How to import Bills into Xero using Business Importer

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Import  into Xero fast and easy using Business Importer.

How to import Bills into Xero with Business Importer in 5 simple steps

To import Bills into Xero, please, follow 5 simple steps:

1. Sign in to Business Importer and connect it to Xero.

To connect Business Importer and Xero go to:

AccountsAdd companyXero

import Bills into Xero

2. Go to Import tab. Upload your Excel file or paste the DropBox or Google.Drive link. Click on the Next button.

import Bills into Xero

 

3. Choose the list in your Excel, which contains Bills you want to import into Xero. Click on the Next button.

import Bills into Xero

4. Select Company (you want to import to) and Entity (Bills), and create mapping – connect Xero labels* to Your Labels**. Press the Next button.

import Bills into Xero: mapping Bills

*Xero labels – Xero fields in Bills that are required to be filled in.

**Your labels – your spreadsheet columns containing all information on Bills you want to import into Xero.

5. Review if the information is entered correctly and click on the Next button.

import Bills into Xero

Your import is in process. Don’t wait until it’s done – you will be notified by e-mail.

import Bills into Xero

Check out your Bills import into Xero result in your e-mail or in the Scheduled imports tab.

import Bills into Xero

Or check the results out at your Xero account.

import Bills into Xero

How-to Guide – How to import Bills into Xero

Find a detailed How-to guide in Business Importer. It will help you prepare your spreadsheets that contain Invoices, Bills, Purchase Orders, Receipts, Credit Notes, etc. you want to import into Xero.

import Bills into Xero

 

Here is a small table that will help you to prepare your Excel properly and create correct mapping:

Xero Field Business Importer Name Description Example
Supplier name Supplier name Name of supplier 7-Eleven
Currency Code Currency Code 3 letter alpha code for the currency. Example: USD, NZD, EUR, etc. USD
Currency Rate Currency Rate Exchange rate to base currency when money is spent or received. e.g. 0.7500 Only used for bank transactions in non base currency. 0.7500
Bill date Date Date format: dd/MM/yyyy, e.g. 20/05/2015.You can change it on Settings page. 20/05/2015
Due date Due date Date when the payment of the transaction is due. Date format: dd/MM/yyyy, e.g. 20/05/2015. You can change it on Settings page. 20/05/2015
Bill number Bill number Provide a Bill number. B-0078
Line Amount Types Amounts are Line amounts are exclusive of tax by default if you don’t specify this element. Valid values: Exclusive, Inclusive, NoTax. Inclusive
Planned payment date Planned payment date Date format: dd/MM/yyyy, e.g. 20/05/2015.You can change it on Settings page. Shown on bills (Accounts Payable) when this has been set. 20/05/2015
Sent to contact Sent to contact The Bill in the Xero app should be marked as “sent”. This can be set only on bills that have been approved. Valid values: true or false. false
Status Status Bill status code. Valid values: DRAFT, SUBMITTED, AUTHORISED, DELETED. SUBMITTED
Url Url Please, provide a valid URL, associated with the transaction. http://cloudbusinessltd.com/
Line Line: Account Code Provide an alpha numeric account code e.g 200 or SALES 200
Line: Description Free form text description of the line item that appears in the printed record. Maximum of 4000 chars. Golf balls – white 3 pack.
Line: Item Code The Xero generated identifier for a Line: Item. 020812
Line: Amount The amount of the line item. Line: Amount = Quantity * Unit Amount 300.00
Line: Quantity Number of items for the line. 3
Line: Tax amount The tax amount is auto calculated as a percentage of the line amount. 10
Line: Tax Type Define a tax type: Tax on Purchases, Tax Exempt, Tax on Sales, Sales Tax on Imports (for US). Tax on Purchases
Line: Region Tracking ID ae777a87-5ef3-4fa0-a4f0-d10e1f13073a
Line: Unit price Unit price of the subject item as referenced by ItemRef. 100.00

Check out the Bills import results

There are 5 types of import results.

 import Invoices into QuickBooks Online

Errors in the Bills import

The most common errors and the ways to solve them.
There are 4 the most common errors made by our clients when they import Bills into Xero. To prevent this happening, we have reviewed all of them and given solutions below.

Problem Error occurs Solution Correct example
Wrong item code (or the code provided doesn’t exist). Item code ‘TSL – Black‘ is not valid. Please, provide a valid item code or create a new one in your Xero account. Create ‘TSL – Black’ code in your Xero account.
The Unit Amount is incorrect. The UnitAmount is mandatory and cannot be derived from the Quantity and LineAmount fileds.  Please, provide the Line: Unit Amount in your Bills. 1000.00
The Line Amount t is incorrect. The LineAmount is mandatory and cannot be derived from the Quantity and  UnitAmountfileds. Please, provide The LineAmount in your Bills. 10000.00
Line: Description is empty. ERROR Bill Bill-018 : The description field is mandatory for each line item. Please, provide description to the bill. Golf balls – white 3 pack.

 

Remember, that any question you can address us. We will be glad to help you!
Just leave us a message, call us on 302-261-3644 or write to support@cloudbusinessltd.com.

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