How to Import Debtors in Invoicing & Billing Software

Invoiceit!Pro Debtors Import Guide in detail

Invoiceit!Pro allows import of debtors from other sources. This is accessed from Setup - Import/Export button -->
This is used when you transfer from another system to invoiceit!Pro and start up your debtors' list. It should include each invoice or credit that still has a balance owing.

The method described below makes a backup of the original import template and you can then enter the outstanding invoices in the Import tab.

How to import debtors

Prepare the data:
Setup Menu - Import/Export button - Data Import/Export screen:

From the 'Select Data Type' dropdown, select Spreadsheet
From the green dropdown, select 'Invoices'
Double-click the large panel at the bottom to open the client import template (it is located in your program folder ...invoiceit!Proimport).

Import template ImportDebtors.xls:
(to use CSV file refer the entry bottom of page)
Delete the sample entries (Line2 and below)
From File Menu, select 'Save as' and save a copy of this template in another folder (as backup).
Enter each invoice from your old system that still has a balance outstanding. Include the original invoice number and date, enter the new customer ID from invoiceit - not the customer name complete the other columns as per the guide below.

Complete Import:
From the File Menu, select 'Save' (or press Ctrl+S).
Close the spreadsheet and switch back to invoiceit!
Click on the Import button and it's done.

Destination columns in detail

Number fields: do not use currency symbols in columns E-I

Column	Field Name	Type/Size	Comment
A	InvoiceID	Number	invoice number: unique numbers only REQUIRED ENTRY
B	InvoiceDate	Date	Date of invoice REQUIRED ENTRY
C	CustomerID	Number	Client ID: must have matching entry in 'Contacts List' REQUIRED ENTRY
D	CustRef	Text/50	client reference for this invoice (optional)
E	CurrentBalance	Number	balance outstanding this invoice; should not be 0 REQUIRED ENTRY
F	TaxTotal1	Number	NOT USED in USA/Canada. Enter tax component of the outstanding balance
G	TaxTotal2	Number	not used in value-added tax countries US: state sales tax Canada: GST/TPS other countries: First tax Enter tax component of the outstanding balance
H	TaxTotal3	Number	not used in value-added tax countries US: county sales tax Canada: HST other countries: Second tax Enter tax component of the outstanding balance
I	TaxTotal4	Number	not used in value-added tax countries US: city sales tax Canada: PST/TVQ other countries: Third tax Enter tax component of the outstanding balance
J	Notes	Text/unlimited	internal invoice comments; unlimited space
K	StaffID	Number	Sales Person ID: use ID as per list #6; (Setup > List selector at far left) if left blank will be assigned to #1 person

Using CSV file: a CSV file (comma-separated values) opens with Excel or equivalent spreadsheet program. It does not have tabs at the bottom so you need to paste each data column from your original into the appropriate column of the Import template.