When uploading invoices via CSV, you may see the error Order totals do not balance on the import summary. This means the header-level totals on your file (Invoice Value, Inv VAT, and Gross Inv Value) do not match the sum of the corresponding line item columns for that invoice.
đ Note: In some cases the error may persist even when your totals appear correct. If you have worked through all the steps below and the error remains, skip to the If the error persists section at the bottom of this article.
What the system checks
For each invoice - DocNo in your file, the system validates that the following three totals on the header row match the sum of every line-item row with the same DocNo:
Header field | Must equal |
Invoice Value | Sum of all Value (net) line items for this DocNo |
Inv VAT | Sum of all VAT line items for this DocNo |
Gross Inv Value | Sum of all Gross Value line items for this DocNo |
Step 1 â Check your line item totals add up correctly
Open your CSV file and for each invoice DocNo:
Select all rows with that DocNo.
Sum the Value column â this must match the Invoice Value header field exactly.
Sum the VAT column â this must match the Inv VAT header field exactly.
Sum the Gross Value column â this must match the Gross Inv Value header field exactly.
Correct any differences and re-import the file.
Step 2 â Check for rounding differences
A common cause of this error is a rounding difference introduced by your accounts software. Even a difference of ÂŁ0.01 will trigger the error.
Ensure all monetary values use the same number of decimal places throughout the file.
Do not round individual line items and then separately round the total â calculate the total as the exact sum of the unrounded line values.
Avoid formula-driven rounding e.g. ROUND() functions, that may produce a slightly different total than a simple sum.
Step 3 â Check for a duplicate invoice number on another order
If a DocNo in your file has already been used on a different PO, the system may flag the row with this error rather than a duplicate-specific alert. Check whether that invoice number has been used previously on your account.
For full guidance on resolving duplicate invoice numbers, see How to resolve duplicate invoice number issues in Procure Wizard.
If the error persists
If you have verified that all totals are correct and the invoice number is not a duplicate, but the error continues to appear, this may be a system-level issue rather than a problem with your file.
â ď¸ Important: Do not continue re-importing the same file repeatedly. If the file is correct, additional imports will not resolve the issue and may cause further errors on the order.
Contact support with the following information so the issue can be investigated:
Your CSV file.
The PO number (PW Order ID / Reference field) for the affected order.
A screenshot of the import summary showing the error.
Confirmation that all totals in the file have been verified as correct.