Offline Invoice Import Tab

There are several different ways to enter offline invoices into the Procurement Partners system. Using the standard Invoice Entry method allows you to enter invoices one at a time, whereas the File Import tool allows you to upload a single .pdf with several invoices within and split it up. The third option is to use the Invoice Import tool which allows you to download an Excel template, enter the required information, then upload it back into Procurement Partners.

NOTE: The Invoice Import tool is a useful option and can help save you time if your organization does not require you to attach scanned files for your invoices. However, if your organization requires that you include an attached version of your invoice to your offline invoice entries, the File Import tool will be the better choice.

To access the Invoice Import feature, navigate to the Transactions -> Offline Invoice Entry tab, then click the Invoice Import button. Next, click the Print Template text to download a copy of the necessary template. This will download an Excel spreadsheet titled Template.xlsx to your Downloads folder.

The Template document can be opened in Microsoft Excel or a similar spreadsheet application. The spreadsheet is broken into columns that contain the needed information for your invoice. Columns highlighted in yellow and with an asterisk are required fields; the rest are optional fields (though they may need to be filled in once the invoice has been imported).

NOTE: Do not add, remove or change any columns in the Template document, as this will cause the upload to fail. However, you can rename the spreadsheet if you like.

The required fields are as follows:

Invoice Number: Enter the invoice number here. If you have multiple items to add to a single invoice, enter the same invoice number for each line item.
VendorCode: Enter the vendor code here. The vendor code can be found under the
Vendor Mgmt -> Vendors tab; if you do not have access to this tab, check with your corporate team for assistance.
LocationCode: Enter the location code here. The location code can be found under the Administration -> Locations tab; if you do not have access to this tab, check with your corporate team for assistance.
Invoice Total: Enter the total calculated price for the invoice. This is used as a “fail safe” to ensure that the calculated total equals the expected total for the invoice.
Price: Enter the price of each item that will appear on the invoice. If you don’t enter item numbers or item descriptions, they will fill in with some default text and can be altered on the offline invoice screen after uploading.

All other fields on the spreadsheet are optional fields; however, some of these fields may be required after the spreadsheet is uploaded even if they were not required on the spreadsheet:

Date: Enter the date of the invoice here. Should be entered in format: 1/1/2019 (M/D/Y)
Tax: Enter any applicable tax here.
Sac: Enter any applicable shipping and handling charges here.

NOTE: Tax and S&H will be divided evenly among all GL codes that appear on the invoice; if you want your entire Tax or S&H entries to be charged to a single GL code, you’ll want to enter them as their own line item.

Reference Number 1 / 2: These are optional fields in which you can enter specific details for the invoice such as referenced PO numbers or other details. These may communicate over to your AP software in some way; check with your corporate team to see if they use the Reference Number fields on their AP feed.
GLAccount: Enter the GL code that each item should be assigned to in this field.
GLAccountDesc: Enter the GL code name for the associated GL code, if applicable.
Item Number: Enter the item number here, if one is available.
Item Description: Enter the item name here.
UOM: Enter the unit of measure for the item, if applicable. The default value is EA – Each.
Qty: Enter the quantity of the product, if available. The default value is 1. The Total for each item is calculated by multiplying the Price by the Qty.
Notes: Enter notes about your item, if applicable. These will not carry over to the offline invoice form, and will only appear on the spreadsheet.

The Offline Invoice Import tool can be used to upload a single invoice with one or more items; however, doing so with this process may not save you much time as opposed to uploading an invoice with the standard Offline Invoice Entry tool. Where the Offline Invoice Import tool truly shines is when uploading multiple invoices at once.

When entering multiple invoices on a single spreadsheet, you must copy all required fields down to all lines that contain item details. If an invoice only contains a single item, it will only need to take one line on the spreadsheet; however, each item will require an additional line and the required fields must appear on every line that contains item details for the associated invoice.

Example: Sam wants to upload a spreadsheet that contains three invoices. Invoice 10001 contains three items, invoice 10002 contains two items and invoice 10003 contains four items. The spreadsheet below displays a correct way to enter these details, though some optional fields could be omitted or included:

After you’ve filled in all the necessary details for your invoice, navigate back to the Offline Invoice Entry form on Procurement Partners and click the Invoice Import button again. Next, click the Select File button. Select your Excel document you wish to upload, then click Open.

Your invoice will take a few moments to upload. You can check the status of your upload by clicking the Import Status tab – you may need to click the Refresh button to update your results if the file is still uploading. Once the spreadsheet has finished uploading, the Status Message will display “Success” if no errors were found; if an error exists on the spreadsheet, the Status Message will display the error. Below is a list of common errors and solutions:

Status Message	Cause	Solution
“Duplicate Invoice Number”	An invoice already exists in the system with the same invoice number as one of the invoices on your upload.	Double check your invoice numbers; when you locate the duplicate invoice number, alter the entered invoice number to ensure it is no longer duplicate.
“Facility does not exist”	The facility / location code entered is incorrect.	Check with your corporate team and ensure you have the proper facility / location code.
“Success” but invoice does not appear	The vendor code entered is incorrect, or other required fields are missing from the invoice.	Double check your uploaded invoice and ensure your vendor code is correct and that you have entered data into all required fields.
Invoice does not appear on Import Status	Entered fields are in the improper format (ex. Date field entered as non-date), or another unknown error has occurred.	Ensure all fields are entered in the proper format. Consider omitting optional fields and selecting them after the upload has completed.

When your upload is successfully completed, you will see all of the included offline invoices in the Offline Invoice Entry form (though you may need to Refresh the results). Select each invoice and ensure all entered data is correct, and enter any optional fields that were not included on the uploaded spreadsheet. After verifying the data, you can submit the offline invoice; repeat this process for each other invoice included on your upload.