Learn more here about all you can do from Expenses
Get there
- Go to the Control menu
- Access Settings
- Click on More > Import
- Enter the category of Expenses
- Choose Purchase invoices
Alternative method: Navigation bar > Expenses > Three-point menu (⋮) > Import
In Holded you can import your list of purchase invoices, both from the current year and from previous years.
Import purchase invoices to Holded
1. Download the import template
- Download a sample of the XLSX file
- Open the document you've just downloaded to see the format and work with it
2. Complete the template
Fill in the fields indicated below. The required fields are marked with an asterisk (*):
You will notice that not all fields in the template are mandatory. However, we recommend that you inform as many as possible so that the data in Holded is as detailed as possible.
If you have left any fields blank when importing, you can always fill them in later from the platform.
| Invoice num * | Include in each line. We recommend you follow the sample content |
|
Date dd/mm/yyyy* |
Enter in dd/mm/yyyy format |
|
Due date dd/mm/yyyy* |
After this date the invoice will change status in Holded |
|
Description |
Additional invoice details |
|
Contact name* |
Include the supplier issuing the invoice |
| NIF (TIN)* | It is important to include this field to relate the invoice to the contact |
|
Address |
Add the contact's billing address |
| City | Location of contact address |
| Postal code | Add the contact address code |
| Province | Region where this address is located |
| Country | Country to which the address belongs |
| Concept* | Include product names (one per line) |
| Product description | Additional information on the product introduced |
| SKU* | With this field, Holded will be able to relate invoices to products that are already registered on the platform. Remember that in invoices per item you will have to add a line for each product |
| Unit price * | Enter the price per product, not including tax |
| Units * | Add the number of units for Holded to perform the calculation |
| Discount % | Add the discount of each product per line |
| IVA (VAT) %* | Add the VAT % for the corresponding accounting adjustment. You have to include the key of the tax that you will find in Settings > Invoicing > Taxes. Example: If you need to include a 21% VAT you will have to indicate the following key: p_iva_21 |
| Withholding % | In case the invoice contains a supplementary withholding tax |
|
Inv. Suj. Pasivo (1/0) (Reverse charge) |
Add a 1 if the invoice includes a reverse charge. Enter a 0 otherwise |
| Operation | Invoice type (intra-community, general…) |
| Collected amount* | Add this amount including taxes to detail the status of the invoice. In the case of invoices per item, you will only have to fill in the first line of the invoice with the total amount charged and leave the rest of the lines empty |
| Collected date | Time at which payment is issued |
| Charge account | Book account where the customer's payment has been made |
| Tags separated by - | Labels or tags used to organize your documents. Use a hyphen (-) to separate them |
| Expense account name | Customized name used to group invoices from the same book account |
| Expense account number | Add the expense account for correct accounting. You can find the numbering corresponding to the expense or purchase account from Settings > Invoicing > Sales and Purchases. |
| Currency | Specify the invoice currency |
| Currency change |
Include it if you want to keep the change in the document |
Once you have completed the template fields, save the spreadsheet in XLSX format in order to import the information correctly.
To ensure that the import works correctly, remember not to leave empty cells between invoice numbers. Also do not combine the cells in the spreadsheet.
3. Upload the template information to Holded
- From the Expenses tab, access the three-point menu (⋮) again
- Click on Import
- Hit the button Add file
- Select the spreadsheet or template you have previously saved
- Confirm the action
Check out this article to learn how to import recurring expenses to Holded