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Importing Supplier Bills

Contents:

Importing: Method 1 (importing a bill within a job)

Importing: Method 2 (importing independently)

Formatting

Tips, Tricks & Troubleshooting

 

Supporting Documents:

Supplier Bill Import Template
Supplier Bill Sample File - use as a guide

 

Importing

Method 1: Importing a bill within a job

Within the Job, click on the Bills tab.

 

Select Import Bill File.

 

Note: If the supplier has yet to be created, click the + icon to create new.

FYI: If you’re creating a new supplier, the only mandatory field is the Supplier Name. The rest of the fields can be left blank or as defaulted. These can be updated at a later stage if required.

Enter the supplier details and click OK.

 

Click on "Choose CSV File". 

Use the file browser to find the CSV (Comma Separated Values) File you want to import.

 

Note:
1) If your file excludes column headers, please untick My CSV has a header row.


2) If you’d like Tradify to update your default price list items with any new information added to the items in the bill, please select Update Suppliers Price List.

 

Once the file has uploaded, click Start Matching.

 

Tradify will open the CSV file, examine it’s contents and try to determine which columns contain the data that is required. Any remaining columns are either not required or can't be matched automatically. In this instance, you can manually allocate the unmatched column to the relevant field in Tradify by dragging the field into the middle column.


When you’re happy the required columns have been matched correctly, click on "
Import Bill File".

 

Tradify will start uploading your Bill File. Depending on the file size it may take several minutes. Once finished, you’ll be able to use the supplier price file in Tradify

 

 

Method 2: Importing Independently 

If you have a bill from your supplier for materials, but it is not yet needed to be added against a job in Tradify, you can navigate to 'Purchases' on the left hand menu, then once in Purchases, click 'Options' on the top right hand side of your screen. From here select 'Import Bill File' and repeat the above steps from here.

 

 

 

Formatting

Tradify requires a CSV format file (Comma Separated Values). It can also be .txt, however, it must still be compiled in a comma separated value format when it was generated by your supplier.

Not all columns need to be populated either. Only the Item Code, Invoice Number, Invoice Date, Due Date and Amount are mandatory. If you’re unsure at all, use the table below as a reference.

 

Field

Field Description

Is Mandatory?

Rules

Invoice Number

The supplier invoice name or number

  • Limited to 100 characters

Invoice Date

This will be used as the invoice creation date

  • Date format must be dd/mm/yyyy
  • Must be before Due Date

Due Date

This will be used as the invoice due date

  • Date format must be dd/mm/yyyy
  • Must be after Invoice Date

Item Code

Used as the unique identifier for the item in Tradify. May also be known as Product Code, SKU, PKU.

 
  • Limited to 100 characters
  • Can only be used once for each supplier
  • Must be unique or it will overwrite existing supplier price list item with identical item code

Description

Used to describe the item.

  • Limited to 200 characters

Quantity

Used for the item quantity

  • Can be fractional amounts or whole numbers
  • Must be numeric character

Unit Price

Price per item

  • Must not contain the $ symbol.
  • Must be numeric character

Amount

Total amount of the line item (multiply unit price by quantity)

  • Must not contain the $ symbol.
  • Must be numeric character

 

 

 

Tips, Tricks & Troubleshooting

 

  1. Check to make sure there are no missing or blank rows (common issue on larger files).
  2. Certain characters can cause issues if they’re used in specific ways. For this reason, we recommend removing the following characters/symbols:
    1. $   (dollar symbol)
    2.   (quotation symbol)
    3. -   (En dash symbol)
    4.   (Em dash symbol)
  3.  If you’re using column headers, please ensure that there are no duplicates. i.e. you can't have two columns with the same header.
  4. File size must be no larger than 20mb
  5. There are no limits to how many bills you may load against a job in Tradify
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