Export Supplier Invoices
- Mark Jason Brumpton
Batch Numbers
When an Supplier Self-Bill invoice run is performed, or when Supplier Batches have been created all the invoices will be put under a Supplier Batch Number.
this Batch Number is used when reprinting the entire Invoice run, and when exporting the Invoice Data to a 3rd Paty Accounts Package (e.g. Sage, Xero, Quickbooks)
When we open the Export invoices screen the LATEST batch should always show at the top of the grid (providing you have not altered the Grid order)
Initial Data Export via CSV
The grid (in its default form) shows:-
Process Checkbox - Used to select Batch for export
Batch Number - Shows the Batch Number for exporting
Last Export Date - If the Batch has already been exported this will show the date that it was LAST done
Filename - If the Batch has already been exported this will show the filename used for that export
IS Exported - Ticked if the Batch has already been exported (see below)
Batch Created By - This will give the name of the User that created the Batch whether that is by initiating a Self-Bill Invoice run or by manually creating Batches
Export Created By - This will show the name of the User that last Exported this Batch
To export the Batch as a CSV for import into your chosen Accounts Package (NOTE: QuickBoooks Online will use a link instead of a csv export)
Tick the Process Checkbox next to the Batch Number that you wish to export
Click the Export button in the top right of the screen
A csv file will be downloaded to your Downloads Folder
The Filename and Download Date / Time will be inserted into the Grid
Re- exporting previous CSVs
In order to Re-Export Invoice Data, first filter for Exported = True
Previously exported batches should now show and will have the Last Export Date and Filename showing.
Tick the Process Checkbox next to the Batch Number that you wish to export
Click the Export button in the top right of the screen
A csv file will be downloaded to your Downloads Folder
The Filename and Download Date / Time will be inserted into the Grid
NOTE: If several Batches have been exported on a single Filename, you only need to select ONE batch number, all batches using that previous filename will be exported again