Import Invoice Numbers

If you are invoicing outside of CMap, the Import Invoice Number Tool (followed by Import Invoice Status Tool - see here for further details), can be used to ensure the Invoice Numbers are still recorded within 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
  • Project Code
  • Invoice Date
  • Invoice Value
  • Office

"Description" is an optional heading. This may be used if there are two invoices scheduled for the same date to enable you to differentiate between them.

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

 

Project Code

The Project Number in CMap (which is found in the Project Details page). 

  • Must match the Project Number in CMap
  • Alpha-numeric characters will be accepted
  • Max length: 20 characters

Invoice Date

The date that the invoice has been created.

Formatted as DD/MM/YY

Must match the Date in CMap.

Invoice Value

The amount that is being invoiced.

Must be a valid number.

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

Description

The Description of the Invoice recorded in CMap. 

Note: This is optional and can be left blank. 

  • Must match the Description in CMap
  • Max length: 500 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.

mceclip0.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.

mceclip1.png

If you have not included a Description, just leave this as Please Select

4. Click Import Invoice Numbers and a notification will appear at the top of the page to confirm that the Invoice Numbers have been imported successfully.

You will now be able to see the Invoice Number within the Project’s Invoicing page and the Invoice Status will change to be Invoiced when it was scheduled in CMap.

mceclip2.png

What happens if the import has been unsuccessful?

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

mceclip3.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

Project Code

Project Code not found

Project Code is a required field.

Project Code is too long

Max 20 characters.

Project 'ABCDEF' matched more than one project

More than one project was matched by the entered project code. The import needs a single project to find the invoice.

Project 'ABCDEF' is closed

You cannot import invoices against a closed project.

Project 'ABCDEF' not found

The Project Code does not match the code in CMap.

Invoice Date

Invoice Date not found

Invoice Date is a required field.

Invoice Date is not the correct data type

The date in the import could not be converted to a valid date. It must be formatted as DD/MM/YY.

Invoice Number

Invoice number not found

Invoice Number is a required field.

Invoice Number is too long

Max 20 characters.

Invoice value

Invoice Value is not the correct data type

Invoice Value is not a valid number, e.g. a mistyped letter in the value.

Office

Office not found

Office is a required field.

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

Description

Invoice Description is too long

Max 500 characters.

The description does not match in CMap.

Warning

Invoice Number applied to all of these invoices

More than one invoice was matched by the criteria, all invoices will have been updated.

Matched invoice already has Invoice Number set, no update made

The criteria matched an invoice, but it already has an Invoice Number.

No match to invoice found, no updates made.

No matches were made in the data provided in the CSV file and CMap.

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! Hopefully you now know how to bulk import Invoice Numbers, which will save you having to manually add them on a per-project basis in CMap. You can also bulk import Invoice Statuses too, so click here to learn more.

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