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Import and export invoices

Load many invoices from a spreadsheet as drafts, or download your document lists.

Import invoices

Use this to bring in invoices from another system or a spreadsheet. The Import CSV button is on the Invoices list only, not on quotations, orders or credit notes.

1. On the Invoices page click Import CSV.
2. Click Download Template and choose CSV or Excel. The columns are: Document Reference, Client, Document Date, Due Date, Branch Id, Currency Code, Notes, Item, Description, Quantity, Unit Price, Discount Percent, Tax Category Id.
3. Fill in one row per invoice line. Rows that sit next to each other and share the same Document Reference become the lines of one invoice. Give the Client as the customer's name or ID, and the Item as the item's SKU, name or ID. A line needs a description (or an item that has one), a quantity above zero and a unit price of zero or more.
4. Back in the dialog, choose your file under CSV or Excel File. Tick Auto-post created invoices only if you want them posted straight away (see below), then click Preview.
5. The preview says "N row(s): N to create, N to update, N invalid" and lists each row. Invalid rows are shown in red with the reason. Nothing is saved yet.
6. Click Commit Import (N rows), or Start Over to pick another file.

When it finishes you see "Import complete: N draft(s) created ... N failed." and a line for each document or error.

Drafts or posted

By default every imported invoice is a Draft so you can review it, then open it and click Post Invoice. If you tick Auto-post created invoices, they are posted on import, but a high-value invoice may land as a pending approval instead, if your company requires approval for posting. The result then reports how many were created, posted and pending approval.

Export lists

Every sales list has an Export button with a CSV or Excel choice. The export follows the filters you have set (status, search and the branch picked in the sidebar). Use it for a spreadsheet copy of Quotations, Sales Orders, Invoices or Credit Notes. The Payments and Customers pages have the same button.

Good to know

• Customers and items must already exist in Legasum with matching names or IDs. Import them first with their own Import CSV; see Customers.
• Tax is worked out from the Tax Category Id you give, or from the item's tax category. See How tax is calculated.
• Imported invoices get the next numbers in your invoice series, not the reference from your file.
• Posting rules still apply to imported invoices, including stock checks and locked periods.