Upload: Invoices

An invoice is a document showing the goods and/or services billed to the customer. If the warehousing (WMS) component of Xoro is enabled, an invoice is automatically generated every time a SO is “Packed & Shipped”. If it is disabled, it can be entered manually or converted from a SO directly. An invoice depletes inventory from a warehouse and acts as a notice of payment for customers.

Overview
  • Download the latest CSV template from the “Upload Invoices” module.
  • Copy Invoices information into the CSV template.
  • Upload the CSV template into Xoro.

Download the CSV template file

  • Go to Upload Invoices using the Search Menu.
  • Click on the “Download Template“.


Copy the information into the template

Once you’ve downloaded the template file, you can add/copy in your data using any spreadsheet software. . 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.

If you’re importing more than 5,000 records, we recommend you to split up the file.

Column NameData TypeDescription
**StoreCodeTextEnter the ShipStoreCode for this invoice 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.

**SaleStoreCode TextEnter the SaleStoreCode for this invoice 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.

**TxnDateDateThe transaction date of the invoice in MM-DD-YYYY format.
ExchangeRateNumericThis will be 1 for home currency customers and can be something else for foreign customers.
RefNoNumericA reference number can be associated with the opening credit memo.
MemoTextA memo can be associated with the opening credit memo.
**TotalAmountNumericThe amount of the invoice in decimal format (example: 3245.12).
**CustomerNameText Enter the customer name in invoice , this will have to match up EXACTLY to the customer’s name in Xoro.
ItemIncomeAccountNameTextIf a valid Income type account is entered here it will be used as the offset account to the Accounts Receivable. If a valid Income account not is used here it will override the Income account associated with “Miscellaneous Item” in App Config.


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.
  • Click Browse to select the saved CSV template file.
  • After the file has been selected, click Verify & Upload (Verify the data from the Invoice File Preview)
  • Click on Upload Invoices 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).
  • Invoices 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


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