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Import Vendor Invoices in Bulk

  • Updated

Invoices can be created individually or created in bulk via import. Creating invoices in bulk allows users to upload all invoice data, including line items, in mass. 

Follow the below steps to create vendor invoices in bulk: 

  1. Click "Imports". 

  2. Click the plus button.

  3. Select the Import Type field. 

  4. Click "Vendor Invoice V2"

    See How to Use the Vendor Invoice v2 Import Template below for details on building the import file. Once the import file is built, proceed with steps 5-9. 

  5. Browse for your files

  6. After your file has been selected, click the Upload button. 

  7. After your file has been uploaded, review the first row to ensure the information is displaying as expected. 

  8. If the information looks correct, click the "Begin Import" button.  If there are any issues with the information displayed, make any needed corrections to your file and upload the new/modified file for review. 

  9. The next page will display a progress bar, including detail regarding successes and failures.  If there are any failures, you will have the ability to download the failed rows for review of any corrections needed. 

 

How to Use the Vendor Invoice V2 Import Template

  1. After Downloading the template, you will need at least 2 rows for each invoice:
    1. “Subcontractor Invoice” row to represent the overall invoice information
    2. 1 or more - “Line Item” rows to represent the individual line items making up the invoice.
  2. Column by Column Explanations:

    1. Action

      A. Options are: CREATE or UPDATE

      1. If you are creating a new invoice, select CREATE
      2. If you are updating an existing invoice, select UPDATE
        1. Note: the ID in column C will be required if you select this option

      B. Type

      1. Options are: Subcontractor Invoice or Line Item
      2. Each invoice should have one row designated as “Subcontractor Invoice” and one or more rows designated as “Line Item”

      3. All rows underneath the Subcontractor Invoice line designated as Line Item will be applied to the Subcontractor Invoice line above it until there is a new row designated as Subcontractor Invoice. 

      C. ID

      1.  Fexa generated ID number for the invoice record.  Only required if an existing invoice is being updated

 D. Work Order ID

 1. Work Order ID this invoice should be associated with (only required when the type is Subcontractor Invoice)

 E. Provider

1.Company name of the Vendor associated with the assignment.  The vendor name must match exactly to how it is listed in Fexa.  (only required when the type is Subcontractor Invoice)

F. Category

1. Lowest level sub-category of the assignment. (only required when the type is Subcontractor Invoice) 

G. Description

1. If the Type for this row is Subcontractor Invoice, the Description field will populate the overall invoice description

2. If the Type for this row is Line Item, the Description field will populate the Line Item Description

H. Currency

     1. 3-character currency code (USD for US Dollars) - (only required when the type is Subcontractor Invoice)


I. Reference Number

     1. Invoice number from YOUR accounting platform (only required when the type is Subcontractor Invoice)


J. Transaction Date

1. This field is not required.  If left blank, the transaction date will populate automatically

2. If this field is populated, ensure the format is as follows: YYYY-MM-DD


K. Auto Submit

     1. TRUE/FALSE field


L. Vendor Billing Requirement

      1. Leave this field blank


M. Bill To

1. Input the name of the Client who will be remitting payment on this invoice.  Ensure the client name is input exactly as it appears in Fexa.  (only required when the type is Subcontractor Invoice) 


N. Line Item Class

1. The class of the line item - options are: Labor, Material, Other, Passthrough Tax, Shipping, Tax, Travel (only required when the type is Line Item)

 

O. Line Item Type

1. The name of the line item product.  The options for this will vary based on the line item class selected and the site for which you are inputting the invoice. 

2. Please refer to the user interface to confirm the available selectable options.  The accepted values in the import will reference the available options to select when creating the invoice manually in Fexa.  (only required when the type is Line Item)

 

P. Quantity

1. The quantity of the line item (only required when the type is Line Item)


Q. Rate

1. The rate of the line item, to be multiplied by the quantity to populate the line item total (only required when the type is Line Item)

R. Taxable

1. TRUE/FALSE field designating whether the specific line item is taxable

Note: Fexa does not calculate tax automatically based on this designation.  If tax should be included in your invoice, please remember to include a row for the Tax amount.  (only required when the type is Line Item)