---
title: "Implementation > Import Sales Invoices"
canonical: "https://technology.bytangram.com/space/TGKB/1072824479/Implementation%20%3E%20Import%20Sales%20Invoices"
format: markdown
---
When first setting up your WorkBook system, a starting set of data can be imported, including sales invoices. To import data successfully it is important to understand the data structures and the format required in the import data sheet.
Things to note:
- Data is imported once, so it is important to ensure accuracy and consistency prior to uploading.
- Not all fields are required at import, optional fields can be added to the system manually at a later date when/as required.
> π The sales invoice cannot be deleted/edited after itβs imported
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## IMPORT SALES INVOICES
> β
Download the Sales Invoices import file below.
> Macro (attachments)
| **COLUMN HEADER** | **FIELD DESCRIPTION** | **FORMAT** | **REQUIRED** |
| --- | --- | --- | --- |
| **CompId** | The Resource ID of the company that the job belongs to. This can be found in the WorkBook resource list.
> π - If you only have 1 company the ID is always 1
> π - If the invoice has multiple lines, using the same CompId on those lines | Number | Yes |
| **InvNum** | Invoice number
> π If the invoice has multiple lines, using the same InvNum on those lines | Number (may include letters) | Yes |
| **CustNum** | Use the unique code that you used for the customers in the [customer import](https://tangram.atlassian.net/wiki/spaces/TGKB/pages/612958321). This is how we know which customer the invoice applies to
> π If the invoice has multiple lines, using the same CustNum on those lines | Number & Letters | Yes |
| **JobNum** | The Job number can be the WorkBook job number, or if you imported a list of WorkBook jobs, it can be the job number imported into the ref key.
If using the WorkBook job number the field should be stored as text.
The job number that the invoice should be created on. Refer to the Job number used on [Job Import](https://tangram.atlassian.net/wiki/spaces/TGKB/pages/1072824359).
> π If the invoice has multiple lines, using the same JobNum on those lines | Text
Number & Letters | Yes |
| **InvDate** | Date of the invoice
> π If the invoice has multiple lines, using the same date on those lines | Date
E.g. your local date format xx/xx/yy | Yes |
| **InvType** | What type of invoice is being created? Only the options below can be used.
1 = [Final Invoice](https://tangram.atlassian.net/wiki/spaces/TGKB/pages/445809074)
2 = [Credit Note](https://tangram.atlassian.net/wiki/spaces/TGKB/pages/445644918)
3 = [Invoice on Account](https://tangram.atlassian.net/wiki/spaces/TGKB/pages/257327457)
4 = [Partial Invoice](https://tangram.atlassian.net/wiki/spaces/TGKB/pages/445710763)
> π If the invoice has multiple lines, using the same type on those lines | Number | Yes |
| **AId** | The activity number this invoice is connected to
Activities are created and managed via the **settings** module> **price lists & activities** > **activities** | Number | Yes |
| **AmountNet** | Net amount on the invoice.
> π If the invoice has multiple lines, this will be the line amount | Number | Yes |
| **AmountVat** | Tax (VAT/GST) amount on the invoice
> π If the invoice has multiple lines, this will be the line tax amount | Number | Yes |
| **AmountTotal** | Total amount on the invoice including Tax
> π If the invoice has multiple lines, this will be the line total amount include tax
> β οΈ The invoice will not be imported if this field is left blank | Number | Yes |
| **Comment** | Free text field for the βFinal commentsβ on your invoice header
> π If the invoice has multiple lines, the import will take only the comment from the 1st line. So, leave the other lines blank | Text | No |
| **PostDate** | Financial posting date of the invoice | Date
E.g. your local date format xx/xx/yy | Yes |
| **LineDesc** | Invoice line description | Text | No |
| **PayTerm** | Payment term code, you can use the Code or the Call name found inΒ **settings** > **company settings** > **payment terms** | Text | Yes |
| **TaxCodeID** | Tax code ID
> βΉοΈ Only applies to U.S. or Canadian companies. Ask your WorkBook Consultant for a list of IDs if you need to use sales tax | Number | No |
| **TaxCodeAmount** | Tax amount
> βΉοΈ Only apply to U.S. or Canadian companies. Ask your WorkBook Consultant if you need to use sales tax | Number | No |
| **TaxCodeRate** | Tax rate in percentages divided by 100 e.g. 0.1 = 10%
> βΉοΈ Only apply to U.S. or Canadian companies. Ask your WorkBook Consultant if you need to use sales tax | Number | No |
| **CustomerPurchaseOrderNum** | If the invoice needs to display a client purchase order number, this is where you put it | Number (may include letters) | No |
| **CurrencyCD** | The currency is used on the Invoice. Must use ISO code.
E.g. EUR, AUD, SGD, USD, GBP | Text | No |
| **JournNo** | Post number. To include in Finance use 0, to exclude from Finance use -1
> β οΈ Talk to your WorkBook Consultant about what number to use | Number | Yes |
| **OptionalDebtorNum** | Enter the Debtor ID for the debtor this invoice applies to. You can find the ID on the debtor card in **Finance & Admin **> **Debtors **>** Debtor List**
> β οΈ The invoice will not be imported if this field is left blank. | Number | Yes |
| **OptionalPhaseNum** | Enter the phase number you want this line item to be imported into. If left blank, WorkBook will assign it to the default phase. | Number | No |
| **OptionalPhaseName** | Enter a name for the phase you want this line item to be imported into. If the phase does not already exist, WorkBook will create it using this name. If left blank, the existing phase name (if any) will be used. | Text | No |
| **OptionalLineNum** | Enter the invoice line number you want this line item to appear on. If left blank, WorkBook will assign the next available line number automatically. | Number | No |
| **OptionalHours** | Enter the number of hours to be allocated to this line item. If left blank, no hours will be assigned. | Number | No |
| **OptionalHoursCostRate** | Enter the cost rate to be applied to the hours on this line item. If left blank, the standard cost rate for the selected role or resource will be used. | Number | No |
| **OptionalHoursSalesRate** | Enter the sales rate to be applied to the hours on this line item. If left blank, the standard sales rate for the selected role or resource will be used, based on the price list (rate card) assigned to the job. This value will be populated in the **Extra** column of the invoice line item. | Number | No |
| **OptionalMaterialSale** | Enter the amount for any material-related line item. If left blank, no material sale value will be applied. | Number | No |
| **OptionalExternalCostProfit** | Enter the margin to be applied to external costs. Use decimal format, e.g. 1.0 = no margin, 1.1 = 10% margin. If left blank, no margin will be added. | Number | No |
| **OptionalExternalCost** | Enter the cost amount if this line item represents an external purchase.
> β οΈ If left blank, no external cost will be applied, and any amount entered in the **Amount** **Net** column of the import will instead be added to the **Extra** column and treated as revenue rather than a cost. | Number | No |
| **OptionalExtraSale** | Enter an amount to be added as revenue. This value will populate the **Extra** column of the invoice line item and must match the amount entered in the **Amount Net** column. | Number | No |
| **OptionalDiscount** | Enter an amount to be applied as a discount. This value will populate the **Discount** column and will be deducted from the total revenue. | Number | No |
| **Internal** | Refers to the **Internal Document** checkbox in the invoice header. Enter 0 to leave unchecked or 1 to check the box.
 | Number | No |
| **PaymentStatusForSystemsWithoutFinance** | Use this field if you are not using WorkBook Finance to indicate whether an invoice has been paid.
Enter 0 for Unpaid or 1 for Paid.
> π **Note: **System variable 787 must be switched on for this field to work. | Number | No |
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