Purchase Invoice Importer

BoxTop will allow you to import purchase invoices from CSV and XML - this is often used for couriers like UPS/DHL and this can also now be used for HMRC

We can create the jobs in BoxTop from the import or we can match jobs/charges from the imported file.

First you need to select the import type and the top of the page from the drop down list and then click on "Settings" in the bottom area to check the settings

You need to set the import location to a folder you can have access to, this is often - \\BoxTopServer\BoxTop\PurchaseInvoiceFiles\

The archive location is the same and maybe an extra folder on the server to put the processed import files, this is often - \\BoxTopServer\BoxTop\PurchaseInvoiceFiles\Archive

Job Match dates -3 #This will look back 3 months when matching, this can help speed up the import if you have lots of records in BoxTop

Taxcodes - This can be completed with the value used in the import file and what you may have in BoxTop as the value, so A in the file could be T1 in BoxTop

Import File

Click on this at the top of the screen, Select the supplier and find the file and import.

If the file is valid this will import and show the jobs in the bottom part of the screen.

Select the customer from the drop down list then click Update. This will complete the CustAccNum column - if this is all for the same customer this is done, if not change at job level

Then select the Branch Prefix and update and then click Create Jobs

The charges tab will now show all the charge descriptions used in the imprt file. This is going to be different from what you have called it in BoxTop.

Copy the Description above showing in Red and then paste to the Descriptions tab and enter the BoxTop Description and Branch Prefix.

So you are telling the import "TB Standard" is known as "Courier Freight" in BoxTop

Once you have done all the charge descriptions go back to the Charges Tab and click on Refresh.

Then click on Create Charges and the lines should go Green to show successful import.

Now use the top of the screen to create the purchase invoice in BoxTop

Click on Match/Create Invoice and then Pass Valid Costs. This will issue a BoxTop invoice ID that is sometimes noted and you can also View the Invoice to double check

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