First of all:
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 (*).
This field refers to the recurring invoice number.
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
Indicate the type of maturity of the recurrent
Additional information on the invoice
Name of the contact person*
Include the supplier issuing the invoice
It is important to include this field in order to link the invoice to the contact person
Add the contact's billing address
Location of the contact's address
Add the postcode of the contact address
Region where this address is located
Country to which the address belongs
Include the names of the products (one per line)
Description of the product
Additional information of the product entered
With this field Holded will be able to relate invoices to products that are already registered on the platform.
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.
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
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
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.
Specify the currency of the invoice
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
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 contact us at [email protected].