This use case example will cover importing Invoices in bulk. 

Important Note: As a general rule, we do not recommend importing or creating new invoices. The Import feature should be used to import legacy invoices only. This is to due to taxes not being recalculated.
If experiencing a sync issue with QuickBooks, retrigger the webhooks rather than editing specific transactions.
To bulk edit Invoices, reach out to Support for additional assistance.

Caution: Importing Invoices includes a tab for Invoices, Line Items, and Applied Tiers. When Invoices have associated Products included, both the Invoice and Line Items tabs must be populated. When Invoices have associated tiers of Products, the Invoice, Line Items, and Applied Tiers tabs must be populated for a successful import.

Import File Structure

The sample import file for Invoices includes nested objects which are separated into individual sheets in Excel or separate files for csv. Nested Invoice objects include: 

• Line Items
• Applied Tiers
• Billing Contact 
• Shipping Contact

Step 1: Build an Import File

Be sure to review Import Basics: Build an Import File article before proceeding. 

1. Within Ordway, navigate to Menu > Operations > Invoices.

2. Check the desired Invoice(s) to export on the left side of the Invoices list.

3. Click Export Invoices from the More menu.

4. Establish Parameters:

• Click Current Search
• Select Export Format
• Click Process Offline when exporting more than 20K records. 

5. Click Export when finished. 

6. Save the file to your desktop.  

7. Open the Export file and update the fields you are importing. 

8. Populate the data. Reference required fields for Invoice Imports. 

Important

When updating Line Items, all records and fields must be included in the import file. The import process overwrites the records on update by deleting all of the records for that Invoice and creating new records from your import file. Therefore, any records intentionally left out of the import file will be deleted.

For this use case where we are importing updated Invoices, we will include:  

Invoice Tab:

• ID (temp ID as mentioned above)
• Date
• Due Date
• Payment Terms
• Customer ID
• Status
• Currency
• Exchange Rate

Line Items Tab: 

• Invoice ID 
• Line Number
• Product ID
• Description
• Start Date
• End Date
• Unit Price
• Quantity       
• Discount
• Taxable
• Line Tax                        

9. Save the file when finished. 

Step 2: Import Data

1. Within Ordway, navigate to Menu > Operations > Import Data.

2. Select Proceed next to Invoices.

3. Click Select File to navigate to the exported Invoice template from Step 1. Accepted file types include .csv, .xlsx, or .zip.

4. Optional: Send import results in an email.

Click the toggle next to ‘Send import results to the following email address(es). Use a comma to separate each address.’ 

5. Click Next to continue.

6. Verify the object data to be uploaded with the corresponding spreadsheet tab.

7. Click Next to continue. 

8. Verify all columns are correctly mapped on the Map Columns screen for each tab in the import file. Ordway automatically maps fields with the same name. Review all mappings to ensure they are correct. 

Select the Date Format in the import file to match the Date Format field drop-down in the Import Wizard.

To edit or customize available mappings, read about how to Save Field Mappings. 

Note the separate tabs, each with their own mapping fields:

Invoice Tab

Line Items Tab

9. Click Next to Continue.

The screen displays the number of records found. 

10. Click Import to continue.

11. The screen displays the total number of rows processed per tab and any rows with errors. View failed record reasons by hovering over the error icon in red on the corresponding row.

Fix any errors by clicking Fix Errors, then click in the individual cell to edit the value. 

Note: Be sure to check each tab included in the import and correct all errors.

Example error:

12. Once any errors are corrected, click Import.

13. Once the import completes, view the results including the number of records processed and records skipped due to errors. 

14. Click Done. You are automatically returned to the most recently visited page.

Step 3: View Import History