Make the Invoice import process easier with ArtCloud's pre-made Invoice Migration Template
This helpful article covers the process of importing Invoices into ArtCloud in bulk. It also covers where to download ArtCloud's Invoice Import Template.The Invoice Import Template can be opened by any spreadsheet software that can open .CSV (Comma Separated Values) files, such as Microsoft Excel, Google Sheets(free), Numbers(by Apple), or Libre Office Calc.
NOTE: Your first migrations into ArtCloud should occur in the following order: Contacts -> Inventory -> Invoices.
The template works based on column names. Every row is an Invoice Record, and the intersecting columns are what field that cell will be populating. For example:
| invoice_number | client_email | client_first_name | client_last_name | date | |
| A | 22 | wsmith@yahoo.com | Will | Smith | 03/05/2018 |
| B | 23 | mpython@gmail.com | Monty | Python | 03/13/2018 |
The first invoice's Invoice Number is 22. The client's name is Will Smith, and their email is wsmith@yahoo.com. This item was purchased on 03/05/2018. The second invoice's Invoice Number is 23. The client's name is Monty Python, and their email is mpython@gmail.com. This item was purchased on 03/13/2018
NOTE: Fields can be left empty with no consequence, and you can include as many or as few pages as you please. Keep in mind that adding information to existing Invoice records after an import may result in a fee.
Invoice Import Template Key
| Column | Name | Input Type | Notes & Description |
| A | invoice_number | Number | The invoice's unique, identifying number. |
| B | client_email | Text | The client's email. |
| C | client_first_name | Text | The client's first name. |
| D | client_last_name | Text | The client's last name. |
| E | date | MM/DD/YYYY | The date of the invoice's creation. |
| F | status | Open, On_Approval, Closed | The status of an invoice. This field ignores case(does not matter if an entry is capitalized or lowercase), but will default to "closed" if left empty. |
| G | inventory_number | Number | A group of numbers used to identify individual pieces. Inventory Numbers must be unique. If this is left blank, ArtCloud will generate one for you. |
| H | sku | Alpha-numeric | A line of text and numbers used to identify individual pieces. SKUs must be unique. |
| I | quantity | Number | Number of items sold. Quantity must be a numeric value. |
| J | item_price | Number | Price of the item sold. Price must be a numeric value. |
| K | item_discount_amount | Number | The amount discounted from an individual item. Must be a full amount, not a percent. (Example:$300instead of 20%) |
| L | invoice_discount_amount | Number | The amount discounted from the entire invoice after item discount amounts are removed. Must be a full amount, not a percent. (Example:$300instead of 20%) |
| M | invoice_sales_tax_amount | Number | The invoice's sales tax. Must be a full amount, not a percent. (Example:$300instead of 20%) |
| N | invoice_shipping | Number | Flat amount for shipping cost. |
| O | paid | Number | Amount paid on current invoice. |
| P | payment_type | Text | Method of payment (Example: Check,Visa,Mastercard, etc.). |
| Q | comments | Text | Comments on the exchange. |
| R | private_notes | Text | Notes that can be seen only in the invoice record. |
| S | staff_email | Text | Email of the staff member who originally sent the invoice. |
| T | title | Text | Title of the piece/merchandise. |
| U | artist_first_name | Text | Creator of the piece's first name. |
| V | artist_last_name | Text | Creator of the piece's last name. |
| W | import_key | Text | A unique string of text and/or that helps match columns to records. For internal purposes only, does not appear directly on invoice records. |