The invoice and credit note import feature allows users to create multiple documents simultaneously using a file. This system is particularly useful for managing large volumes of documents efficiently while minimizing errors caused by manual entry.

Key points about importing documents

Purpose

The import is designed to create new invoices or credit notes in bulk. It does not support importing finalized historical data from a previous invoicing system.

Document Structure

Each row in the file corresponds to an item in an invoice or credit note.
Items belonging to the same document are grouped using a common "invoice reference."
The "Type" column specifies whether a row is part of an invoice or a credit note.

Status of Imported Documents

Imported documents are created in "draft" status.
Credit notes are created as standalone and are not linked to any invoice.

Prepare the import file

Accepted formats : .xlsx, .csv, .ods / Maximum: 2,000 rows per file.
Header row: The file must include a header row with column names.
- The column order does not matter.
- Extra columns are ignored.
Special characters:
- Decimal separators should be periods, though commas are also interpreted correctly.
- Excel-Specific Tip: For numeric data (e.g., SIRET, postal codes), prefix values with an apostrophe (') to ensure they are treated as text, preventing errors.
Templates : Preformatted templates are available directly in the import interface for convenience.

Fill out the import file

Document Type

The document type determines whether a row is part of an invoice or a credit note. If the field is left blank or contains an invalid value, the row is treated as part of an invoice by default.

Valeur souhaitée	Valeurs à renseigner
Invoice	`facture`, `invoice`, vide
Credit note	`avoir`, `credit_note`, `credit note`

Invoice Reference

The invoice reference acts as a grouping code, identifying items that belong to the same document. Lines with the same reference and type are grouped into a single document.

Example:

Three rows with the reference "2" and the type "invoice" will form an invoice with three items.
Rows with the same reference but marked as "credit note" will form a separate credit note.

Customer information

Client Reference: The client record number in Fact. See related guides for more details: Create a client and Edit a client.

Label and Date

Invoice date: Must respect chronological order to avoid validation errors.
Invoice label: Corresponds to the "Object" field in Fact.

Items and Amounts

Item reference: Must match an existing reference in the Fact catalog. Categories cannot be imported; only specific items are allowed.
Quantity and Unit price: Used to calculate line and document totals.
Item description (optional): If blank, the catalog label will be used by default.
Item discount rate (optional): Applies a discount to the specific item. Use a period (.) as the decimal separator (e.g., 10.5 for 10.5%).
Global discount rate (optional): Applies a discount to the entire document. The same decimal rules apply.
Invoice comment (optional): Corresponds to the "Comment" field in Fact and appears at the bottom of the document.
Payment terms: must be specified using predefined codes (e.g., 30_days for 30 days net or invoice for "upon receipt"). If no terms are specified, the default terms from the client record or global settings will be applied.

Specific codes for payment terms

Valeur	Code à saisir
15 jours	`15_days`
30 jours	`30_days`
30 jours fin de mois, le 10	`30_days_fall_month`
30 jours fin de mois, le 15	`30_days_fall_month_15`
45 jours	`45_days`
45 jours fin de mois	`45_days_fall_month`
60 jours	`60_days`
60 jours fin de mois	`60_days_fall_month`
60 jours fin de mois, le 10	`60_days_fall_month_10`
60 jours fin de mois, le 15	`60_days_fall_month_15`
8 jours	`8_days`
90 jours	`90_days`
90 jours fin de mois	`90_days_fall_month`
A l'achèvement	`at_completion`
A l'enlèvement	`at_removal`
Fin du mois	`fall_month`
Fin du mois, le 5	`fall_month_5`
A réception de la facture	`invoice`
Le 20 du mois	`month_20`
Le 15 du mois	`month_15`
Le 5 du mois	`month_5`
Plan de paiement	`payment_plan`
A convenir	`to_agree`
Immédiat	`immediate`

Import documents

Open the Settings menu and select Import.
Choose Invoices and credit Notes as the data type to import.
Drag and drop the file into the import interface. For .csv files, specify the delimiter type.
Verify that the file's columns match the expected fields in Fact.
Click Import to start the process. A summary will display the number of valid lines, errors, and created documents. Errors are detailed to assist in corrections.

Finalize imported documents

Imported documents appear in "Invoices" section with a "draft" status. From there, they can be reviewed, produced, and validated according to the standard invoicing process.

For further details, refer to the guide: Create an invoice

Import / export data

Create a reminder on an invoice

How to create a delivery note?

How to create a deposit invoice?

Consult, modify or delete a payment