BokepingImport invoices with multiple line items
Group lines by invoice number and verify customer, dates, taxes, and saved status.
In BokepingSales & Receivables → Invoices
Use one spreadsheet row per invoice line. Repeat the same Invoice No. on all lines that belong to the same invoice. Do not use a separate header file and line-items file for this import.
Where to go: Sales & Receivables → Invoices → Import.
Prepare document and line fields
Section titled “Prepare document and line fields”Invoice No., Customer, Invoice Date, Due Date, Rate, and Quantity are required mappings in the current import. Keep document-level values consistent across lines of the same invoice. Dates in the example below use YYYY-MM-DD; match the format chosen in the importer.
| Field level | Examples | Rule |
|---|---|---|
| Whole invoice | Number, customer, invoice/due dates, payment terms, message, internal note. | Repeat consistently within that invoice’s rows. |
| Individual line | Item, description, rate, quantity, line discount, tax. | Supply the values for that line only. |
Customer names are matched to customer Display Names. An unmatched name can create a new customer, so a typo can create an unintended contact. Review your customer list first. Catalog item names/codes must resolve correctly; do not use a made-up item name to request automatic item creation.
For an intentional non-catalog service line, leave Item blank and supply its description, rate, and quantity. Review the resulting income account. This is not appropriate for a stock sale that needs inventory tracking.
Example: two lines, one $350 invoice
Section titled “Example: two lines, one $350 invoice”Download the invoice CSV example.
| Invoice No. | Description | Quantity | Rate | Line total |
|---|---|---|---|---|
| DEMO-IMPORT-INV-101 | Maintenance visit | 2 | $150 | $300 |
| DEMO-IMPORT-INV-101 | Additional inspection | 1 | $50 | $50 |
Both rows use the same fictional customer and dates. They should represent one invoice with two lines, totaling $350 before any tax or discount. The example uses non-catalog service lines and has not been committed as an import test. Replace its identifiers and verify the mapping before use.
Review and complete the import
Section titled “Review and complete the import”- Download the current template and prepare a small, identifiable batch.
- Upload it and map Invoice No. explicitly. Do not leave the grouping key blank.
- Review the grouped documents, required fields, matched customers/items, date formats, tax-inclusive/exclusive choice, line tax, and discounts.
- Keep customer-facing messages and terms separate from Internal Note.
- Resolve preview errors and check how many invoices will be created, not just how many spreadsheet rows exist.
- Complete the import, read Results, then open each invoice in the small batch and verify its lines, total, currency, due date, and Draft/Posted status.
- Only posted documents belong in the relevant receivable/report comparison. Review and post drafts through the normal invoice workflow when appropriate; an import-success message is not proof of accounting or email delivery.
Avoid migration duplicates
Section titled “Avoid migration duplicates”Do not import these invoices on top of a customer opening balance containing the same receivable. Do not invent payments to make imported totals look paid: migrate and allocate actual payments separately under the agreed cutover plan.
If a batch partly succeeds, use the result’s invoice number to find all related source lines. Resolve the failed documents and inspect existing invoices before retrying. Changing the number just to bypass a duplicate warning can create a duplicate sale.