Prerequisites
Ensure access to the Invoice module in ProcureDesk.
Step-by-Step Instructions
Navigate to the Invoices page and select "Import Invoices".
On the Import Invoices screen, click on the "Import Invoices" button.
If this is your first time using the import feature, download the sample CSV template by clicking the Download Template option on the pop-up window.
Use the template to prepare your invoice data.
If an invoice has multiple lines, create one row per line.
Supplier Invoice #: Supplier's invoice number.
Purchase Order #: Enter the PO number if applicable.
Supplier Name: Supplier's name in ProcureDesk.
Invoice Date: Date on the supplier’s invoice.
Invoice Received Date: Use the current date or specify when the invoice was received.
Invoice Shipping: Include any shipping charges.
Other Charges: Enter additional charges, if any.
Taxes: Add taxes if applicable.
Project Code: Enter the project code if relevant, otherwise leave blank.
Invoice Contact: Enter the requestor's name (if applicable) for the invoice. This field triggers the approval workflow.
Status: Select either Draft or Submitted.
Draft: Invoice will be saved as a draft.
Submitted: Invoice will be sent for matching.
Line #: Sequential number for each invoice line.
Description: Description of the item.
Cost Code: Add cost code name saved in ProcureDesk (if applicable), otherwise leave it blank.
Account: Chart of accounts for the line item.
Invoiced Qty: Quantity invoiced by the supplier.
Unit Price: Price per unit.
UOM: Unit of measurement (e.g., EA for each).
Category Name: Add category name saved in ProcureDesk (if applicable), otherwise leave blank.
Once the sheet is updated and saved in the CSV format, return to the Import Invoices screen, upload the file, and click Import.
If the import fails, a message will display the error.
You can view errors by clicking the download icon on the Import Invoices page.
Review the Error Message column, correct any issues in the original file, and re-upload.
Note:
Invoice attachments cannot be uploaded during the import process.
If you have created any custom fields for invoices in ProcureDesk, you will need to fill them out on the system after uploading the CSV template.
FAQs
Can I upload attachments when importing invoices?
No, the system does not support uploading attachments during the invoice import process. You will need to add attachments separately after importing.
Can I import invoices with multiple lines?
Yes, but you need to duplicate rows for each line item of the invoice. Each line should be entered on a separate row with the same invoice number.
How do I track the status of my import?
You can track the status of the import on the Import Invoices page. Any errors will be displayed there for you to review and fix.
What happens if I select "Draft" status for an invoice?
If you select Draft, the invoice will be saved as a draft and will not be submitted for matching or approval until it's updated.
Is there a limit to the number of invoices I can import at once?
There is no specific limit mentioned, but it is recommended to import manageable batches to minimize errors and ensure successful uploads.