Tools - Import Invoices: Streamlining Invoice Imports from Tax and Financial Software

The Tools - Import Invoices feature in TPS Cloud Axis is designed to streamline invoice imports for firms transitioning from other software or using tax or financial software for billing. This feature enables users to import invoices billed outside TPS Cloud Axis using a structured Excel spreadsheet Sample.

Aspects to Consider

• Import Format - Sample: Use the provided Excel spreadsheet template 'Sample' with required columns: Client Code, Invoice Number, Amount, Taxes, Date, Description. Additional columns cannot be added or imported.
  
  
  
  

• Employee Properties - Permissions - Tools - Import: It is crucial to grant import permissions to a single designated user to maintain accuracy and prevent duplicate transactions.
  
  
  

• Manual Corrections if Required: Any mistakes done by the user once the import process is completed, it must be corrected manually within each client record, emphasizing the need for careful management.

Import Options - Invoice Type 

When importing, users must choose an Invoice Type: Invoice, Progress Bill, or Opening Balance.

1. Invoices

Note: The functionality for the Invoices is only applicable when importing one invoice per client. If you're importing multiple invoices for a single client, this feature will not be applicable. In such cases, use the Progress Bill or Opening Balance options instead.

Choose one or both options below based on your invoice needs:

• Create Progress Bill if No WIP is Found:
  • If no WIP (Work In Progress) exists, the system will create a Progress Bill Invoice with a negative Progress Bill WIP transaction.
  • If WIP exists, the system generates a standard invoice that includes all outstanding WIP items, excluding the Progress Bill WIP - it will also calculate any applicable mark up or mark down.
• Include Progress Bill in Invoice: This option is only applicable if the client has WIP transactions.
  • If WIP exists, a Quick Bill is generated, including all WIP transactions and Progress Bill WIP and applies the mark up or markdown if applicable.
  • When selecting this option if no WIP exists, the invoice will not be imported - invoice would be skipped.
    
    
• Selecting Both Options:
  • The system will determine if WIP or Progress Bill WIP transactions exist.
  • If WIP exists, it generates a standard invoice including all outstanding WIP.
  • If no WIP exists, the system creates a Progress Bill invoice.
    Note: In a typical scenario when importing invoices from a different software -users might want to select both options.
    
    

2. Progress Bill

• Generates a Progress Bill invoice (A/R) with a negative Progress Bill WIP transaction.

  • Allows firms to create invoices before work is finalized. However, it later requires a Detail/Quick Bill invoice to link WIP transactions to the Progress Bill WIP for accurate markup or markdown.
    
    

3. Opening Balance - A/R

• Creates an invoice with a time entry expense transaction.

  • Functions similarly to manually entering invoices under Tools > Opening Balance > A/R.
    
    

This 'Import Invoices' feature simplifies the invoice import process, reducing manual entries and ensuring efficient integration into TPS Cloud Axis. However, this feature is not meant to replace the billing process, as its functionality on details is limited. It is specifically designed for first-time conversions or for importing invoices that were generated by tax or financial software.

 axis_support@tpssoftware.com    

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