First of all:
Go to Expenses>Expenses.
Open the three-dot menu(⋮) in the top right-hand corner
Select Import
Or, alternatively, go to Menu>Import>Expenses
Import purchase invoices
You can import invoices issued in the current year or in other years. To carry out this process correctly, you have at your disposal a CSV/Excel template that you simply download, fill in and upload again to the platform.
1. Download the import template
Open the import modal as explained above.
Download the CSV/Excel template to view the import format
Open the downloaded document to be able to work on it.
2. Fill in the template
Fill in the fields below. Those that are essential are marked with an asterisk (*).
Invoice no.*. | Include on each line. We recommend you follow the sample content. |
Date dd/mm/yyyy* | Enter in dd/mm/yyyy format. |
Due date dd/mm/yyyy*. | After this date the invoice will change status to Holded. |
Description | Additional information on the invoice |
Name of contact person* | Include the supplier issuing the invoice |
VAT NUMBER*. | It is important to include this field in order to relate the invoice to the contact person |
Address | Add the contact's billing address |
Town | Location of the contact's address |
Zip/Postal code | Add the postcode of the contact address |
Province | Region where this address is located |
Country | Country to which the address belongs |
Item | Include the names of the products (one per line) |
Product description | Additional information of the product entered |
SKU | Add the SKU of the product. Remember that for item invoices you will have to add a line for each product. |
Unit price*. | Enter the price per product, excluding tax. |
Units* Add the number of units | Add the number of units so that Holded can perform the calculation. |
Discount % Discount % Discount % Discount % Discount | Add the discount for each product per line |
VAT %* ADD THE VAT % FOR THE CORRESPONDING ACCOUNTING ADJUSTMENT. | Add the VAT % for the corresponding accounting adjustment. You need to include the tax key which you will find in Configuration > Invoicing > Taxes. Example: If you need to include a 21% VAT you will have to indicate the following key: p_iva_21 |
Withholding % | In the case that the invoice contains an additional withholding tax |
Inv. Subject. Liability (1/0) | Add a 1 if the invoice includes a reverse charge. Enter 0 otherwise |
Transaction | Type of invoice (intra-community, general...) |
Amount charged* | Add this amount including tax to detail the status of the invoice. In the case of item invoices, you will only have to fill in the first line of the invoice with the total amount collected and leave the rest of the lines empty. |
Date of collection | Time at which the payment is issued |
Payment account | Account account where the customer's payment was made |
Tags separated by - | Tags to organise your documents. Use a hyphen(-) to separate them. |
Expense account name | Customised name where your invoices from the same account will be grouped. |
Expense account number | Add the expense account to keep a correct accounting. You can find the numbering corresponding to the expense or purchase account from Configuration > Invoicing > Preferences. |
Currency | Specify the currency of the invoice |
Change currency | Include it if you want to keep the exchange rate of the document. |
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 in a correlative way, as it is not possible to combine lines from different invoices.
3. Upload the template information
From Expenses, access the three-dot menu (⋮) again.
Click on Import
Click the Upload file button
Select the spreadsheet with the completed fields that you have previously saved.
Confirm the action
I would like to receive personalised help
If you would prefer our Import team to give you a hand with the preparation of your files, at Holded we have a team of experts who can advise you and carry out the import for you.
Our team will assist you with the preparation of your journal, sales and purchase invoices, contacts, accounts and products. They will also help you to detect errors, correct them and organise each of your files.
This will ensure that all your business information is transferred correctly and give you peace of mind that the import will be successful.
To find out more about the service and pricing, please email us at [email protected].