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Import a sales invoice history from Excel

You are switching tools and want your past sales invoices in Nicoka, with their amounts per customer, without retyping them or attaching the PDFs. The import runs in two steps: the invoices (headers) first, then their lines, which carry the amounts. Nicoka then computes the net total, the VAT and the gross total of each invoice from its lines.

1. Prepare the two files

Two Excel or CSV files, one header row each. The column names below are matched automatically by the assistant.

File 1, the invoices: Company (your issuing company, as named in Nicoka), Type (Invoice or Credit note), Reference (the invoice number), Account (the customer, as named in Nicoka), Date, Due date, Status (for example Paid).

File 2, the lines: Invoice (the same reference as in the first file), Item type (Standard), Label, Qty., Price (net unit amount), VAT rate. One line per invoice is enough if you only take over the overall amount.

Customer accounts must already exist in Nicoka: import them first if needed (CRM > Accounts > Import).

2. Import the invoices

  1. Open Sales > Invoices, then Import > Invoices.
  2. Drop the first file, then click Continue.
  3. Keep the default options (an invoice already present with the same reference is skipped), then Continue.
  4. Check the column mapping: Company, Type, Reference, Account, Date, Due date and Status must point to the fields of the same name. Click Continue, then Launch the import.

At this point the invoices exist with a total of 0: this is expected, the amounts come with the lines.

3. Import the lines

  1. Go back to Sales > Invoices, then Import > Invoice/Credit note lines.
  2. Drop the second file, then Continue twice.
  3. At the top of the mapping, in Find Invoice by, choose Reference: this is how each line finds its invoice.
  4. Check that the Invoice column points to the Invoice field and that Item type is set (from the file column, or as a default value). Click Continue, then Launch the import.

4. Check

The import report lists the lines created and those in error (invoice or account not found), without blocking the others. In the invoice list, the Net total, VAT total and Gross total columns reflect the imported lines. Imported references do not change the numbering of your next invoices, unless they follow exactly the same format as your counter.

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