First of all:
Go to Sales > Invoices
Opens the three-dot menu ( ⋮ ), top right
Select Import
Or, alternatively, go to Menu > Import > Sales
Import sales invoices
You can import invoices issued for the current year or other years. To carry out this process correctly, you have at your disposal a CSV/Excel template that you simply have to download, fill out and upload again to the platform.
1. Download the import template
Open the import modal as explained above
Download the template in CSV/Excel to see the import format
Opens the downloaded document so you can work on it
2. Fill in the template
Fill in the fields indicated below. Those that are required are marked with an asterisk (*), while those that require prior configuration in Holded are marked with a caret (^).
Invoice No.* | Write the number of your invoice |
Numbering format ^ | You can define this numbering from Settings > Billing > Documents |
Date* | The accepted format is mm/dd/yyyy (day/month/year) |
Expiration date* | Sets the date the invoice will change status to Holded |
Description | Add a brief private description of the concept of your invoice |
Contact name | Includes the name of the customer to whom the invoice is addressed |
NIF* | It is important to include this field so that the invoice is correctly related to the contact |
Address | Type the address billing of the contact |
Population | Refers to the location of the contact address |
Postal code | The zip code of the contact's address |
Province | Region where the contact is located |
Country | The country where the contact resides for tax purposes |
Concept* | Includes the names of the products, one per line |
Description | Adds additional public information about the product |
SKU* | Add the SKU of your product, through this field Holded will be able to relate the invoice with products already registered on the platform |
Unit price* | Includes price per item, without tax |
Units* | Add the number of units of the article |
Discount | Include the discount percentage if there is one |
VAT%*^ | Write the VAT %. It is necessary to include the key of the tax that you will find in Configuration > Billing > Taxes |
Retention | Adds the additional withholding |
Rec. of eq. | Fill in this field if the invoice contains Equivalence Surcharge |
Operation | Write the type of invoice , for example, if it is intra-community or general |
Method of payment^ | Add the API Key of the payment method. First you will have to generate it in Settings > Developers and then, to finish the process, you will have to access Settings > Billing > Payment methods, add a payment method and copy the number in blue that appears on the tab, right next to the plug icon. |
Amount charged | Fill in this field with the amount of money (including taxes) already collected for this invoice |
Collection date | The date the charge was received |
Payment account | Add the accounting account where the payment of the client
has been made. |
Tags | Include tags to categorize your invoices. They will have to be separated by a "-". |
Sales channel name | Customize the name where the invoices of the same accounting account will be grouped |
Sales channel account^ | Add the sales ledger account to your invoice. If you leave this column blank, the system will automatically assign the last account in each group. For example, if you have generated 11 Sales and Income ledger accounts, 700000011 will appear. |
Currency | Includes the currency of the invoice |
Currency exchange | Fill in this field if you need to keep the change of the currency |
In case you leave blank lines between invoices, the template will not be imported. It is important to add the data without leaving space and correlatively, since lines from different invoices cannot be combined.
Invoices per item
If what you need is to import invoices with more than one item, you will have to use this same template adding a line for each product and using the same number of invoice. For example, if you have 10 different articles, you will have to add a line for each one, indicating the relevant information, such as the SKU and the concept, for a total of 10 lines with identical billing numbers.
3. Upload the template information
From Invoices , go back to the three-dot menu ( ⋮ )
Click Import
Press the Upload File
button
Select the spreadsheet with the filled in fields that you previously saved
Confirm the action