As an admin or a claimant, you can import supplier invoices in bulk via bill cycle using an import template.

You can download the template using the link below -

Supplier Invoices Import Template

Below are details on some of the columns. For up to date information on the columns, please refer to the file above.

• Claimant Name - this needs to match a claimant name in ProSpend.
• Approver Name - this needs to match an approver name in ProSpend.
• Workflow ID - a workflow ID is required for imported supplier invoices. One workflow can be created for imported supplier invoices.
• Supplier Name - Supplier name as it exists in ProSpend.
• Invoice Number - this is the supplier invoice number.
• Date - Invoice date in DD/MM/YYYY format.
• PO Number - PO number to which the invoice should be linked to.
• PO Line No - PO line number to which the invoice line should be linked to.
• Category Name - Category name as it exists in ProSpend.
• Cost Centre Name - Cost Centre name as it exists in ProSpend.
• Project Group Name - Project Group name as it exists in ProSpend.
• Project Name - Project name as it exists in ProSpend.
• Expense Type Name - Expense Type name as it exists in ProSpend.
• Activity Code - Activity Code (not name) as it exists in ProSpend.
• Description - Line item description.
• Tax Amount - Line tax amount.
• Tax Code Name - This is ProSpend tax name.
• Quantity - This is the line quantity.
• Unit Price - This is the unit price.
• Tax Exclusive/Inclusive - "exclusive" if the unit price is tax exclusive and "inclusive" in the unit price in tax inclusive.
• Status - this can be set to either "Not Submitted" or "Pending Approval".
• Field-Custom Field Name - custom fields as they appear in ProSpend.

The column headers need to be exactly same as above or as they appear in the template provided above which means even if you have modified some of the field labels in ProSpend, the file still needs to have standard column headers. For example - if your site has cost centre field renamed to Department, the file still needs to have the column header as Cost Centre Name. You can add any text that is relevant to your company in square brackets along with the standard column header, so your users understand what needs to go in that column. In the above example, the column header can be something like Cost Centre Name [Department Name]. The system will ignore anything in square brackets in the column headers when importing the file. 

The file needs to be in Excel or .csv format.

Once the supplier invoice data is in the required template format, the admins or claimants can go into the "Bill Cycle" section under "Claims" and click on "Upload File" button on the top right hand corner to go to the page below.

If you have AGL electricity and AGL gas invoices in Excel format, you can choose the respective options in the template field but the way the system imports these invoices is different to the standard supplier invoice template. Please reach out to us for more information on this.

Once the file has been imported, the system will take the user back to the bill cycle screen where all the bill cycles appear. For each supplier invoice file import, the system will create a new bill cycle and it will be marked as "Closed". The file name will be dropped into the bill cycle reference field.

Digital Supplier Invoice

The system will also create a digital supplier invoice for each supplier invoice. Below is an example of this -

Claimant Importing supplier invoices

Claimants can also import supplier invoices using the "Bill Cycle" feature. To enable this for a claimant, login as admin, go into "Users", go into a user profile, click into "Permissions" and tick the "Bill Cycle Import" option.

This will display the "Bill Cycle" option for the claimants.