To import your invoices to Tally just copy across your data to our spread sheet making sure that you meet all the requirements listed below. Something to note is that the customer must already be set up in Tally.
Required Fields
The invoices’ import requires four critical fields:
- Customer Code – this is the customers unique identification code, the customer must already be in Tally – i.e. “CUST0001”.
- Invoice Number – this is the invoice number that the line item will be applied to – it must be numbers only – i.e. “123”.
- Invoice Date – this is the date the invoice was issued – it must be in DD/MM/YYYY format – i.e. “01/01/2012”.
- Due Date – this is the date the invoice was/is due by– it must be in DD/MM/YYYY format – i.e. “01/02/2012”.
Optional Fields
The other optional fields you can have are listed below, along with a description, how it should be formatted and example text:
- Customer Reference – i.e. “Trade Show”.
- Line Quantity – the quantity of line items – this must be a whole number – i.e. “5”.
- Line Description – the description of your line item – i.e. “White Shoes”.
- Line Charge Type/Sales Type – this is the sales type of your line item, these can be found in your Chart of Accounts – i.e. “Sale of Goods”.
- Line Rate – this is the price of a single line item and must be a number with a maximum of two decimal places and not include the currency symbol – i.e. “5.50”.
- Line VAT Amount – this is the amount of VAT that was charged on the line item – it should not include the currency symbol and be to a maximum of two decimal places – i.e. “0.50”.
- Line VAT Rate – the rate of VAT in percent that was applied to this line item – this should be to a maximum of one decimal places and not include the percentage symbol – i.e. “17.5” .
- N/A VAT - to set your VAT rate as N/A you need to enter negative 2 - i.e. "-2".
- Project Number – if you have projects set up you can attach this line item to the project by entering in the number here, this must already be set up in Projects in Tally – i.e. “1”.
- Currency Code – this is the standardised code for the line item currency, if you are using a foreign currency it must already be set up in Tally – i.e. “USD”.
- Exchange Rate – if you billed your line item in a foreign currency you can specify an exchange rate here, this must be a number to a maximum of four decimal places – i.e. “1.1234”.
Please note you do not need to enter in both a Project ID and a Project Number – anyone will work. The same applies to VAT amount and VAT rate, entering the rate will calculate the amount and visa versa.
Uploading the template
To import, click Settings > Import Data > Import CSV Files > Enter in your Username & Password > Select CSV > Select Invoices > Upload your file > Use the drop downs to map the file.