BokepingImport bills with item or expense lines
Group bill lines, match vendors and accounts, and verify the resulting payables.
In BokepingPurchases & Expenses → Bills
Use one row per bill line and repeat the same Bill No. for all lines of one bill. A vendor’s bill can contain multiple costs; it should not become a separate payable for every spreadsheet row.
Where to go: Purchases & Expenses → Bills → Import.
Prepare the file
Section titled “Prepare the file”Map Bill No., Vendor, Bill Date, Rate, and Quantity. Use the current template for optional fields such as Due Date, Payment Terms, Reference No., Vendor Memo, Internal Note, tax, and discounts. Repeat document-level values consistently within one bill.
Vendor names match vendor Display Names; an unmatched name can create a new vendor. Check spelling first. Item names/codes must match the catalog. A category-based cost line instead needs the appropriate existing Cost Account, plus description, rate, and quantity. Do not use an expense-only line for goods that need item-level stock tracking.
Example: one $120 office-supplies bill
Section titled “Example: one $120 office-supplies bill”Download the bill CSV example.
| Bill No. | Cost | Quantity | Rate |
|---|---|---|---|
| DEMO-IMPORT-BILL-101 | Office materials | 1 | $100 |
| DEMO-IMPORT-BILL-101 | Delivery on those materials | 1 | $20 |
Both rows use one fictional vendor and the same dates. The example maps Cost Account to Office Expenses & Supplies, an account in the Demo chart. Replace it with the exact appropriate account in your company. The expected bill total is $120 before tax/discount; this example is a file-format illustration, not a completed import test.
Map, review, and verify
Section titled “Map, review, and verify”- Download the current in-app template and prepare a small batch.
- Upload it and explicitly map Bill No. so its rows group correctly.
- Check the matched vendor and each line’s item or cost account, quantity, rate, tax, and discount.
- Review due dates and payment terms. Keep Vendor Memo and Internal Note in their intended fields.
- Resolve errors, confirm the number of grouped bills, and complete the import.
- Read Results, then open the saved bills and check their lines, totals, currency, dates, and Draft/Open status.
- Review/open drafts through the normal bill workflow when appropriate. Confirm posted/open payables in A/P Aging, using the same cutoff as the source records.
Prevent duplicate liabilities and stock
Section titled “Prevent duplicate liabilities and stock”Do not import a vendor’s open bills and also enter their full value as that vendor’s opening payable. Do not import historical inventory purchases on top of opening stock that already includes them. A successful bill import does not record an actual payment or automatically settle the bank row.
If some bills fail, identify the already-created bills before retrying. Keep all lines of each corrected bill together and preserve the original vendor reference. See recover a partial import.