This functionality allows you to import invoices that have been entered into a generic .csv format matching fields that Idealpos can accept.
There are two types of Generic Formats (Generic1 and Generic2).
For the Generic1 format, the fields are hard-wired and must be used in the order specified in the below example.
Example of invoice import (generic1):
For the Generic2 format, the fields can be in any order (as long as they are correctly identified in the header line).
There is also some flexibility allowed in the Header Names:
QTY,QUANTITY
DESC,DESCRIPTION
CODE,ITEMCODE
SCAN,SCANCODE,BARCODE
SELL,SELLPRICE,RRP
COST,UNIT,UNITCOST,COSTEX
DPT,DEPARTMENT,CATEGORY
DISCOUNT,DISC
Go to Setup > POS Terminals > Modify > Import/Export > Supplier Invoices.
The filename must include details that will be used during the import, e.g. Warehouse – ALM Inv.csv
Automatically Import Supplier Invoices – When an invoice file is located within the selected folder, it will be imported automatically.
Retrieve Location from Filename – Select the location using the information in the file name.
Retrieve Supplier from Filename – Select the location using the information in the file name.
Automatically Add/Modify Stock Items during Import – When selecting this option all fields that need updating will be changed, except for Description, Department and Sell Price unless selected.
Automatically Process Invoices after Import Complete – If selected, all items will be processed automatically into the database with no chance to double-check any entries. If not selected you will have to manually process each invoice imported by going to Transactions > Stock Control > Stock Purchases.
Import Items Only Folder – Select the folder where the file will be imported.
File headers must be:
Qty – The total quantity of the item received.
Code – Supplier Stock Code.
RRP – Sell price. If the Location the Invoice has been imported to include this POS Terminal, that specific Price Level will be updated against each stock item.
Description – Stock item description.
Cost – Will update the Last Cost.
Barcode – Maps to Stock Item code field.
Category – Department description the stock item belongs to. If the department is not in the Idealpos database it will be created under Sales Category 1.
If you are receiving items that are not yet in the stock item database, you can import the file beforehand.
Go to Setup > POS Terminals > Modify > Import/Export > Automatic Import Settings.
Before being able to import supplier invoices, you need to ensure the Supplier has been linked to the invoice format.
Go to File > Suppliers > Suppliers > Add/Modify > Electronic Invoice Format > Generic 2.csv.
