	Specifies which month and fiscal year the transaction is posted for accounting purposes
Line	Not applicable	Items > Primary Column	Long, Numeric	The Primary Column does not correspond to a field in the record. It is an additional required column used for identifying the borders of a group of data when the imported records can have sublists or subrecords. The values of the Primary Column are not populated in any field in the record.
Line	Item	Items > Item	Alpha	References an existing item record
Line	Quantity	Items > Quantity	Decimal, Numeric	Quantity of a line item
Line	Rate	Items > Rate (amount)	Long, Numeric	Rate of a line item

Note:

The Draft field takes a Boolean value of T for true or F for false. This value defines whether the imported record is in draft status. Although it is not a required field, it is best practice to include it in your import with the proper value.

Create new or update existing invoices using basic file import

When you import a file that references existing records in QuickStart, you must use a unique identifier such as Internal ID. For more information, see Reference existing records.

When you fill in the CSV template file to create new or update existing invoices, only the following fields are required:

Field Location	Field Name in QuickStart UI	Column Name in CSV file	Data Type and Formatting	Description
Header	Not applicable	Primary Column	Long, Numeric	The Primary Column does not correspond to a field in the record. It is an additional required column used for identifying the borders of a group of data when the imported records can have sublists or subrecords. The values of the Primary Column are not populated in any field in the record.
Header	Not applicable	Internal ID	Long, Numeric	Internal ID of the transaction record to be updated
Header	Customer	Customer	Alpha	References an existing customer record
Header	Draft	Draft	Boolean	The Draft field takes a Boolean value of T for true or F for false. This value defines whether the imported record is in draft status.
Header	Posting period	Posting period	Select	Specifies which month and fiscal year the invoice is posted for accounting purposes
Line	Not applicable	Items > Primary Column	Long, Numeric	The Primary Column does not correspond to a field in the record. It is an additional required column used for identifying the borders of a group of data when the imported records can have sublists or subrecords. The values of the Primary Column are not populated in any field in the record.
Line	Item	Items > Item	Alpha	References an existing item record
Line	Quantity	Items > Quantity	Decimal, Numeric	Quantity of a line item
Line	Rate	Items > Rate (amount)	Long, Numeric	Rate of a line item