Import Invoices (Balance carried forward)

When migrating over to HirePOS from another system, it's important that you move over the Invoice balances (payments outstanding) from your previous system.

These Invoices must be dated "prior" to the changeover date, i.e. if your changeover date for HirePOS is 1st July then your "Balance carried forward" Invoices must have an Invoice Date of 30th June or earlier.

1. Go to Setup > Preferences, then choose the Sales option.

2. Click the Options button drop-down at the top-right, then choose Import Invoices (Balance carried forward) CSV.

Click the Download Invoices CSV Template link located at the top of the Importer screen and save this file somewhere. You can now import this file or open it directly in a spreadsheet app like Microsoft Excel or Google Sheets.

The columns are as follows:

• Invoice No - Unique and Numeric only value

• Invoice Date - Must be in YYYY-MM-DD format

• Code - Alphanumeric up to 15 characters long

• Company - Up to 50 characters long

• First/Last Name - In the format of {First Name}{space}{Last Name}

• Balance Ex Tax - Numeric value

• Balance Inc Tax - Numeric value

All fields are required, except the First/Last Name, and you must have at least the Code or Company matched to a customer.

If HirePOS cannot match the Invoice with an existing customer, then a new "Inactive" customer will be created called "Balance carried forward", which the Invoice will be assigned to. You can fix these Invoices after the import and assign them to the correct customer.

1. After you have formatted the CSV file ready for import, click the Browse for Invoices CSV file field located under Step 1 and locate your CSV file.

2. Click the Preview Data button.

3. All the columns should match automatically if you used the column headings as per the Invoices CSV template. Match any columns manually if required.

4. Click the Import Data button at the bottom-left to import the Invoices.

After import, you are taken to the Sales/Hire > Find Sales/Hire screen.

Invoices are locked and marked as sent (to avoid them being altered, emailed out, or exported to third-party accounting systems).

The Customer PO field is set to "Balance carried forward".

The Reference field is set to the Code, Company, or First/Last Name column (whichever column was matched).

The Invoices contain one line only, which is the Balance carried forward amount.

These invoices will now appear in Payments > Payments Outstanding, Reports > Payments > Payments Outstanding, and Payments > Receive Payments awaiting to be paid.