How To Import Purchase Invoices to Zumzum Financials

Overview

You are able to bulk import Purchase Invoices and Purchase Invoice Line Items to Zumzum Financials using the standard Salesforce data loader tools or third party data import and management tools.

Note:  If you decide to proceed with importing your own Purchase Invoices, then you will need to handle all the multi-currency conversions prior to importing your data.  If you would like Zumzum Financials to handle the conversion of currencies, then please contact Zumzum to discuss your custom integration project requirements.

Please test your Purchase invoice import routines in your Sandbox before importing to your Salesforce production org.

Advancing Your Purchase Invoice Number Before Importing Purchase Invoices

Before you import your Purchase Invoices, you would need to handle the assignment of Purchase Invoice numbers to your import file.  You would need to advance your “Current Document Number” for Purchase Invoices in Zumzum Financials by greater than the number of Purchase Invoices you plan to import manually.

For example, if your Current Document Number for Purchase Invoices is at 5000 and you are planning to import 100 Purchase Invoices, you would advance your Current Purchase Invoice Number to at minimum 50201.   It’s always a good idea to leave room for maneuver so leave plenty of spare invoice numbers in case you need to unexpectedly insert additional Purchase invoices.

To advance your Purchase Invoice Number follow these steps:

1. Go to the Setup (Zumzum) Tab
2. Select the option for Document Numbers
3. Ensure you are on the All list view
4. Find the Purchase Invoice document number record and click on the name
5. Select Edit from the top of the page
6. Enter your new Current Document Number
7. Select Save

This step will ensure that your users continue to add Purchase invoices to Zumzum Financials while you are preparing and importing your batch of Purchase Invoices.

(Optional) Importing The Purchase Invoice Line Item Name When Importing Purchase Invoice Line Items.

Before you import your Purchase Invoices Lines, you may wish to handle the assignment of Purchase Invoice Line Item Names to your import file.

When a Purchase Invoice Line Item is created, the line item record is assigned an automatic number in the UID field.  The Purchase Invoice Line Item Name will be set the same as the UID field  when a purchase invoice is created in the web user interface or via the Zumzum Financials API.

You may insert any value into the Purchase Invoice Line Item Name field. This is a purely cosmetic issue and the system will continue to function as expected.  There is no impact to the system if you enter Purchase Invoice Line Items with duplicate values, since the system will utilise the record IDs to process sales invoices.

If you prefer to have a consistent naming convention to your purchase invoice line item Names, e.g. SILIUID-{0000000000} then you are able to import the purchase Invoice Line Item Name.

Find the most recent purchase Invoice Line Item and retrieve the UID field value.  You would use the most recent Purchase Invoice Line Item UID value and increment this to create your range of Purchase Invoice Line Item Names to insert.

Importing Purchase Invoices

You will need to prepare your file as a CSV file to be able to import Purchase invoices to Zumzum Financials.  Once you have imported your Purchase Invoices, you will need to extract your Purchase Invoice record ids so that you are able to assign those to the rows in your Purchase Invoice Line Item import file.

Additional Salesforce Fields Required For Purchase Invoice Import Files.

A note about data import file templates.  If you have additional configurations in your org for standard Salesforce Multi Currency or Record Types then you will need to ensure you add the below fields to your Purchase Invoice import templates

• CURRENCYISOCODE
• RECORDTYPEID

Purchase Invoice Import File Template

Below is a list of the mandatory fields you will need to enter in your Purchase Invoice import file

Please download a copy of the Purchase Invoice Import Template for your use.

Importing Purchase Invoices Line Items

Once you have imported your Purchase Invoice Line Items, you will need to extract your record IDs so that you will be able to use those IDs in your Purchase Invoice Line Item import file.  You should be following standard Salesforce data transformation techniques to ensure your line item import file has the correct Sales Invoice IDs assigned to them.

Additional Salesforce Fields Required For Purchase Invoice Line Item Import Files.

A note about data import file templates.  If you have additional configurations in your org for standard Salesforce Multi Currency or Record Types then you will need to ensure you add the below fields to your Purchase Invoice Line Item import templates

• CURRENCYISOCODE
• RECORDTYPEID

Purchase Invoice Line Item Import File Template

Below is a list of the mandatory fields you will need to enter in your Purchase Invoice Line Item import file

Please download a copy of the Purchase Invoice Import Template for your use.