Bills are notices of payment sent from vendors and also act as documents of received goods. They are converted from item receipts or can be manually entered. Prepayments, payments, discounts, and vendor credits can be applied to bills.
Overview
- Download the latest CSV template from the “Upload Bills” module.
- Copy Bills information into the CSV template.
- Upload the CSV template into Xoro.
Download the CSV template file
- Go to Upload Bills using the Search Menu.
- Click on “Download Template“.
Copy the information into the template
Once you’ve downloaded the template file, you can copy in your data using any spreadsheet software. There are columns that you must complete, and others that are optional. Mandatory fields are marked with a double asterisk (**) prefix.
- The file must be a CSV (Comma-separated values) file. The name of your file must end with csv.
- Make sure you don’t change any of the column headings from row 1 in the template as these are needed for the file to import correctly.
- All date fields will accept a format of MM/DD/YYYY or MM-DD-YYYY.
- Be mindful of any leading zeros in your data, some spreadsheet software will trim them automatically without notifying you. This can be resolved by ensuring your columns have correct formatting.
- Sometimes long numbers (UPC, etc.) are formatted as scientific notation. Be sure to change the formatting on this data to display these long numbers correctly.
| Column Name | Data Type | Description |
|---|---|---|
| **StoreCode | Text | Enter the StoreCode for the bill which has to match exactly with the store code in Xoro.
Note: If this field is blank it will be picked up from the upload default values. |
| **TxnDate | Date | Enter the transaction date of the bill in MM-DD-YYYY format. |
| **VendorName | Text | Enter the vendor name for the bill which has to match exactly with the vendor’s name in Xoro. |
| ItemExpenseAccountName | Text | If a valid Expense type account is entered here then it will be used as the offset account to the Accounts Payable for the bill. A valid account here will override the App Config Expense account. |
| **TotalAmt | Numeric | The amount of the bill in decimal format (example: 3245.12). |
| CurrencyCode | Text | Enter a currency for the order and this must match with the customer’s currency.Choose from:USD,CAD.For more currencies, contact Xorosoft. |
| ExchangeRate | Text | This will be “1” for home currency vendors and can be something else for foreign vendors. |
| RefNo | Text | A reference number can be associated with the bill. |
| Memo | Text | A memo can be associated with the bill. |
| VendorAddress | Text | Enter the vendor’s address. |
| VendorCity | Text | Enter the vendor’s city. |
| VendorState | Text | Enter the vendor’s state. |
| VendorCountry | Text | Enter the vendor’s country |
| VendorPostalZipCode | Text | Enter the vendor’s pin code. |
| ImportError | Text | If there any errors from an upload, they will be listed in this column. |
Upload the Template
Once you have filled the CSV file with your data, you can follow the steps below to upload it into Xoro:
- The Default values for required columns can be configured before the upload.
- If the data in the template is blank or incorrect, then the uploader will fallback and use these specified default values.
- Click Browse to select the saved CSV template file.
- After the file has been selected, click Verify & Upload to start importing.
- While the import is in progress, the summary of the progress will be displayed at the bottom of the screen with the progress bar.
- After the import has been completed, the result will be displayed with the message for success or error (if any).
- Bills will only get uploaded into the system if there are no errors in the file.
- If there are errors in the file, you can download the error file, fix the errors in the original file and upload it back into Xoro.
Video Tutorial
Manual way to enter the bills and few related articles.
