First of all:
Go to Expenses>Expenses and access the Recurring Purchases tab.
Open the three-dot menu(⋮) in the top right-hand corner
Select Import
Or, alternatively, go to Menu>Import>Expenses
Import recurring purchase invoices
To carry out this process correctly, you have at your disposal a CSV/Excel template that you simply need to 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 (*).
Identifier*. | This field refers to the recurring invoice number. |
Interval*. | Write the time interval between each purchase. Follow the following format:
|
Start date dd/mm/yyyy*. | Enter in format dd/mm/yyyyyy the start date of the recurrent |
End date dd/mm/mm/yyyy*. | Enter in format dd/mm/yyyyyy the end of the recurrent |
Maturity date* | Indicate the type of maturity of the recurrent |
Description | Additional information on the invoice |
Name of the contact person* | Include the supplier issuing the invoice |
VAT NUMBER*. | It is important to include this field in order to link 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) |
Description of the product | Additional information of the product entered |
SKU | With this field Holded will be able to relate invoices to products that are already registered on the platform. |
Unit price | Enter the price per product, not including tax. |
Units* Add the number of units | Add the number of units so that Holded can perform the calculation. |
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 have 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 a 0 otherwise |
Transaction | Invoice type (intracommunity, general...) |
Tags separated by - | Tags to organise your documents. Use a hyphen(-) to separate them. |
Expense account name | Personalised 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 > Sales and Purchases. |
Currency | Specify the currency of the invoice |
Currency exchange | 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 Recurring Purchases, 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