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Onyx includes the ability to import sales invoices from CSV formatted files. This facility is located at Maintenance -> More -> Import -> Invoices
The format of the CSV file should be as follows:
Invoice Number
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Invoice Date
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Line Type
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Qty
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Item Description
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Retail Price
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Vat Type
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Row VAT
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Row Total
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Account Name
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Registration Number
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1
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01/03/2019
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Part
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1
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Oil Filter
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12.90
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Parts
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2.58
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15.48
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JONES
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ABC123
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1
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01/03/2019
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Labour
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1
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Change oil filter
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20/00
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Service
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4.00
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24.00
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JONES
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ABC123
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The above would result in a new invoice number 1 being created, it would have 2 items (1 part item and 1 labour item). If the 'JONES' account doesn't exist it would be created, if it exists then it will be updated, the same goes for the vehicle.
Using the data above as an example, if onyx doesn't find invoice number 1 then it will be created. If it already exists then Onyx will update it and add the new lines so it is imperative that you only import the data once.
If Onyx finds an error in the data during the import process then no data will be saved and you will be advised to correct the data and start again.
The fields that must be present in the data (and the optional ones too) are detailed below, it is advisable to name the fields as detailed below, however, if this is not possible, then you can 'Map' the fields during the import process. For example, if Onyx cannot find the 'Invoice Field' in the data to be imported, you will be asked to select the field to be used in it's place.
Field Definitions
Field Name (can differ as you can 'Map' the fields)
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Status
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Notes
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Invoice Number
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Required
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Any text will be removed to leave only numbers, i.e. DF1009 will become 1009
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Invoice Date
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Required
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DD/MM/YYYY anything after the date will be removed
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Line Type
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Optional
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'Part' or 'Product' will be added as a part, anything else will be a labour item
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Part Number
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Optional
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Max 15 characters, if set the part will be saved to the inventory, or any existing inventory item will be updated
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Qty
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Required
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Decimal number, will be rounded to 2 decimal places
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Item Description
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Required
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Max 1500 characters
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Item Discount Percent
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Optional
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0-100
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Cost Price
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Optional
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Currency
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Retail Price
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Required
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Currency
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Purchase Nominal Code
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Optional
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Must be a valid nominal code (i.e. 5000), if not set Onyx will use the default as set in Maintenance -> Options -> Tax/Vat/GST Details
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Sales Nominal Code
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Optional
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As above
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VAT Type
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Required
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Must be a valid vat type as saved in Onyx (Maintenance -> VAT Types)
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VAT Percent
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Optional
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If not set Onyx will use the value obtained from VAT Type
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Row Vat
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Optional
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If not set Onyx will calculate this value
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Row Total
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Optional
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If not set only will calculate this value
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Account Name
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Optional
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If not set Onyx will use 'CASH'. If set Onyx will either create a new account, or update an existing one using the data in the following fields
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Title
Firstname
Surname
CompanyName
Address1
Address2
Address3
City
County
PostCode
ResidentialTelephone
WorkTelephone
Mobile
FAX
Email
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Optional
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These values will be used to create or update an account if the 'Account Name' value is supplied. If not, then any value provided in these fields will only be used to display the customer name and address on the printed invoice.
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Registration Number
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Optional
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If set Onyx will create a new vehicle or update any existing record.
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Manufacturer
Model
VIN
Colour
FuelType
Mileage
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Optional
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If 'Registration Number' isn't set then any data here will be ignored. If the registration number is provided, then 'Not Recorded' will be used in place of any missing information in these fields
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Comments
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Optional
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Used to record a message to be displayed to the customer.
The comment must either be repeated in each line, or just the last line of a particular invoice.
i.e.
Inv 1, .......... Tyre Flat
Inv 1, .......... Tyre Flat
Inv 1, .......... Tyre Flat
Inv 2, ..........
Inv 2, .......... Bulb Inop
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