Import/Export Invoices

Importing invoices allows you tosave timeby adding multiple invoices at once via a pre-formatted Excel file. This functionality is particularly useful for centralizing customer invoices without repetitive manual entry.

Steps to import invoices

1. Access the billing interface

• Go to the interfaceBill.

• At the top right of the list, click on thepurple “Import” button.

2. Download the canvas

• Download itExcel template file (canvas)on your computer.

• This model contains the exact structure expected by the system.

3. Complete the file

• Strictly respect the names and order of the columns.

• Enter the necessary information by filling outrequired fields.

Fields to fill out

Required fields:

• Number: Invoice reference.

• Trip number: Trip number linked to the invoice.

• Date: Invoice date.

• Customer: Customer name (it must already exist in the system).

• Amount excluding tax: Amount excluding tax.

• VAT: Tax amount.

• Amount including tax: Amount all taxes included.

Optional fields:

• User

• Subcontractor

• Company

• Due date

• ...and any other fields not marked as mandatory in the canvas.

Important: All values ​​such as customer, trip, or user must already exist in the system repository. Otherwise, the file cannot be imported.

Import file

• Returns to the system interface.

• Click again on"Import".

• Selects and loads the completed file.

Automatic system check

• The system displays asummary of recordingsand reports if there are any errors.

• If you seeerroneous records, checks the error messages to understand:

  • Format error

  • Missing data

  • Data does not exist in the system (e.g.: unknown customer)

• Fixes the errors in the file, then starts the import again.

Finalization

• If everything is correct, the import is successful.

• The invoices areautomatically addedto the list of invoices.

• You can thenconsult, modify or managelike any other invoice.

Exporting invoices

The export function allows you tocollect all invoicessaved in the system underExcel file form, thus facilitating:

• TEAdata sharing

• L'external analysis

• L'accounting or administrative archiving

Steps to export invoices

1. Access the list of invoices

• Go to the modulebillingof the system.

• Make sure you are on the correctcomplete list of invoices.

2. Click on the export button

• At the top of the interface, click on thegreen export icon.

• This icon is generally in the shape ofdown arrow or excel file.

3. Generating the file

• The system automatically generates aExcel filecontaining:

  • All columns displayed in the list

  • Invoicesfiltered or displayed on screen

• If you applied afiltered(by customer, by date, etc.), only visible data will be exported.

4. File Upload

• Once the file is generated, it isautomatically downloadedon your computer.

• You can open it with Excel or send it by email to your colleagues or partners.

Advantages of exporting

• Save timefor creating financial reports

• Easy sharingdata with other services or clients

• Traceabilityinvoices in accounting or reporting tools