To update and submit portal invoices to Procure Wizard, you can upload data from a CSV document using the Invoice Import feature. You can generate the document from your own accounts software, however, it must match the below file requirements.
When you upload the document to your Procure Wizard account, you update the invoices on Procure Wizard to match the data contained on the file and send these invoices electronically to the purchaser.
To be able to use the invoice import, you must meet the following criteria:
The price list on your Procure Wizard account must contain all products that you're uploading on the import file.
The products SKU codes on the Procure Wizard price list must be unique for each product and match to the corresponding product on the import file.
Where you allow products to be ordered as a split of the pack size the quantity on the import must be set as a decimal place e.g. 1 case of 6 and 2 bottles would be a quantity of 1.167.
You must enter the PW Order ID - PO number, into your accounts package.
You can find the PW Order ID in the PO email, in the top left.
The PW Order ID is unique to every order and is required for the orders to match.
Import file requirements
Header record
Each import file must contain a single header row with the below field names as headers:
Fieldname | DataType | Reqd | Notes |
DocNo | Char(20) | M |
|
Date | Char(10) | M |
|
Reference | Char(10) | M |
|
Prod Code | Char(10) | M |
|
Qty | Char(10) | M |
|
Price | Char(10) | M |
|
Value | Char(10) | M |
|
VAT | Char(10) | M |
|
Gross Value | Char(20) | M |
|
Invoice Value | Char(20) | M |
|
Inv VAT | Char(10) | M |
|
Gross Inv Value | Char(20) | M |
|
Acc Code | Char(10) | O |
|
Line item
The table below details the fields and data you need to populate for each item contained on an invoice:
Fieldname | DataType | Reqd | Notes |
DocNo | Char(10) | M | This represents your invoice number for the order. |
Date | Char(10) | M | Date of invoice in yyymmdd format. |
Reference | int(10) | M | Procure Wizard order number (PO number if letters appear at the end the order number given must not have spaces between the order number and letters e.g. 7005487SO). |
Prod Code | Char(10) | M | SKU code for the product. |
Qty | Char(10) | M | The quantity of the product in the order. |
Price | Char(10) | M | The product unit price. |
Value | Char(10) | M | The net price for the quantity in the order. |
VAT | Char(10) | M | The total tax for the quantity in the order. |
Gross Value | Char(20) | M | The gross value for the quantity in the order. |
Invoice Value | Char(20) | M | The invoices total net value. |
Inv VAT | Char(10) | M | The invoices total tax value. |
Gross Inv Value | Char(20) | M | The invoices total gross value. |
Acc Code | Char(10) | M | Your account code for the purchaser. |
Upload the CSV document to Procure Wizard
Once you've created a copy of the CSV document containing the invoice data to upload, you can upload the file to your account following the steps below:
In Procure Wizard, expand the left-hand menu.
Click Invoice Import, then click Invoice Import.
Click Select File and select the required file.
Click Import.
📌 Note: Depending on the size of the file, the import may take a couple of minutes to complete. Do not navigate away from the screen until the file has been fully loaded.
Once the upload is complete, the file summary page displays.
Summary report
On the summary page, you can find a list of all invoices that you included in the upload file, and whether the invoice successfully updated.
Report key:
Line: Indicates the row number on the csv document the invoice failed on.
OrderID: PW order number (PO number).
Invoice Number: Supplier invoice number.
SKU Code: Product code on the csv file, displays if SKU failed on import.
Reason: List if you updated and submitted the invoice correctly.
🤓 Tip: To download the import summary into an excel document for future reference, click Export Errors.
Fail alerts
If your invoice upload fails, an alert displays explaining the cause of the failure. If there's more than one reason that the import failed, all reasons are listed.
For an explanation and solution of the error codes, see the table below:
Successful | The invoice is updated on the system. |
Successfully created back order | When a back order is invoiced on the system a new PO IS is created and invoiced against. |
Order Number is not related to supplier | The PW Order ID isn't on your account. |
Order Invoice tab is already locked | You've already completed this invoice. |
Order us set to paper invoice | You can only update portal invoices using the CSV import. To update a paper invoice, you need to send it to your purchaser. |
Invalid SKU code | SKU code isn't listed on your Procure Wizard account. You need to add the code or product and then re-import the file. |
SKU code associated with more than one product | SKU code is listed multiple times on your Procure Wizard account. You need to update your accounts price list and remove the duplicate code. |
Product Qty or prices are not valid values | You haven't entered the product qty or values as a numerical number. You need to amend the file and re-import it. |
Product values cannot be negative or zero | You've set the product value to a negative figure. You need to amend the file and re-import it. |
Order totals do not balance | The combined totals of the invoice don't match the order total columns. You need to amend the file and re-import it. |
Product gross does not match up with net and Tax | The product gross doesn't match up with the net and tax. You need to amend the file and re-import it. |
Product net does not match up with Qty multiplied by Unit Price | The product net doesn't match up with the qty multiplied by unit price. You need to amend the file and re-import it. |