How to import a supplier's invoice into the accounting program?

In the Torgsoft accounting software, you can import suppliers' invoices in Excel format. To do this, you need to configure the import: prepare the file, configure the import source, and then import the invoice.

How to configure the import of invoices?

1. Prepare the Excel file so the program can recognize it

Download the supplier's Excel invoice file to a folder on your desktop where the Torgsoft program is installed. The program will create its own invoice from this file and receive the goods into the required accounting center. To ensure the program recognizes the file, prepare it as follows:

File format

The supplier's Excel file can be provided in any version of Excel, but it must be saved on your desktop in the same Excel format as suggested in the Torgsoft program:

This is very simple: Open the supplier's invoice on your desktop, click "Save as" and select the exact Excel version listed in Torgsoft, for example, 5.0/95:

For easy searching, we recommend adding the Excel version to the name of the new copy of the invoice, for example, "Invoice Materials 5.0-95". This newly saved file is the one you'll select for import.

Column titles

All data from the Excel columns will be transferred to the corresponding columns in Torgsoft. Therefore, it is important that all columns in the file for import are labeled. The invoice should contain at least the following product information: name, unit price, quantity. It may also contain the manufacturer's barcode, name, production date, article number, etc.

Excel file columns

Simply check that the file has the correct table: if there are merged columns, separate them so that each value has its own cell.

Text format for proper reading

It is important that the information in the import file is in text format. Select the necessary sections in the supplier's invoice or the entire page ⟶ right-click ⟶ select "Text" format ⟶ save changes to the file.

For most Excel versions, these actions are sufficient — the file can be imported. However, in some cases, the file may also require macro configuration:

Click "Settings" ⟶ "Macro" ⟶ in the "Name" field, write "Text format" ⟶ "Create", a window will open to write the macro ⟶

insert the following code: For Each cell In Selection: cell.Value = "'" & cell.Value: Next: — as shown in the image below:

Save the new macro.

Select the area in the Excel document to which the macro should be applied ⟶ click "Macros" ⟶ select the created text format macro ⟶ click "Run" ⟶ if a green triangle appears next to some values, it means these values were not in text format but are now in text format.

The program will now recognize the file and import it easily.

2. Set up the import source

The import source configuration in Torgsoft is done once, and you won’t need to repeat the process; the program will already know all the parameters and from which folder to import files. You will only need to select the required invoice.

Import source setup

In the Torgsoft program menu, click "Document" ⟶ "Goods arrival" ⟶ "Import" ⟶ "Data source":

A window will open to configure the data source. Leave the highlighted fragment as is and click "Next" ⟶ check the box next to "Use connection string" and click "Next" ⟶ "Build":

A window will open to select the source, pointing to the "Documents" folder. You don’t need to type anything, just click "New" next to the DSN Name line ⟶ Select the Excel driver with the maximum extension:

Pay attention to the driver format, for example, XLS — it should match the format of the file itself:

Select the appropriate driver from the offered ones that match the format of your invoices, and conversely, save the invoices in the same format for which drivers are available in the "Import source."

Enter any name for your connection, for example, Excel 2003 ⟶ click "Next" ⟶ "Finish":

Click "Select Workbook" and choose the folder on your desktop where you saved the supplier's invoices in Excel format, the file will appear in the tab on the left, click on it ⟶ "OK":

Choose the Excel version in which you saved the supplier’s file from the dropdown list ⟶ click "OK" ⟶ close the message that appeared ⟶ "OK":

All done, close the window. Note that your import file has appeared in the left window — click on it and select the suggested sheet for import:

The import source is created, the import file is selected, so it won’t need to be created again — you can simply select and import the supplier’s invoices.

3. Import the invoices

To select and import an invoice, click in the program menu "Document" ⟶ "Goods Arrival" ⟶ "Import" ⟶ "Yes":

A window will open for "Import Settings." It contains a "Goods" tab. To correctly import information from the invoice, in the "Goods" tab, specify which program columns will correspond to the column names in the invoice. On the left — the names of the columns in the program, on the right — in the file for import:

Now you can return to the "Import Settings" tab and import the invoice. There are three options for importing information from the invoice:

1) Import the entire file
2) Transfer data from specific file columns
3) Transfer information from a selected area in the Excel file

Let’s review each:

1) Import the entire file

Select "Load all data from the sheet" ⟶ the folder with the file will appear above ⟶ select it, or click "Delete" ⟶ "Add" and choose another file for import ⟶ click "Open":

The file will appear in the "File path" field, click on it and choose the suggested sheet from the file, click "Save":

2) Import specific invoice columns

If you don’t want to import the entire invoice but only specific columns, click "Use the specified cell range" ⟶ specify the cells for import in English from the top left to the bottom right, as shown in the brackets, for example A2:Y33 ⟶ select the suggested file ⟶ click "Save," and the program will transfer all the columns from the range you specified.

3) Import a selected area of the invoice

In Torgsoft, you can import any selected area in the supplier's Excel invoice. To do this, choose the corresponding import option:

Open the supplier's Excel invoice on your desktop ⟶ select the desired fragment ⟶ assign a name to the fragment, for example, "Import" ⟶ press "Enter" to save the named area for import ⟶ save changes to the file:

Click "Connection" ⟶ select the created named fragment, in this case "Import" ⟶ click "Save":

The information from the selected fragment will be transferred to the program, and the corresponding invoice will be created:

You can view the invoices loaded into the program in the "Warehouse" menu — "Invoice Register":

More on product import — at the link