First of all:
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 (^).
Write the number of your invoice
Numbering format ^
You can define this numbering from Settings > Billing > Documents
The accepted format is mm/dd/yyyy (day/month/year)
Sets the date the invoice will change status to Holded
Add a brief private description of the concept of your invoice
Includes the name of the customer to whom the invoice is addressed
It is important to include this field so that the invoice is correctly related to the contact
Type the address billing of the contact
Refers to the location of the contact address
The zip code of the contact's address
Region where the contact is located
The country where the contact resides for tax purposes
Includes the names of the products, one per line
Adds additional public information about the product
Add the SKU of your product, through this field Holded will be able to relate the invoice with products already registered on the platform
Includes price per item, without tax
Add the number of units of the article
Include the discount percentage if there is one
Write the VAT %. It is necessary to include the key of the tax that you will find in Configuration > Billing > Taxes
Adds the additional withholding
Rec. of eq.
Fill in this field if the invoice contains Equivalence Surcharge
Write the type of invoice , for example, if it is intra-community or general
Method of payment^
Fill in this field with the amount of money (including taxes) already collected for this invoice
The date the charge was received
Add the accounting account where the payment of the client
has been made.
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.
Includes the currency of the invoice
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 ( ⋮ )
Press the Upload File
Select the spreadsheet with the filled in fields that you previously saved
Confirm the action