Invoice Upload

This feature allows for the upload of invoices from an external system using a csv file.

Date Restriction

If any transaction has a date in a closed year or is dated earlier than a transaction lock date that particular item will not be uploaded. All validly dated transactions are uploaded.

Technical Specifications

File Format

The upload requires that data is presented in a standard csv file. Please note the following points carefully and take care to ensure that your file is properly formatted.

When using MS Excel to generate csv files you are advised to select the full area of the dataset and format the cells as "Text" before saving as a csv file. This will help to ensure that the file is consistently formatted.

The order of the fields is not significant but the order of the data fields must match the order of the field names in the first line.
Where a text field contains a comma the field should be quoted using double quotes.
Numeric fields should NOT include comma formatting of thousands etc.
Numeric fields may include a decimal point as appropriate.
Negative amounts are not supported for any numeric fields in the invoice upload.
Date fields must contain 4 digit year and be in the following format: dd/MM/yyyy eg 25/1/2006 if no date format is provided in the import file.
A date format pattern may be specified on each line of the import file if desired; define a field "date_format" and include a date pattern using the standard date patterns as specified for the java language SimpleDateFormat class.
If the file is generated from a software package such as your accounting package or a spreadsheet you should review the file using a simple text editor before uploading it to ensure it is properly formatted.

Liberty Accounts reserves the right to charge for any support required following a failure to adhere to the guidelines in this specification.

Reversing Imports

An invoice import is treated as a batch and the user may reverse an import by deleting the batch from the batch history list. If any invoice in a batch has been included in a VAT return or had a receipt applied it is not possible to reverse the batch.

Field Names

The first line of the file should contain valid field names from the list below. Note the underscore character in place of spaces. It is not necessary to include every field in your upload file, just include those for which you have data or those which are indicated as required in the more detailed field definitions that follow. Note that where field data exceeds the maximum permitted size it will be truncated. Required fields are indicated with .

document_type
invoice_number
customer_code
header_memo
customer_po_number
ship_to_customer_code
date_format
invoice_date
tax_point_date
due_date
sales_item_code
additional_item_text
quantity
rate
net_amountVAT Registered Organisations only
vat_amountVAT Registered Organisations only
gross_amount
line_item_fund_code
line_item_department_code
line_item_activity_code

document_type (text: max 3 characters)

This field indicates whether the document represents an Invoice or a Credit Note Issued. The values must be either INV or CNI. If no value is provided the document defaults to INV.

invoice_number (text: max 20 characters) - Required

This field should contain the invoice number.

customer_code (text: max 20 characters) - Required

This field should contain a user defined code for the customer to whom the invoice was issued. The code may be defined on the customer record and allows users to cross-reference a customer in Liberty Accounts with a code from an external system. During the import the default trading terms are picked up from the customer record and applied to the invoice. If no customer match is found the invoice is rejected from the import. N.B. The field must appear on each line but it is applied to the invoice header.

header_memo (text: max 200 characters)

This field can be used for longer descriptive text. This field must be quoted with double quotes if it contains any commas. Do not use double quotes in this text data.

customer_po_number (text: max 25 characters)

This field may contain the purchase order number from the customer confirming their order.

ship_to_customer_code (text: max 20 characters)

This field may contain a user defined code for the ship-to customer to whom the invoiced items were delivered. The code may be defined on the ship-to customer record and allows users to cross-reference a ship-to customer in Liberty Accounts with a code from an external system. N.B. The field must appear on each line if specified on the column headings but it is applied to the invoice header.

sales_item_code (text: max 20 characters)

This field should contain a user defined code for the sales item of the invoice line. The code may be defined on the sales item record and allows users to cross-reference a sales item in Liberty Accounts with a code from an external system. During the import the income account and vat code are picked up from the sales item record and applied to the invoice. An multi-line invoice may include different sales items but if no sales item match is found for a line the entire invoice is rejected from the import.

additional_item_text (text: max 500 characters)

This field can be used for longer descriptive text relating to the sales item. This field must be quoted with double quotes if it contains any commas. Do not use double quotes in this text data.

invoice_date (date formatted text) - Required

The default format for the date is: d/M/yyyy e.g. 25/1/2007
If an alternative date format is used the date_format pattern should be included in every line of the import file - see below.

tax_point_date (date formatted text)

If no tax_point_date is provided the invoice_date value is used. The default format for the date is: d/M/yyyy e.g. 25/1/2007
If an alternative date format is used the date_format pattern should be included in every line of the import file - see below.

due_date (date formatted text)

If no due_date is provided the date is calculated by applying the default terms for the customer to the supplied invoice_date value. If there are no default terms on the customer record the invoice is treated as due on receipt using the supplied invoice_date value. The default format for the date is: d/M/yyyy e.g. 25/1/2007
If an alternative date format is used the date_format pattern should be included in every line of the import file - see below.

date_format (text: no max specified)

If using date formats different from the expected default a pattern must be supplied using the date format patterns as specified for Java SimpleDateFormat class.
d - day
M - month - NB Capital M for month (small m for minutes)
y - year

e.g.
ddMMyyyy - 25022007
d/M/yyyy e.g. 25/1/2007

quantity (numeric)

Numeric values must not include comma formatting. If not present the quantity will default to 1.

rate (numeric)

Numeric values must not include comma formatting. If not present the quantity will default to either the net_amount value or the gross_amount value - depending on whether the business is tracking VAT.

net_amount (numeric) - Required Field for businesses tracking VAT

VAT Registered Organisations only. Numeric values must not include comma formatting.

vat_amount (numeric) - Required Field for businesses tracking VAT