Import Invoices

View Source
This new feature in the Invoices module will now allow end-users to upload hundreds of invoices into the HFSP Merchant Portal.

Users can export their invoices from an existing tool, migrate it to HFSP Merchant Portal by downloading and utilizing the import template for customers and start uploading to our system.

Follow the step-by-step guide on how to use the Import Invoices feature seamlessly.

I. Download the template

To start importing the customer to the Merchant Portal, it is important to download first the Import Invoices Template that is in the CSV format.


It is important to use the downloadable template from the HFSP Merchant Portal. No other file or template can be used in the uploader; the user will encounter an error if another template is used.

  1. Go to Invoices

  2. Below the Import Invoices button, click the Download template here…

  3. The template will be downloaded into your browser.

II. Enter invoice details in the CSV template

Now that the CSV template has been downloaded, the user can already start entering the invoice details into the file.

Here are the data fields that are included in the Invoice CSV template.

Field Name

Required? (Y/N)

Description

Sample Input

Customer Name

Y

Invoice Number

Y

Invoice Date

Y

Number of Payment Terms

N

Payment Terms

Y

Due Date

Y

Item

Y

Item Qty

Y

Item Rate

Y

Service

Y

Service Qty

Y

Service Rate

Y

Has Partial Payment

N

Partial Payment

N

Partial Payment Type

N

Has Discount

N

Discount

N

Discount Type

N

Tax

N

Tax Type

N

Notes

N

Show Terms and Conditions

N

Terms and Conditions

N


To guarantee that your products are imported to the system, please take note of the upload capacity per file: up to 500 records only.

III. Save the Import Invoice file in CSV format.

Take note of the following tips to prevent the occurrence of errors on the file for upload or on the data input.

Ensure the following:

  • The invoice import file is saved in the correct file format (.csv)

  • The downloaded invoice import file is used

  • File does not contain rows with white spaces

  • Data are entered correctly

III. Upload the Import Inventory file

  1. Log-in to Merchant Portal

  2. Navigate to Invoices.

  3. The Import Invoices button should be visible on the right-hand side of the page.

  4. Click the Import Invoices button.

  • In this step, the user will be shown two (2) Import Types:

    • Modify Records

      • This type ADDS new record(s).

      • If there are already existing items on file, the app will just UPDATE the invoices on the list but not delete.

    • Replace Records

      • This type DELETES ALL records in the invoices list.

It is advised to use Modify Record type if you would like to add new invoices on the list and retain your old invoices in the system.


Be extra careful in using Replace Records, please take note that replacing all invoices on the list means deleting them.

  1. Click the  Upload CSV after choosing an Import Type.

  • Select the Import Invoices file you want to upload.

  • Wait for the file to be processed. You will be seeing a small “Processing File…” update below the Upload CSV button.

  • Once the file is processed, you will be shown the Import Invoices Confirmation list.

    • This is a section where all your data input in the file is listed. Please note that your invoices are not yet uploaded at this point, this is just a sub-process where you can double-check the records for upload and confirm that records processed are complete and correct.

  • Click the Upload button once you have reviewed the records listed.

  • Click the Confirm button from the Import Confirmation modal to proceed with the upload.

A success message will be shown to the user, “Successfully initiated import queue!”

IV. Check Import Results

  • Once the import queue is initiated, dismiss the success message dialog, and notice the import status on top of the list.

  • The status will change to “x import(s) completed successfully” once the file has been processed.

Refresh the page to see the changes in the import status.

  1. Click the “x import(s) completed successfully!” to view the import results.

  2. A modal will be opened containing the list of the Completed Imports.

  3. Click on the File Name to display the import status of each record.

If after import, you still cannot see the products in your Invoices list, check your template again if it is correct and updated, otherwise, try to download the template and use it on your next import.