A new Invoice Import utility has been created. Use this tool to import invoice records from a previous software, to import invoices from a 3rd party e-commerce website, or to import a batch of invoices.

Follow the steps shown in this video (or the written instructions below) to import invoices into the software.

Written Instructions

1. From the Utilities menu, choose Import Invoices.
   

   

2. The Invoice Import Wizard will launch.

3. If you will be importing from a new data source, choose the type of file you'll be importing from the following options:

   • Comma-Delimited Text File (.txt,.csv)

   • Excel spreadsheet (.xls)

   • Existing Invoice Import Template (Saved from a previous invoice import options selected)

     

4. If you wish to use an existing import template, select Import Using Existing Invoice Import Template and then choose the template from the drop-down list.

5. Browse to locate the file and click Open.

6. Choose the file format you are importing:

   • Single row per invoice - Most commonly used. Simpler and useful to have a lump sum imported for each invoice. Ideal for old invoices with open balances.

   • Multiple rows per invoice - This is more complex. Allows you to import multiple detail rows per invoice.

7. Click Next.

8. Find each appropriate Spectra/myStratus field in the right pane and drag and drop each one onto the corresponding column in the left pane. Note: You do not have to use every available field.  

   • Single row per invoice.
     

     

   • Multiple rows per invoice. There are more fields available with this option. Each line in your import file needs to contain the client and/or session number.

     

9. Below the grid, choose if the first row of the import contains Headers or Data. 

   ATTENTION!  In order to import invoices into Spectra/myStratus, the import file must contain a client number or session number or the clients email address for each invoice (see the Session Number and Client Number columns in the screenshot above). If it doesn't, the software won't know where to put the imported invoice.  Also, client records cannot be auto-created during the invoice import process. If client records don't exist in Spectra/myStratus for all invoices, use the client import feature to import your list of clients before importing the invoices. See also:  Importing Clients

10. Click Next.

11. Customize the settings you want applied to all the imported invoices. These settings will overwrite any settings you have selected during the import on the previous screen.

    

    • Assign Date to Invoice - This date will appear for all invoices.  

    • Assign Type to Invoices - Check the box and select what type of invoice these are. You can choose from Session Fee, Initial Order, Reorder, Credit Memo, or Estimate.

    • Assign Description to Invoices - Choose this option to provide a brief description of what the invoices are for. The invoice description will be displayed on the Invoices tab of the client and/or session records, as well as on the Invoices hub.

    • Assign Status to Invoices  - Check the box and choose an invoice status. Invoice statuses can be used for sorting purposes on the Invoices hub and on your reports. See also : Invoice Statuses

      • Invoice Status Due Date - Choose a due date for the status if desired.

    • Assign Sales Rep to Invoices - Check the box and choose the sales rep from the drop-down list. The sales rep is the individual that created the invoice.

    • Assign Payment Due Date to Invoices - Check the box to assign a due date to the imported invoices. You can click on the arrow to select the due date from the calendar, or simply type it in. Note: You do not need to enter slashes when typing in the due date. For example, 010112 would appear as 01/01/2012.

    • Assign Approx Delivery Date to Invoices - (Optional) Choose this option and then use the down arrow to select the delivery date from the calendar (or enter it manually).

    • Assign Custom 1 to Invoices - (Optional) This can be customized to match a column in your import file. See also: Custom Labels

    • Assign Custom Date 1 to Invoices -  (Optional) This can be customized to match a column in your import file. See also: Custom Labels

    • Assign Tax Rate to Invoices - Choose the tax rate, if any, you would like applied to the invoices. See also: Sales Tax

    • Assign Price List Item to Invoices - Select a price list item for the imported invoices.

    • Assign Payment Method to Payments - Select a payment method for the invoices. See also: Payment Methods

    • Save Import Template 

      • New Template - Creates a new template to use for future invoice imports.

      • Update Selected Template - Updates a template you have previously used.

12. Click Next. Finally, you will complete the import by selecting Finish.

13. If there are any errors during the import, a spreadsheet will be created in the import file's folder.