Overview:

The Sales Invoice Import feature in TamilAccounting ERP allows users to import sales activities directly into the ERP system using an Excel spreadsheet. This functionality is particularly useful for users who manage sales through different software platforms and wish to integrate their data seamlessly into the ERP. The import process includes creating corresponding Sales Orders and Deliveries, and if the payment term is cash, the invoice will directly record the payment against the respective invoice.

Sales Invoice Import Process:

When importing sales invoices, users must provide the necessary data in a predefined Excel format. The system will read the data from the Excel file and create sales invoices, including associated Sales Orders and Deliveries. If the sales are cash-based, the payment will be automatically recorded with the invoice.

Excel Field Information:

Below is the list of fields required in the Excel file for importing sales invoices into TamilAccounting ERP. Each column in the Excel sheet corresponds to one of these fields:

1. Customer Short Name:

   • The short name or code representing the customer. This is a unique identifier for the customer in the ERP system.

2. Customer Branch:

   • Specifies the branch of the customer if the customer operates from multiple locations.

3. Customer Reference:

   • A reference number or code provided by the customer for the invoice.

4. Date:

   • The date on which the sales invoice was issued.

5. Due Date:

   • The date by which the payment for the invoice is due.

6. Location:

   • The location or warehouse from which the goods are shipped.

7. Item:

   • The specific item or product being sold. This should match the item code in the ERP system.

8. Batch No:

   • The batch number of the item if applicable. Useful for tracking inventory with batch numbers.

9. Expiry Date:

   • The expiry date of the item, particularly relevant for perishable goods.

10. Quantity:

    • The quantity of the item being sold.

11. Unit:

    • The unit of measurement for the quantity (e.g., pieces, kilograms).

12. Price:

    • The price per unit of the item.

13. Discount:

    • Any discount applied to the item. This can be a percentage or a fixed amount.

14. Item Tax Type:

    • The tax type applicable to the item, such as GST, VAT, etc.

15. Total:

    • The total amount for the line item, calculated as (Quantity x Price) - Discount + Tax.

16. Shipper:

    • The shipping company or method used for delivering the goods.

17. Delivery Address:

    • The address where the goods are to be delivered.

18. Contact Phone:

    • The contact phone number for the delivery address or the customer.

19. Comments:

    • Any additional comments or notes related to the invoice or delivery.

How to Import Sales Invoices:

1. Prepare the Excel File:

   • Ensure that your Excel file follows the structure outlined above. Each column should correspond to the fields listed, with data populated accordingly.

2. Upload the Excel File:

   • Navigate to the import section in the ERP system and select the "Sales Invoice Import" option.
   • Upload your Excel file using the provided interface.

3. Review and Validate Data:

   • The system will process the uploaded file and display a preview of the data to be imported.
   • Review the data to ensure accuracy. The system may highlight any errors or missing information.

4. Complete the Import:

   • Once the data is validated, confirm the import. The system will create the sales invoices, sales orders, and deliveries as per the imported data.
   • If the invoices have cash payment terms, payments will be recorded automatically.

5. Check Imported Records:

   • After the import is completed, you can view the newly created invoices, orders, and deliveries in the respective modules within the ERP system.

Tips:

• Data Accuracy: Ensure that all required fields are correctly filled out in the Excel file to avoid import errors.
• Mapping Items: Make sure the item codes in the Excel file match those in the ERP system to ensure proper inventory management.
• Handling Errors: If any errors occur during import, review the error log provided by the system and correct the data in your Excel file before reattempting the import.

This documentation provides a detailed guide for importing sales invoices using Excel, allowing users to integrate sales data from external systems into TamilAccounting ERP efficiently.