Importing Invoices
Import Settings
File Selection
Removing Duplicates
Moving Invoices to Sales Invoices
Transfer Report
Invoice Data Correspondence
Correspondence between Finvoice, CSV Import File, and Sales Invoice Fields
Importing Invoices
The Import Invoices function allows you to import invoices made in another system into Sales Invoices. The imported file must be in either CSV or Finvoice format. CSV import instructions are provided in the previous section.
During the import, invoices can be sent to customers from Sales Invoices or only transferred to the accounting and archive.
Go to the import invoice view by selecting Invoices - Invoice xml Import (Finvoice)
Import Settings
Before selecting invoice files, check and define the pickup settings as desired. The settings determine the character set of the imported invoice data, maintenance of customer and product registers, and the option to only transfer imported invoices to the archive and accounting. Sales Invoices do not save settings, so they must be checked and defined for each import.
Character Set - The default character set is ISO-8859-15, which is compliant with the Finvoice standard developed by the Federation of Finnish Financial Services. If the character set of the Finvoice message is, for example, UTF-8, the character set setting must be changed before selecting the files (incorrect character set selection will result in incorrect display of Scandinavian characters such as ä and ö on the invoice).
Also, choose whether to update customer information and product information from the rows during the import.
Customer Register - Update Customers - Determines whether customer information on Sales Invoices is updated if the customer on the invoice is already in the Sales Invoices customer register.
- Selection on (blue) - Customer information on the invoice is updated in the Sales Invoices customer register
- Selection off (gray) - Customer information on the invoice is not updated in the Sales Invoices. Sales Invoices identifies the customer in the invoice data based on the customer ID, business ID, or VAT number. Updating requires that the invoice contains the customer's complete address information.
Customer Register - Create New Customers - Determines whether new customers in the invoice file are created in the Sales Invoices customer register if they are not already in the Sales Invoices registers. NOTE! If Sales Invoices sales ledger is in use, customers are always created automatically, and this option is not available.
- Selection on (blue) - New customers on the invoice are added to the Sales Invoices customer register.
- Selection off (gray) - New customers on the invoice are not added to the Sales Invoices customer register
NOTE!
There must be sufficient information about the customer to create the customer during the import. A new customer is assigned a customer number based on the BuyerCode element in the data or as follows:a) The customer number is assigned primarily based on the BuyerCode element in the data
b) The customer number is assigned from the Sales Invoices counter if the data does not contain a BuyerCode but contains the customer's unique business ID (BuyerPartyIdentifier) or VAT number (BuyerOrganisationTaxCode).
The fields for business ID or VAT number do not have format validation, so they can also contain a customer number provided by another system. The most important thing is that the Sales Invoices contain the same value as in the data.
Product Register - Update Products - Determines whether product information on Sales Invoices is updated if the product on the invoice is already in the Sales Invoices product register.
- Selection on (blue) - Product information on the invoice is updated in the Sales Invoices product register
- Selection off (gray) - Product information on the invoice is not updated in the Sales Invoices product register. Sales Invoices identifies the product based on the product code.
Product Register - Create New Products - Determines whether new products in the invoice file are created in the Sales Invoices product register if they are not already in the Sales Invoices registers. NOTE! If the product has a VAT code, the VAT code must be set up in the Sales Invoices settings before importing invoices.
- Selection on (blue) - New products on the invoice are added to the Sales Invoices product register
- Selection off (gray) - New products on the invoice are not added to the Sales Invoices product register
Only Transfer Invoices to Ledger and Archive - In the import, you can also choose not to send invoices to customers through Sales Invoices, but only import them into the Sales Invoices sales ledger and archive (Heeros Archive).
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Selection on (blue) - Invoices are imported only into the Sales Invoices sales ledger and archived, not sent to customers through Sales Invoices.
- Selection off (gray) - Invoices are imported to the ready state, from where they can be sent to customers. During the sending, the invoices are transferred to the Sales Invoices sales ledger and archived.
File Selection
The import files can be either dragged and dropped or selected from the desired folder using the Select Files function. One Finvoice file can contain the information of one or more invoices.
Removing Duplicates
If the user tries to import files with invoices that are already in the Invoices view, the program warns about the situation, and duplicate files can be removed with the Remove button.
Invoices View
The invoices in the data are displayed as a list in the Invoices view before the actual transfer to Sales Invoices. At this stage, invoices in the list can still be removed. The following information is displayed for the imported invoices:
- Buyer name (customer)
- Invoice number
- Invoice date
- Due date
- Amount
- Currency
Invoices can be removed by selecting the invoice(s) (checkbox at the beginning of the row) and clicking the Remove button at the bottom of the screen.
Moving Invoices to Sales Invoices
Moving invoices to Sales Invoices is initiated by clicking the Load button in the lower right corner of the view.
Transfer Report
After the transfer of invoices, a transfer report opens on the screen, showing whether the transfer was successful. The report indicates how many invoices were successfully transferred and how many transfers failed. The report also provides information about updated and created customers and products.
More detailed information about a row can be viewed by clicking the checkmark at the end of the row.
Exit the report by clicking the Close button or start importing a new invoice data by returning to the import view with the New Finvoice Import button. The transfer report displayed on the screen cannot be printed, but if necessary, the transfer report can also be found under Reports -> Transfer Reports.
NOTE!
In Finvoice import, the invoice date is marked as the receipt date.
Correspondence between Finvoice and Sales Invoice Fields (May 16, 2023)