Import Invoice Statuses

CMap’s Import Invoice Status tool can be used to bulk import Invoice Statuses so that Project Managers are kept informed on the "Paid" Status of Invoices, as well as enabling Aged Debt Reporting within CMap. Using this tool is only necessary if you create invoices in an external system, rather than directly in CMap.

This feature requires users to have the Import Invoice Statuses security permission enabled. Learn more about setting security permissions in CMap here.

In this article, you’ll learn how to:

  • Create the CSV file
  • Import the CSV file into CMap

Create the CSV file

To use this tool, you must create a CSV file to capture the necessary information about the status of the invoice(s) you wish to import into CMap. You may choose to use programmes such as Excel or Notepad.  

1. Open your chosen programme for the CSV file and add the following column headings:

  • Invoice Number
  • Status
  • Office

2. Enter the required information on a per-line basis from your finance system.

Heading

Description

Formatting rules

Invoice Number

The relevant invoice number that is going to be imported into CMap.

Max length: 20 characters

 

Status

The status of the invoice.

Either “paid” or “unpaid”

Office

The Project's Office (which can be found on the Project Details Page).

Note:  If you only have one Office set up in CMap, then this would not need to be defined.

Max length: 255 characters

3. When you have entered all the required information, save your document.

Import the CSV file into CMap

Now that you have created your CSV file with your Invoice Status information, you are ready to import the document into CMap. 

1. From your Dashboard, go to the Finance tab. On the side navigation bar, you will see the heading IMPORTS. Click Import Invoice Status.

2. Click mceclip0.png and a pop-up box will appear. Click Choose File and search for the CSV file you saved earlier. Press Upload.

mceclip1.png

3. The file will appear in the box shown above. Click Start Import. A pop-up box will appear. You will be asked to confirm which columns are included in the CSV file.

mceclip2.png

4. Click Import Invoice Status and a notification will appear at the top of the page to confirm whether the Invoice Status(s) have been imported successfully. The link in the invoicing page will then turn green to show that it is marked as “paid”.

mceclip4.png

What happens if the import has been unsuccessful?

If importing the CSV file has been unsuccessful, a pop-up box will appear.

mceclip0.png

Click Download Import Errors. When you open the file, you will see all the information you supplied during the import, with the reason(s) why it has not been imported into CMap.

Here are some of the common error messages:

Heading

Error message

Reason for error

Invoice Number

Invoice number not found

Invoice Number is a required field.

Invoice Number is too long

Max 20 characters.

Status

Status is required

Status is a required field

Status must be set to paid or unpaid

Status must be either paid or unpaid

Office

Office not found

Office is a required field.

Note:  If you only have one office, then this would not need to be defined.

Once you have corrected the errors shown in the CSV file, you can save a copy and import it again, following the steps above.

Hey presto! You should now be able to bulk import Invoice Statuses, which will save you having to manually add them on a per-project basis in CMap.

Updated

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