Sales Invoices import format

Column

Column Title

Description

ProjectMinder Data Entry Field

Data Type

Format

Mandatory

Validation

Examples

A

Client Name

The client to whom the sales invoice was issued

Invoices -> Invoice History -> <Invoice No> -> invoice Details -> Client

Text

Any combination of numbers, characters and punctuation

Yes

Must exist in your system.

Cannot have been used more than once (even if deleted)

PG Construction Ltd

B

Invoice Number

The unique number for the invoice

Invoices -> Invoice History -> <Invoice No> -> invoice Details -> Identifier

Text

Any combination of numbers, characters and punctuation

Yes

Max length 50

Can’t already be used in system (even on a deleted invoice)

F3002

C

Status

The status of the invoice

Invoices -> Invoices History -> <Invoice No> -> Status

Only the specified text

Yes

Must be one of: “Sent”, "Part-paid" or "Paid"

Sent

D

Invoice Date

The date the invoice was issued

Invoices -> Invoice History -> <Invoice No> -> Invoice Details -> Date

Date

DD/MM/YYYY OR

DD-MM-YYYY OR

DD.MM.YYYY

OR

DD MM YYYY

OR

DD/MM/YY OR

DD-MM-YY OR

DD.MM.YY OR

DD MM YY

Yes

No range limitations

1/3/2007 OR

1-3-2007 OR

1.3.2007 OR

1 3 2007 OR

01/03/2007 OR

01-03-2007 OR

01.03.2007 OR

01 03 2007

E

Due Date

The date the invoice was due to be paid

Invoices -> Invoice History -> <Invoice No> -> Invoice Details -> Due date

Date

DD/MM/YYYY OR

DD-MM-YYYY OR

DD.MM.YYYY

OR

DD MM YYYY

OR

DD/MM/YY OR

DD-MM-YY OR

DD.MM.YY OR

DD MM YY

Yes

No range limitations

1/3/2007 OR

1-3-2007 OR

1.3.2007 OR

1 3 2007 OR

01/03/2007 OR

01-03-2007 OR

01.03.2007 OR

01 03 2007

F

Received Date

The date payment for the invoice was received

Invoices -> Invoice History -> <Invoice No> -> invoice Details -> Received Date

Date

DD/MM/YYYY OR

DD-MM-YYYY OR

DD.MM.YYYY

OR

DD MM YYYY

OR

DD/MM/YY OR

DD-MM-YY OR

DD.MM.YY OR

DD MM YY

No

No range limitations

1/3/2007 OR

1-3-2007 OR

1.3.2007 OR

1 3 2007 OR

01/03/2007 OR

01-03-2007 OR

01.03.2007 OR

01 03 2007

G

Item Type

An indication of the type of charge made to the client

Invoices -> Invoice History -> <Invoice No> -> Type

Text

Only the specified text

Yes

Must be one of: “time charge”, “expense”,

“fixed fee”

Case insensitive

Time charge

H

Project Code

Code used to identify the project for which the expense was incurred

Invoices -> Invoice History -> <Invoice No> -> Code

Text

Any combination of numbers, characters and punctuation

Yes

Must exist in your system.

Cannot have been used more than once (even if deleted)

MR003

I

Task Name

The name of the task (work stage) that this time charged invoice item was billed for

Invoices -> Invoice History -> <Invoice No> -> <Client name> -> Task

Text

Any combination of numbers, characters and punctuation

Mandatory if the Item Type is “Time Charge”, Otherwise the task name is ignored

The task must be present within your system.

Cannot have been used more than once for this Project Code (even if deleted), including sub tasks

Stage A – Feasibility

J

Employee

The employee who performed the time charged work that is being invoiced

Admin -> Users -> First Name & Last name

Text

<first name> <last name> or

<last name>, <first name>

Mandatory if the Item Type is “Time Charge”, Otherwise the task name is ignored

Same timesheet

Phil Goodman OR Goodman, Phil

K

Expense Type

The category for the expense

Invoices -> Invoice History -> <Invoice No> -> <Client name> -> Expense Item

Text

Any combination of numbers, characters and punctuation

Mandatory if the Item Type is “Expense”, Otherwise the task name is ignored

No Duplicates can be present.

Must exist in your system

Travel

L

Net Amount

Net Amount of the invoice item

Invoices -> Invoice History -> <Invoice No> -> <Client name> -> Net Amount

Number

amount.decimal

Yes

*

56.89

M

Rate

Unit rate of the invoice item

Invoices -> Invoice History -> <Invoice No> -> <Client name> -> Price

Number

amount.decimal

Yes

*

56.89

Supplier

The supplier who sent the invoice

Expenses -> Purchase Invoice Entry -> Supplier

Text

Any combination of numbers, characters and punctuation

Yes

Must exist in your system

No duplicate in system

Pronta Print

O

Quantity

The number of hours if Item Type is “Time Charge” or the quantity of items if Item Type is “Expense”

Invoices -> Invoice History -> <Invoice No> -> <Client name> -> Time if Item Type is “Time Charge” OR

Invoices -> Invoice History -> <Invoice No> -> <Client name> -> ‘Quantity’ if Item Type is “Expense”

Number

Mandatory if the Item Type is “Time Charge” or “Expense”, Otherwise the task name is ignored

20

P

Tax Rate

The percentage tax for the item

Invoices -> Invoice History -> <Invoice No> -> <Client name> -> VAT

Decimal

<amount.decimal> (Name of Tax Rate)

Yes

Must be between 0 and 100

17.5 (Standard)

Q

Description

Description of the invoice item

Invoices -> Invoice History -> <Invoice No> -> <Client name> -> Description

Text

Any combination of numbers, characters and punctuation

No

Monthly Fee

R

Notes

Any additional information about this invoice item

Invoices -> Invoice History -> <Invoice No> -> <Client name> -> Notes

Text

Any combination of numbers, characters and punctuation

No

Max length: 8000 characters

Monthly billing based on fee schedule agreed with client

S

Text For Invoice

Text about this item that will appear on the printed invoice line

Invoices -> Invoice History -> <Invoice No> -> <Client name> -> Text for Invoice

Text

Any combination of numbers, characters and punctuation

No

Max length: 8000 characters

February Invoice