Importing Supplier Invoices Directly with Empress Feature

Guides & Tutorials
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Introduction

In response to the regulation that took effect on January 1, 2019, which made e-invoicing mandatory for domestic businesses in Italy, Empress introduced a new feature from version 13 onwards. This feature is specifically designed to streamline the process of importing supplier invoices.

This guide will walk you through how to utilize this feature, which allows you to import e-invoices from suppliers directly from XML files. By doing so, Empress automatically generates supplier details like names, addresses, and purchase invoices.

Before You Begin

Before you can import supplier invoices, let’s make sure you’ve got a few settings configured correctly:

  • Set your default Stock UOM (Unit of Measure) in the Stock Settings.
  • Enable the ‘Check Supplier Invoice Uniqueness’ option in the Accounts Settings.
  • Have a Zip file ready, containing all your supplier invoice XML files.

Step-By-Step Guide to Importing Supplier Invoices

Here’s how you can import supplier invoices:

  1. Access the Import Supplier Invoice page: Use the global search bar to find the ‘Import Supplier Invoice’ option.

  2. Fill in the necessary details: Input the Invoice Series, Company, Supplier Group, Tax Account, Item Code, and Default Buying Price List.

    • Invoice Series: This is the series used when creating new purchase invoices.
    • Company: This is the company for which the new purchase invoices will be created.
    • Supplier Group: This is the group under which new suppliers will be created.
    • Tax Account: This is the account where taxes for the created purchase invoices will be entered.
    • Item Code: This code is used when creating a purchase invoice.
    • Default Buying Price List: This is the default buying price list for the purchase invoice.

  3. Save your details: Once you’ve filled everything in, click on ‘Save’.

  4. Attach your Zip file: Attach the Zip file that contains your XML invoices.

  5. Start the import process: Click on ‘Import invoices’. The system will then create purchase invoices and, if necessary, new supplier records.

  6. Check the import status: If the file import is successful, the status will display ‘File Import Completed’. If there are any errors, you can see these in the Error Log.

By following this guide, managing your supplier invoices will become a breeze. Empress helps you keep your financial records accurate and up-to-date, thereby enhancing your business processes. For more user-friendly guides and resources, check out our other guides and support features.