Skip to main content

How To Import Vendor Invoices Using Excel or CSV Files

  • Updated

Available in:  Agile |  Aware  | Analyzer | Multi-Outlet

 

Importing invoices saves time, improves accuracy, and ensures consistency when handling large volumes of data. It reduces human error and supports scalability without requiring additional resources. However, it does require initial setup and attention to data integrity.

Manual entry offers flexibility and lower upfront costs but is time-consuming and more prone to errors. It may be better suited for smaller data volumes or when oversight is a priority.

 

Preferred Invoice Fields

If your vendor provides an Excel invoice, include these five fields when possible:

  • Invoice Date
  • Invoice Number
  • Item Code
  • Quantity
  • Cost

Only Item Code, Quantity, and Cost are required. Invoice Date and Invoice Number can be entered manually.

Here’s a sample invoice with two items:

 mceclip0.png

​The mapping process uses Item Code, not the description, so you can rename items in reciProfity without affecting imports.

Note: Only one invoice per file is supported. Multiple invoices in a single file will be ignored.

 

Importing a Custom Excel or CSV Invoice

  1. From the Invoice screen, select Upload.


  2. Choose a vendor or create a new one.

  3. In Select Invoice Template, choose + Import your own custom Excel or CSV file.



Spreadsheet Mapping

  • a) Use the Browse File button to select the invoice file.


  • b) Spreadsheet has a header: Check this if the file includes a header row.
  • c) Header Row Number: Enter the number of header rows.
  • d) Data Row Starts At: Enter the first row of item data.
  • e) Click to move onto the next page.

Spreadsheet Sample

This screen shows a preview of your file and allows column mapping:

  • Invoice Date: If missing, assign it manually on the next screen.
  • Invoice Number: Same as above; requires a dedicated column.
  • Item Code: Map reciProfity Item Code to the vendor’s Order Code.
  • Quantity: Units shipped.
  • Unit Price: May be by case or each, depending on vendor.
  • Catchweight: For products with variable weights.
  • Save This Map: Check to reuse this template for future imports.
  • Template Name: Enter a name for the template.
  • Click to move to the next screen.

 

Preview and Save

Review the invoice before importing. Check that all of the fields highlighted in the image below are accurate. 

Once you've finished reviewing the invoice, you can:

  • Save and Close – Save and exit.
  • Save and New – Save and start a new invoice.
  • Cancel – Exit without saving.

 

Related articles