Import Unpaid Invoices

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When you are moving from an old accounting system the unpaid invoices will have a transaction in the journal that represents the amount owed, but there will not be an expected transaction for the customer payment.

Note: Paid invoices are fully imported when Importing Accounting Transactions (Journal).

Monchilla tracks expected transactions, like payments and alerts you when a payment is past due. 

Format Your File

To import your unpaid invoices you need to put it into a format that Monchilla can understand. You can either use a free gmail account or you can use a spreadsheet application.

Note: Be sure that you have already imported your Customers or your Customers and Projects before you import open invoices for those customers or they will be skipped. 

Desktop Spreadsheet Application

If you have a spreadsheet application like Microsoft Excel you can download the CSV Open Invoices TemplateThen remove the sample data and paste in your own.

Gmail (Google Docs)

If you don’t have a spreadsheet application you can use Gmail (from Google). Click to open the Gmail Open Invoices Template.

Note: If you don’t already have a Google account, you can get a free one at accounts.google.com.

Next, create an editable copy. Click File, then select Make a copy....

Enter a name for the file and click OK.

Now, in your copy of the spreadsheet, you can delete the sample data and paste in your existing records. CAUTION: Be careful not to delete or edit the column headings!

Export the Spreadsheet to .CSV Format

Once you have updated the spreadsheet entries, export the file. In the toolbar, click File, select Download as…, and select Comma separated values (.csv, current sheet).

The file is downloaded to your Downloads folder. The filename is the same as it is in your Google Drive. (Note: If you wish to save it to a different folder, locate the file within the Downloads folder, and move it to your desired folder.)

Import the File to Monchilla

Now, open your Monchilla account. To navigate to the Import page, hover over Settings, and then click Import.

On the Import page, click Skip this Step four times to get to Step 5: Import Open Invoices.

On the Step 5: Import Open Invoices page, click Select.

In the window that opens, select the .csv file you just exported, and click Open.

The selected filename will appear below. (Note: If you selected the wrong file, click the red X to remove it, then repeat the steps to select the correct file.) Then click Import Open Invoices.

If the import is successful, the page will move ahead to Step 6: Import Unpaid Bills.

If the import fails, you will receive an error message. Check your Google spreadsheet against the template to ensure the formatting is correct. If you make any changes to the spreadsheet, repeat the steps to export the file.

You can view your imported open invoices on the Income page. Hover over the Income tab, then click Income.

Your imported open invoices are shown by due date. (Note: If no invoices appear in the list, change the date range to include open invoice due dates.)

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