Export/Import Invoices

  • Updated
Export invoices to download existing data, and import invoices to upload or update records in bulk. Use these features to move invoice data between systems or manage large volumes efficiently.
 

Prerequisites

  • Users with the Community Administrator, View Transactions, or Create Invoices role can take actions.
  • For import: a properly formatted CSV/XLSX file matching the system template 
  • For export: invoices must already exist in the system

 

Essential Details

  • Background Jobs: If you are exporting a large amount of data, it might take a minute to process. You don't have to stay on the page; you can come back to the Background Jobs screen later to find your file.
  • Exports are processed as Background Jobs and are available for 7 days for download (in CSV format).

 

Access Invoices Screen

  1. Navigate: Go to the Invoices module. The Invoices screen will populate.

  2. Direct Search: If your search exactly matches an invoice number, that invoice will open directly.

  3. Default View: By default, the screen displays invoices from the last 90 days. You can customize the date range by selecting the dropdown in the Period field.

 

Export Invoices

To export the list of invoices currently displayed based on your filters:

  1. Click Export in the top right (next to Filters) and select Export Invoices. This creates a report with all invoices that match the current filters.

 

  1. In the Job Submitted pop-up box, click the here hyperlink.

 

  1. On the Background Jobs screen, wait for the status to show Finished.

  2. Select Download to save the CSV file to your device.

 

Import Invoices

Import invoices into the system in bulk to save time and reduce manual entry errors. Use this feature when you have multiple invoices prepared in a supported file format (e.g., CSV or Excel).
 
  1. Click Import in the top right (next to Export).
  2. Select Download Template, for the required upload CSV template.
    • Click Download Specification for all required fields and details.
  3. Once the file has been updated, save as CSV format and click Browse to upload your file.
  4. Select Process Import.

 

  1. A pop-up box will appear in the upper right corner.
  2. Select View Processing Result, to view the uploading file on the File Processing screen.

 

  1. The uploaded file will appear in a Pending State, until the file has completed the upload process. 
    • If an error generates, click on the Error Report hyperlink to view the errors for resolution.

 

CSV Template Details

All columns in the template are required, though some values can be left blank (indicated by "N" in the Mandatory column).

Column Type Mandatory Length Comments
Organization Organization Y   Organization Code must match the organization, the Blanket Order belongs to.
Bill To Code Text Y 255 Billing location or entity.
Ship To Code Text Y 255 Shipping location or entity.
Community Supplier ID Supplier N   Unimarket’s unique supplier ID.
Supplier ID Supplier N  

Your ERP vendor ID. 

If ERP vendor ID is not applicable, you must enter the Supplier ID or Community Supplier ID.
Order Number Text Y 255 Standard or Blanket Order number.
Order Line Whole number N  

Order Line number should always be present when the order type is not Blanket. 

Duplicates can occur as long as the Invoice Line is unique.
Invoice Number Text Y 255 Unique invoice identifier.
Invoice Date Text Y   Invoice issue date.
Invoice Subtotal Decimal Y   Total before tax/shipping.
Invoice Total Decimal Y   Final total amount.
Invoice Tax Decimal Y   Total tax for invoice.
Invoice Shipping Decimal N   Can be set to 0.
Shipping Tax Decimal N   Can be set to 0.
Invoice Discount Decimal N   Can be set to 0.
Invoice Line Whole number Y   Repeat the line number if there are multiple distributions (splits).
Product Code Text N 255 Optional — can be blank.
Description Text Y 1024 Line description.
Quantity Decimal Y   Quantity invoiced.
UOM Text Y 6

Any valid UOM

Unit of Measure.
Unit Price Decimal Y   Must be greater than zero.
Line Amount Decimal Y    
Line Tax Decimal Y   Tax at line level.
Distribution% Decimal N  

Required if you have multiple distributions for one Invoice Line. 

Otherwise can be left blank.
AcctFormat Account Code Format N  

Account code format CODE. 

Must match a format in your community.

Note: If this is left blank it will have the default accounting off the blanket order.

This will return an error if Release Order Coding is not allowed for the Blanket Order.
 
AcctPart Account code part value N   Account code parts. Must match values loaded in your community.

 

Results/Validation

  • A confirmation message appears after successful import
  • Imported invoices are visible under Invoices ▸ All Invoices